National Gallery of Canada | Creating job postings the easy way

Creating a new job posting is a time-consuming task when organizations don’t use an applicant tracking system. Yet even when recruiting systems reduce the time required, they don’t always fully optimize the process.

“When I started working at the National Gallery of Canada, my colleagues were still creating draft postings using Microsoft Word,” Bernardo Gallo, a human resources advisor for the Gallery, recalls. “They used to send the Word document to the client (hiring manager). The client reviewed and annotated the document. Then the recruiter copied and pasted the information into Njoyn.”

Njoyn is the Gallery’s online recruitment solution. Gallo, who had used Njoyn at his previous place of employment, guided his team to a labor-saving feature in Njoyn – the ability to save postings as templates, which reduces the amount of work needed to created new postings.

These templates are part of Njoyn’s job creation wizard, a step-by-step process that facilitates the creation of a job posting. Recruiters typically use this module when they or other Njoyn users create jobs outside of a typical requisition request process.

When Gallery staff create postings, they don’t need to use Word anymore. “We create a posting in template mode (in Njoyn), then we use Njoyn to share a copy of the posting with our clients,” Gallo says. “Template mode” helps ensure any required boilerplate has been approved in the past, thus saving time in the present.

“When it’s finalized, approved and translated into both official languages, we broadcast the posting on our Intranet for seven days, (a requirement of the Gallery’s collective agreement)” and if the position isn’t filled by then, it’s disseminated more widely.

“It’s a small change, but it creates big time savings” Gallo says. “With the job-creation wizard, Njoyn is a one-stop shop.”

Creating the right hiring workflows

Every recruiting process involves a set sequence of steps. Recruiters know and track every step, from drafting job postings to onboarding successful candidates. But a hiring manager, candidate, or other stakeholder may want to be informed of milestones as well.

The right talent acquisition system can enhance hiring workflows the way GPS enhances maps. That’s why the National Gallery of Canada uses the hiring workflow in Njoyn, its hiring management system, to both manage its workflows and keep stakeholders in the loop.

Sophisticated hiring workflows

Njoyn’s standard hiring workflows enable careful tracking of the process. These standard stages in the overall workflow include:

• Application
• Screening
• Submission
• Interview
• Offer
• Hiring

Each stage above is also a workflow, and companies can customize them to fit how they do business instead of being forced to adapt their methods to the system. The Interview workflow, for instance, allows for multiple levels of interviews and the ability to define the type of interview or even a custom event.

Knowing where you are

Njoyn’s “hiring workflow GPS” alerts recruiters at important stages of the process. “When somebody applies to a job posting, we know right away,” says Bernardo Gallo, a human resources advisor for the Gallery. “We submit résumés to our clients (hiring managers) for review as we ‘move’ the applicant to the ‘submission’ stage.”

“Out of five applicants, the client might ask to interview three,” Gallo continues, noting that recruiters then send these three candidates to the “Interview” stage. “It helps us keep track of where candidates are at each stage,” says Gallo.

Speeding up the recruiting process

Using a shortcut key, recruiters can bypass stages in the hiring process when appropriate. “You can move applicants through stages manually without having to go through all the stages,” Gallo says. “If you sent a résumé to your client but you forgot to capture that in Njoyn, and the client is ready to interview the candidate, you can move the candidate manually to the Interview stage.”

Enhancing collaboration

Njoyn also helps recruiters work on one another’s posting when they need to, ensuring that no posting depends on a specific recruiter. “If I’m not in tomorrow, my colleagues can access my job postings in Njoyn to find out where candidates are in the process,” Gallo explains.

Communications between the Gallery and job applicants make Njoyn-based records even more comprehensive. “We track any email communications sent to applicants via Njoyn,” Gallo says of a feature that spares recruiters the time and effort needed to search their email.

“If recruiters take time to move clients through all the stages, the system keeps track of that movement. Njoyn makes it easy for recruiters to track multiple job postings at the same time. It gives you added value.”

To read more about how the National Gallery of Canada deployed Njoyn’s recruitment tool, download our case study!