In times of a dynamic landscape of human resources and growing employee needs, attracting the best talent and communicating well with candidates is crucial. However, traditional communication methods may no longer be sufficient to meet the expectations of today’s applicants. Therefore, adopting tools based on conversational AI in the HR sector is becoming more and more essential. Recruitment teams striving to stay ahead in the digital age know that AI chatbots can be invaluable to streamline recruitment processes and improve the candidate’s experience.

In this article, prepared in collaboration with Karolina Kwasnik – Spyrosoft’s Lead Recruitment Specialist, we delve into the ways in which AI chatbots in recruitment can improve communication with candidates and describe the key benefits, showing why every HR team should take advantage of this innovative tool.

Building the candidate experience in the recruitment process

With a rapidly evolving labour market and changing approaches of people towards work, recruitment trends are increasingly focusing on the needs and experiences of candidates and employees. High employee turnover in many sectors due to economic challenges and concerns about the recession creates a lot of competition in the hiring market. However, at the same time, due to the shortage of specialists in some fields, job seekers will continue to dictate the terms of employment in many countries. That is why it is still critical to attract top-notch candidates, provide them with the best possible experience, and build long-term relationships which lead to greater engagement.

Having these trends in mind, it’s easy to see that the current approach to the recruitment processes can be challenging for both recruiters and candidates. For recruiters, the high volume of ongoing hiring processes, the multitude of candidates for various positions and the pressure to find the best talents make it difficult to take care of all the people in the process properly and always remain ready to give answers for additional inquiries and feedback.

For candidates, on the other hand, the need to participate in many recruitment processes, high competition among applicants, and lengthy hiring cycles that consist of many stages, combined with the increasing time needed to receive feedback, makes the process of applying for a new job not only a challenge but also a demotivating experience. Difficult access to information or lack of availability and responsiveness of recruiters can effectively discourage candidates and cause them to abandon the recruitment process in favour of a more proactive company or hiring agency. In such situations, AI can become beneficial by redefining talent acquisition and introducing automation into various HR activities.

As companies and HR teams strive to find the finest talents possible, it becomes essential to ensure a high level of communication between recruiters and candidates and to provide them with the best possible experience throughout the whole process. Therefore, integrating a company’s HR strategy and solutions with AI tools often becomes a necessity. – Karolina Kwasnik, Lead Recruitment Specialist at Spyrosoft

The use of AI-powered chatbots can help you gain a competitive advantage by optimising and automating some of the operational tasks of recruiters, streamlining the candidate selection process, as well as providing a personalised experience for job seekers and improving communication with them throughout the whole process.

Conversational AI in HR as a support in communication with candidates

In today’s HR world, it is impossible to underestimate the role of AI chatbots in recruitment. They offer numerous benefits for both companies, recruitment teams or agencies, and the candidates. The use of this innovation allows for the optimisation of the recruitment teams workload, streamlining the process of finding and hiring new employees, as well as revolutionising the way companies engage top professionals.

Recruitment chatbots using natural language processing (NLP) and machine learning (ML) algorithms can effectively screen and filter resumes, provide personalised recommendations regarding specific job requirements, schedule interviews, and facilitate contact with candidates. They enable sending automatic responses to people interested in a job offer, asking them follow-up questions, and quickly collecting basic information about candidates, their experience, and expectations, e.g. in terms of work models or salary.

Using AI-based tools can be very helpful in assessing competencies regardless of personal characteristics and in line with the ever-important DEIB strategy. AI chatbots trained to evaluate different candidates based on the same set of criteria can reduce the risk of bias. They help minimise the effects of unconscious biases or personal preferences and opinions that can shape the evaluation, especially of less experienced recruiters. Thus, these solutions can have a positive impact on cultivating diversity in the workplace, which often contributes to increased productivity and employee satisfaction. – Karolina Kwasnik, Lead Recruitment Specialist at Spyrosoft

Conversational AI is a great way to attract potential candidates and build an image as a top employer. The ability to provide job seekers with a chatbot that they can ask questions to at any time of the day and as often as they want can be a significant competitive edge that helps build a better candidate experience.

Alongside that, an AI chatbot in recruitment can easily solve the problem of long waits for feedback after sending out resumes or initial interviews. The solution gives companies the ability to respond to candidates efficiently without overly involving recruiters. After final verification of the candidacy by the recruiter, the chatbot can automatically provide positive feedback by inviting applicants to the next meeting and signing of the contract, or sending a message thanking them for participation in the recruitment. Even in the case of rejection and resulting disappointment, a candidate who swiftly receives sincere feedback will usually appreciate not having to wait. This contributes to a better overall experience of the recruitment process and a positive perception of the firm, which may translate into future recruitment or recommendations of the company to others.

