How to Manage 20, 50 or 100 Hires Without Overloading Your HR Team

Employing staff members is crucial for development, but recruiting 20, 50 or even 100 people in a relatively short period can be quite a burden for any internal HR department. The processes related to managing job advertising, application screening, interviewing, hiring managers, and onboarding become quite complex when there is a need to fill several positions.

Recruitment issues might significantly impact the performance of developing companies, influencing project realization, customer support, workforce productivity, and company’s development plans. HR specialists might devote so much time to recruitment administration that they have no time left for other HR activities.

It lies in having a scalable recruiting process that will fit the needs of your business. By having an efficient employee planning, standard recruiting processes, recruiting tools and professional bulk recruiting services, you will be able to recruit several employees without putting additional pressure on your current HR department.

Regardless of whether you have to hire 20 people, form a team consisting of 50 employees or recruit 100 people due to expanding your business, an appropriate recruiting strategy will help you with recruiting overload management.

Why Businesses Need a Scalable Bulk Recruitment Strategy

A recruitment process tailored for a small number of vacancies does not function well when volumes of hiring rise. The more vacancies there are, the more tasks have to be carried out in sourcing, screening, interviewing, offer management, and onboarding.

HR specialists can face problems when recruiting at the same time in different departments.

Common challenges include:

• Many applications: Processing many resumes is time-consuming.
• Insufficient recruitment efforts: The company’s internal recruiters might lack the resources to fill all job openings.
• Time taken for interviews: Arranging interviews with the candidates is a time-consuming process.
• Screening process inconsistency: Various screening procedures could influence the hiring process.
• Candidate loss: Candidates might join other companies owing to delayed recruitment processes.
• Difficulties during onboarding: Documentation, equipment and system access are required for each new hire.

A structured recruitment strategy helps businesses distribute responsibilities, track progress and identify problems before they affect hiring targets.

1. Create a Detailed Hiring Plan Before Starting Recruitment

The first stage towards effective bulk recruitment process begins by formulating an efficient hiring plan. This should begin before the vacancy announcements as one determines the number of workers to be hired along with their skills and deadlines.

Consult departmental managers in order to know which jobs are important and which job is hard to hire.

For instance, a firm that plans on employing 50 staff members may require 20 sales managers, 15 customer service personnel, 10 software engineers and 5 HR personnel. Different recruitment sources will be necessary for each of these groups.

Your hiring plan should include:

• Total vacancies by department and job role.
• Required qualifications, experience and skills.
• Salary ranges and approved recruitment budgets.
• Recruitment deadlines and expected joining dates.
• Interview stages and hiring manager responsibilities.
• Onboarding capacity and available resources.

Prioritize openings depending on their importance and urgency. This assists the recruiters to concentrate on the openings that are most important and at the same time keep track of everything happening throughout the entire recruitment process.

It is also easy to decide whether internal HR staff will be enough or recruitment help will be required externally.

2. Use Different Hiring Strategies for 20, 50 and 100 Employees

However, not all recruitment campaigns follow one particular model. Recruitment of 20 workers to an existing department is not comparable to that of 100 workers to a new office or major expansion of the business.

Managing 20 hires efficiently

The recruitment of 20 workers can be conducted by the HR department of a business in an efficient manner.

First, ensure that the vacancy is grouped with similar jobs and there is a standardized job description. Screening questions should be set, interview time allocated and the entire process monitored using one tracker. The responsibility for sourcing, screening, coordinating interviews and follow-up of the offers should be assigned. This ensures no duplication of work and task omission by several employees.

When the roles call for unique skills or the deadline is short, working with a bulk recruitment agency can help.

Managing 50 hires without delaying recruitment

For recruiting 50 employees, there is a need to have better coordination among HR professionals, hiring managers and department heads.

Set milestones in weeks towards achieving the recruitment goal. Monitor the number of candidates recruited, screened, interviewed, hired and the number expected to join.

Utilize an applicant tracking software or recruitment software to pinpoint which jobs are running late. Set deadlines for how fast interviews should be done and decisions made.

Companies with little recruitment capacity can opt for high volume recruitment to assist with sourcing and screening of candidates.

With this, internal HR personnel will be free to make the hiring decisions and concentrate on other issues of the business.

Managing 100 hires at scale

A hiring of 100 employees within a stipulated period would mean that a proper recruitment process is required.

There could be cases where an organization needs specific teams for recruiting, different sources for candidate search, a proper assessment and interviews process and even group onboarding.

