Recruiting great talent is hard, especially when your hiring process involves many candidates, stakeholders, and steps. When you invest so much to find new employees, it pays to have a streamlined recruiting process—so your team can spend less time searching for information, and more time sourcing the best people for the job.
That’s why we partnered with the City of Providence to create a customized recruiting pipeline template. See how this trailblazing city uses Asana to track candidates from resume screening to onboarding—and use their template to help your team simplify collaboration and ensure a smooth candidate experience.
A recruiting pipeline template is a framework to help organize your recruiting and hiring processes. It provides a system to collaborate with stakeholders and track candidates through each step in the pipeline—from your initial job posting to new hire onboarding.
Hiring is a cross-functional process—often involving recruiters, human resources, hiring managers, and an interview panel. Since different stakeholders need to be looped in at different parts of the process, it can be tough to coordinate all the moving pieces. The City of Providence’s recruiting pipeline template solves that problem by giving your team a structured workflow to follow. It specifies how cross-functional stakeholders should work together, and who should be looped in, when.
When you interview candidates, they’re evaluating you right back. This recruiting pipeline template helps your team check off every box in the recruiting process, so they don’t miss any steps and candidates have a smooth experience. Initial outreach? Check. Follow up email? Check. Preliminary phone screen? You bet.
The City of Providence’s template provides a bird’s-eye view of every candidate, including which stage of the hiring process each candidate is in. With that high-level insight, your team can plan resourcing, evaluate if more recruits are needed for a specific position, and ensure every qualified candidate is moving forward in the hiring pipeline.
In addition to tracking candidates, this template also helps you collaborate with stakeholders throughout the process. Assign tasks, set due dates, request approvals, and add comments—all in a single system of record. That means your team doesn’t have to waste time searching for information, switching between tools, or chasing status updates. Everyone has full visibility into the hiring pipeline at all times.
Everyone’s recruiting process is different. This template provides a framework for you to create—and customize—your own hiring workflow. As you set up your template, here are some things to keep in mind:
Identify at-a-glance info your team needs to track candidates. For example, do you need to see candidate status, job title, referrals, or the hiring manager responsible for the role? In Asana, you can create color-coded custom tags for each category of information you want to track.
List the steps required for hiring at your company. For example, you may need to secure departmental approval, post open positions, review resumes, conduct phone screens, and so on. Each step in your recruiting process can be a different section in your template—so you can visually track as roles and candidates move from one step to another.
Pinpoint which stakeholders need to be looped in, when. Think through your recruiting workflow. As job postings and candidates move from one step to another, set up automations to seamlessly loop in the right stakeholders at the right time. For example, automatically send a message to the hiring manager when their role has been approved, or assign prep tasks to interviewers before a candidate’s onsite.
Consolidate guidelines for hiring managers, recruiters, and interviewers. What information do stakeholders need to know and access throughout the hiring process? Attach this information to tasks in your template. For example, add job description requirements, interview guidelines, candidate evaluation rubrics, and more.
Board View. Board View is a Kanban board-style view that displays your project’s information in columns. Columns are typically organized by work status (like To Do, Doing, and Done) but you can adjust column titles depending on your project needs. Within each column, tasks are displayed as cards, with a variety of associated information including task title, due date, and custom fields. Track work as it moves through stages and get at-a-glance insight into where your project stands.
Custom fields. Custom fields are the best way to tag, sort, and filter work. Create unique custom fields for any information you need to track—from priority and status to email or phone number. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization.
Automation. Automate manual work so your team spends less time on the busy work and more time on the tasks you hired them for. Rules in Asana function on a basis of triggers and actions—essentially “when X happens, do Y.” Use Rules to automatically assign work, adjust due dates, set custom fields, notify stakeholders, and more. From ad hoc automations to entire workflows, Rules gives your team time back for skilled and strategic work.
Workflow Builder. Visualize your team’s workflow and simplify collaboration across teams with Workflow Builder. Workflow Builder is a no-code point-and-click tool that helps you visualize and build powerful automated workflows. Easily create effective processes that connect teams across all levels and pillars of your organization. Plus, streamline tasks and keep your teammates in sync by integrating your favorite business apps—like Slack, Adobe Creative Cloud, Salesforce, Zoom, and more—right into your workflows.
Zoom. Asana and Zoom are partnering up to help teams have more purposeful and focused meetings. The Zoom + Asana integration makes it easy to prepare for meetings, hold actionable conversations, and access information once the call is over. Meetings begin in Asana, where shared meeting agendas provide visibility and context about what will be discussed. During the meeting, team members can quickly create tasks within Zoom, so details and action items don’t get lost. And once the meeting is over, the Zoom + Asana integration pulls meeting transcripts and recordings into Asana, so all collaborators and stakeholders can review the meeting as needed.
Google Workplace. Attach files directly to tasks in Asana with the Google Workplace file chooser, which is built into the Asana task pane. Easily attach any My Drive file with just a few clicks.
Gmail. With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat. Need to refer to an Asana task while composing an email? Instead of opening Asana, use the Asana for Gmail add-on to simply search for that task directly from your Gmail inbox.
Slack. Turn ideas, work requests, and action items from Slack into trackable tasks and comments in Asana. Go from quick questions and action items to tasks with assignees and due dates. Easily capture work so requests and to-dos don’t get lost in Slack.
Static Excel templates quickly become outdated, and don’t provide a way to collaborate with stakeholders in real time throughout the hiring process. On the flip side, a recruiting pipeline template within a work management platform allows you to track candidates and collaborate with stakeholders—all in one central system of record. Seamlessly hand off tasks between teams with automations, assign work with clear due dates, and watch in real-time as candidates move through the hiring pipeline.
Any team that manages recruiting and hiring can benefit from this template. A streamlined recruiting workflow is especially helpful for HR teams at enterprise-sized companies, who have many different stakeholders to manage. However, small businesses and startups can also use this tracking template to stay organized while sourcing and hiring top talent.
Yes! An applicant tracking system is a great way to collect and sort applications for different job postings, but often doesn’t provide a way to collaborate with cross-functional teams. Using both allows you to receive applications, then move them through your hiring pipeline.
A template gets you started, but a free Asana trial is what keeps you going.