For some, the use of AI in HR processes and the automation of this experience may seem less human. However, the opportunities such solutions provide related to the speed of responding to inquiries, availability at any time of the day, or a personalised approach to each candidate make the applicants’ experience more human. They feel more taken care of and better informed than if they had to wait for answers from people who have the onus of running the entire recruitment process, often for hundreds of candidates. What’s more, this approach achieves a more transparent process, and although it may require some system changes, it will certainly become the process of the future.

Benefits of using AI chatbots in recruitment

Recruitment chatbots can serve as great assistants for candidates, engaging with them in real-time and promptly offering answers to their queries, all in a natural, human-like conversation. Moreover, incorporating an AI-based chatbot into the recruiting process can streamline many operational activities, save time, and increase productivity for HR departments, bringing tangible business gains. An AI-based chatbot can be a valuable tool that allows for:

Enhancing candidate engagement

First impressions and good experiences matter in recruitment. From the moment a candidate interacts with your company, an AI chatbot can engage them in a personalised conversation, offering immediate assistance and relieving all their doubts. This instant responsiveness fosters a positive candidate experience, demonstrates your organisation’s commitment to communication excellence, and ensures that candidates feel valued and supported throughout the application process.

24/7 accessibility

AI recruitment chatbots never sleep – they are available round-the-clock to cater to candidates’ inquiries and ensure seamless communication, regardless of time zones or working hours. This accessibility eliminates the frustration of waiting for responses and ensures that candidates receive the information they need, precisely when they need it.

Personalised interaction

Every candidate is unique – AI chatbots can recognise that and provide personalised interactions tailored to individual preferences and needs. Through advanced NLP algorithms, chatbots can analyse candidate responses and adapt their communication style accordingly, therefore creating meaningful connections with candidates and enhancing their overall experience.

Streamlining application processes

Recruitment processes are demanding and often involve repetitive tasks such as gathering candidate information, checking resumes, and scheduling interviews. AI chatbots can streamline these processes by automating routine tasks, allowing recruiters to focus on more strategic aspects of engaging candidates.

Data-driven insights

One of the most significant advantages of AI solutions is their ability to gather and analyse vast amounts of data. By analysing interactions with candidates, chatbots can provide valuable insights into candidate preferences, behaviour patterns, and their feedback on the process. This data-driven approach enables recruitment teams to make informed decisions, optimise communication strategies, and identify areas for improvement in the candidate experience.

Building employer branding

In today’s competitive job market, employer branding plays a key role in attracting and retaining top talent. AI chatbots in recruitment can act as brand ambassadors, representing an organisations’ values and showcasing their culture. By providing seamless communication and delivering personalised interactions, chatbots make a lasting impression on candidates, which can turn into future cooperation or recommending the company to others, thereby strengthening the employer brand.

Implement AI recruitment chatbots in your organisation with an experienced partner

Achieving all these benefits is possible thanks to the implementation of a custom AI chatbot and its integration with already functioning tools and systems of the company or agency. Currently, in the daily work of each recruitment team, there are various platforms and solutions for aggregating data related to the recruitment process. Each of these tools can be combined with an AI-powered chatbot that is intuitive to candidates and, with proper training and regular updates, can facilitate access to selected data at any time.

Spyrosoft experts can help you streamline your hiring efforts and advise on adjusting the data structure in the recruitment process to separate sensitive information from useful information for the candidates still in the process. As a company ourselves, we process more than 200 candidates per month, so both our HR Tech and recruiting teams have experience in recommending the best solutions for each organisation, as well as combining AI chatbots with internal recruiting systems.

From identifying and analysing challenges in your recruiting processes to setting specific business goals, we can help you attract more candidates and reduce process abandonment. We will train your bot based on relevant data so that it understands information about the firm, a given position, industry-specific terminology, and company policies, and can boost communication, increase engagement and improve candidate experience.

What’s more, our experts will help you choose features of the recruitment chatbot to ensure that it is fully tailored to your organisation’s needs and consider factors such as customisation options, integration possibilities with existing systems, language selection for the chosen markets, and ability to scale.

So, if you need more consultation on the topic or assistance in implementing an AI chatbot in your company, contact our expert by filling out the form below.

Find out more about our HR Tech services for recruiting departments and hiring agencies.

About the author

Magdalena Jędrzejowska

Magdalena Jedrzejowska

Business Researcher