Determine who owns the recruitment process and set up a centralized reporting procedure. Do periodic reviews to find out if there are any problems with sourcing, interviewing, offer rejection and joining problems.

If the recruiting process is for a large number of people, there is always an option to look at high volume recruiting solutions that will give more recruiting capability. There is always the option to consider recruitment process outsourcing if you need outside help.

It is important to recruit people quickly, but not at the cost of compromising on quality and consistency of the recruiting process.

3. Standardize Candidate Screening and Interview Processes

The absence of consistent screening will cause delays and will complicate the comparison of candidates among one another. A standard approach will facilitate the assessment of candidates according to the job requirements.

Screening criteria should be prepared for each position category that will include qualifications, relevant experience, technical skills, and all other requirements associated with performance.

Interview questions and scorecards should be prepared for hiring managers, as well as evaluation criteria and personnel who will approve recruitment stages.

When applicable, employ technical appraisals, skill tests, or preliminary interviews to screen out suitable candidates for the purpose of conducting final interviews.

Standardization should never preclude role-related assessment. Rather, it should facilitate a standardized approach that is customizable to suit different job positions.

A sound screening procedure will enable the HR staff to conduct fewer unnecessary interview sessions.

4. Automate Repetitive Recruitment Tasks

The manual processing of recruitment administration can take up a large percentage of time for an HR department. Recruitment software can minimize repetitive work and make candidate data management more manageable.

Applicant tracking systems (ATS) can be used to automate application process and track the recruitment process and candidates. Interview scheduling software and approved communication templates can be utilized to assist with recruitment processes.

Useful recruitment technology capabilities include:

• Centralized candidate databases.
• Resume search and filtering.
• Interview scheduling and reminders.
• Candidate pipeline dashboards.
• Offer and joining status tracking.
• Recruitment reporting and performance analysis.

Automated processes must be in aid to rather than in place of the recruiter’s intuition. The screening process should be based on job-related requirements and must be validated. Pick tools that fit the number of candidates you want to hire, your budget and the system you have in place.

5. Build a Candidate Pipeline Before Vacancies Become Urgent

Commencing the sourcing process only when there is an urgent need for hiring will definitely result in missed deadlines and unnecessary stress.

Create a talent pool of individuals for positions which your organization recruits frequently. Keep relevant information of those who are competent candidates as well as professionals who are interested in other future positions.  

Use relevant sources of sourcing like professional networking sites, job boards, referral hiring etc.

Group candidate profiles by positions, competencies, experience, and locations. It will be helpful when there is a need to identify potential candidates in case of new job openings.

Take care of the candidate database according to relevant policies and regulations.

The uniform approach in recruiting can help shorten the process and adapt more easily to labor market needs.

6. Consider Bulk Hiring Solutions to Expand Recruitment Capacity

In other cases, the biggest hurdle in the process may lie in sourcing adequate resources to facilitate the recruiting process itself.

Recruitment bulk solutions can assist companies in organizing several job vacancies through sourcing candidates, screening them, helping them with their interviews, and recruitment administration, based on the agreement for services.

As an example, a company planning to hire 50 customers’ support staff may organize internal final interviews and offer approvals, while using a third-party recruitment firm to find appropriate candidates and screen them.

Just like that, an organization setting up a new office may need extra recruitment assistance for some time without increasing the HR team.

Before deciding which recruitment agency to choose, analyze how experienced this agency is in such kinds of recruitment requirements.

The right choice of the recruitment partner will be one that fits in well with your existing workforce and clarifies the responsibilities and gives visibility into the recruitment process.

7. Evaluate Recruitment Process Outsourcing for Large Hiring Projects

Recruitment process outsourcing (RPO) is one of the options that can be considered by companies in need of recruitment support on an organized level through various processes or during an extended period of time.

In recruitment process outsourcing, an external company assumes the responsibility of conducting the recruitment processes that have been discussed. Such recruitment process outsourcing services may be appropriate for companies facing constant demand for recruitment, entering into new markets, or engaging in difficult recruiting projects.

The scope may differ depending on the needs of the organization. While some firms may require assistance at certain stages of recruitment, other firms may need an entire program.

Before opting for any of the RPO models, decide what actions will be taken by your in-house HR department and what will be outsourced and how the performance will be evaluated.

Decide on how often to report, what are the recruitment targets, the communication process, and the decision making process.

8. Track Recruitment KPIs to Improve Hiring Performance

Recruitment metrics assist organizations in determining how effective their recruitment process is.

