Addepar needed a tool that allows employees to track interview candidates (the tool will be used only by employees of Addepar). The challenge was to create a tool called Addepar Candidate Tracker. This tool will be used by HR Managers, Interviewers, and other employees a part of the interview process. The medium of usage was decided as a Web Application.
After researching with four different types of user groups - Technical Recruiter, Recruiting Coordinator, Interviewer and Recruiting Manager - I decided to streamline the review and feedback process based on existing workflow pain-points.
I flew solo on this design challenge. I was handed the problem statement and very specific constraints. I delved deep into research, designed interaction patterns, created prototypes, and validated them. I interviewed stakeholders to understand their current process and to find opportunity spaces to work on.
Analysis of the current workflow
On analysis of the workflow, the review, interview, and feedback phases were tightly coupled and there seemed to be numerous pain-points that if addressed created a streamlined process. Also, these phases occurred at multiple points in the workflow and addressing problems associated with it seemed to alleviate pain points to a greater magnitude.
Key Design Elements
Recruiter User Flow
The recruiter logs into the Addepar Candidate Track and is presented with a screen that lists all candidates who have applied.
She looks at Tony’s profile and is impressed. She decides to schedule an initial phone screening with him.
She is presented with a dialog to send an email to him. She selects from a set of existing templates that saves time for her.
She decides to filter the list based on the candidate profiles she has commented on.
Interviewer User Flow
Interviewer logs into the candidate tracking system. Decides to review a few candidates. She reviews Adhithya’s profile and decides to add a private note. She adds a short note to self about Adhithya.
The interviewer, on the same day, interviews Tony Hawk over WebEx. She does not have a habit of taking notes during the interview. She is required to provide feedback about the candidate.
She did not take notes during the interview. She remembers he performed well, but she has to think hard to remember his specifics.
The hiring manager interviewed Tony Hawk onsite. He does not have a habit of taking notes on a face-to-face interview for better engagement. He also attended multiple meetings after the interview and is not very sure about the exact specific feedback.
The hiring manager personally loves Tony Hawk but wants to see how other interviewers had rated him to make an informed decision about hiring him.
Design Process Overview
Phase 1- Research
Phase 2- Synthesis
Phase 3- Sketching
Phase 4- Validation
Phase 5- Prototype
View entire case study with an in-depth explanation of process and research.
Assumptions play an integral part of a design solution
It was hard initially to pick a direction to work on and I found myself going around in circles unable to select which problem area to focus on as I was trying to improve Lever as a system. After talking to the hiring manager, and when he mentioned that I could assume that this system was going to replace Lever, I had a lot more clarity in my design focus. I was able to move forward with decisions. Also, I made some assumptions about how the current system worked and watched some videos and images online to validate certain assumptions about the existing system.
Design documentation needs designing too
The design documentation took a lot longer than I expected, and this was something which was just as hard as coming up with the design. The documentation needed to be well-thought of to make sure it conveyed my process entirely. Even this current document, I am guilty of making it too long. I would like to work on this aspect of design documentation; how do I make the document convey my process and still be to the point and not extremely long?
Primary research from different perspectives
I conducted four interviews to understand different perspectives to the current system being used. This really helped me in coming up with my design ideas. I would not have come up with the solutions I finally decided on if I had not spoken to users and understood their thoughts on the system. The nuances I have designed to Lever are very fine details which make the user experience a lot more seamless than what it is now - it would have been hard for me to come up with these ideas without primary research with multiple stakeholders.