Rather than just looking at the total number of hires, assess performance throughout the recruitment funnel.

Important recruitment KPIs include:

• Time to fill: The time required to fill a vacancy.
• Time to hire: The time between a candidate entering the recruitment process and accepting an offer, according to your chosen definition.
• Offer acceptance rate: The percentage of offers accepted.
• Joining rate: The percentage of selected candidates who actually join.
• Cost per hire: Recruitment expenditure associated with each hire.
• Source effectiveness: The volume and quality of candidates generated by each sourcing channel.
• Interview conversion rate: The proportion of candidates progressing between interview stages.

Setting realistic goals according to role complexity, urgency of the hire, and past experience.

Checking the information constantly with hiring managers. In case candidates turn down the offer, find out if the problem lies in salary, communication, and expectations. In case interview scheduling causes the delay, make it easier and set up feedback deadlines.

Analyzing recruiting data in order to discover bottlenecks will help to optimize the process.

9. Prepare Onboarding Before Employees Join

However, a successful recruitment campaign is not only about identifying appropriate individuals. The newly recruited employees have to go through all the procedures, get the required equipment and access and be aware of their responsibilities.

In case when 20, 50 or even 100 employees are recruited in a relatively short time, onboarding becomes an independent task.

Develop a standardized onboarding checklist, which includes employment forms, policies, equipment, system access, induction and reporting managers.

Cooperate with HR, IT, finance departments and department managers prior to joining date of the employees. In case it is possible, organize collective induction sessions and set responsibility for each process in onboarding procedure.

Keep track of accepting offers, joining date, pending documentation and joining facts in a single system.

Good onboarding allows businesses handle larger recruitment campaign, while providing all the necessary information to the new employees.

10. Choose the Right Recruitment Partner for Bulk Hiring

Where internal recruitment resources are inadequate, a professional recruitment agency will help organizations to address their extra recruitment needs.

A mass recruitment agency will assist in sourcing candidates, preliminary candidate selection, interviewing and follow-up of candidates, among others.

When evaluating a recruitment agency for bulk hiring, consider the following factors:

• Experience handling similar recruitment volumes and job categories.
• Candidate sourcing methods and access to relevant talent pools.
• Screening standards and assessment procedures.
• Communication, reporting and escalation processes.
• Recruitment timelines and agreed service expectations.
• Commercial terms and applicable replacement policies.
• Candidate confidentiality and data protection practices.

Ask for a detailed explanation about the recruitment process and the reporting of performance. Evaluate service providers depending on their suitability to your needs, not only depending on the number of people that they can hire.

Your ideal partner is one who understands your requirements and communicates with internal stakeholders effectively.

How BLOOM Consulting Services Can Support Your Hiring Requirements

When an organization requires recruiting several employees, the recruiting process must be in line with its organizational development plans, positions needed, budget, and time frame of joining.

BLOOM Consulting Services offers recruiting and staffing services such as permanent staffing, contract staffing, recruitment process outsourcing, and executive search.

Companies interested in bulk recruiting can get information regarding their recruiting needs from the team, including the number of vacant positions, job positions, experience, locations, and time frame of recruiting.

Recruitment assistance can make the recruitment process easier for organizations by facilitating the organization of candidate sourcing, screening, and hiring coordination, thus giving the HR professionals in the organization time to focus on workforce planning, stakeholder management, and making hiring decisions.

If your company plans to either expand its existing department, open up a new office, or conduct recruitment campaign, then adopting a suitable recruiting strategy can assist you in handling your work better.

Planning to Hire 20, 50 or 100 Employees?

Eliminate any bottlenecks during the recruitment process by adopting an appropriate recruiting strategy for your business.

Get in touch with BLOOM Consulting Services for discussing your bulk recruiting issues and getting proper assistance with recruiting.

Discuss Your Bulk Hiring Requirements

Conclusion

Even managing 20, 50, or even 100 employees should not be daunting for your HR department. Effective workforce planning, standardization of recruitment processes, recruitment automation, consistent flow of candidates and effective onboarding processes can assist organizations in recruitment.

In case you have a large scale or urgent recruitment campaigns, bulk recruitment and external recruitment assistance will help you to deal with this issue.

The trick here is to find the right balance between speed, quality, cost of recruitment and organizational needs. With effective recruiting process in place and adequate recruitment support you will be able to increase your headcount without overburdening your HR department.

Should you be planning an extensive recruiting campaign, get in touch with BLOOM Consulting Services to learn about your options for recruitment.