Addepar Candidate Track

The Ask

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. 

The Solution

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. 

My Role

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

Actors identified throughout the current workflow

Recruiter
Recruiting Coordinator
Interviewer
Hiring Manager

Phases identified throughout the current workflow

Review
Interview
Feedback
Schedule

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 

Contextual Filters

Filters change based on the selected type of applicants on the pipeline. There exists contextual call to actions that affords an easier flow for reviewing applicants. 

Quick Review

Ability to quickly reach out to candidates with just a click in the review mode. The quick review also highlights the different profiles of the candidate making it easier to gauge the prospective  employee.

Parameterized Feedback

Feedback can be given to candidates by evaluating them based on certain parameters. Custom parameters can be added to suit one’s personal preferences.

Private Notes

Private notes on profiles and resumes for quick personal reference.

Redesigned Experience 

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 is overwhelmed by the number of applicants. She wants to filter them by the ones she has not reviewed.

She decides to filter the list by ones she has not reviewed yet.

She sees a much smaller list sorted by unreviewed applicants and decides to review Tony Hawk’s profile.

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.

After sending Tony a request, she remembers reviewing a profile yesterday on which she had left comments, but she does not remember the name of the candidate.

She decides to filter the list based on the candidate profiles she has commented on.

She sees a filtered list and immediately remembers that it was Jessica. She decides to review her comments and go ahead with phone screening

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.

She thinks he would be a good fit and wants him screened for the first stage, but this would mean she has to communicate with the recruiter.

She decides to send a request for a phone screening.

After requesting she notices that the request is sent to the recruiter for screening the candidate. 

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 opens the interview tab for quicker access to interviews that she needs to assess. She sorts the list by candidates that require feedback.

She did not take notes during the interview. She remembers he performed well, but she has to think hard to remember his specifics. 

She sees some parameters that have already been populated based on the job role. She now remembers how Tony performed on each of these parameters. She recommends hiring him. 

Manager User Flow

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.

He notices suggested parameters and is quickly able to gauge the candidate on the given parameters. He also decides to add his own parameter for the interview

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.

On the candidate's profile page, he can see a brief history of all his feedback. He notices that all the responses have been positive and he makes a decision to extend an offer to the candidate. 

On changing the status to offer, the hiring manager is provided with quick feedback on the status as the recruiter is notified about the decision.

Design Process Overview

Phase 1- Research

Questions - Generated multiple questions for different stakeholders based on use-case analysis. 

Stakeholder Interviews - Conducted four interviews with Technical Recruiter, Interviewer, Recruiting Coordinator, Design Manager.

The interviews were telephonic in nature, and I had the technical recruiter share his screen to explain the currently used ATS - Lever.

Competitor Analysis - A comparison of existing application tracking systems.

Phase 2- Synthesis

Affinity Diagram - Created an affinity diagram of the different pain-points observed from the interviews.

User Journey - Created user journeys for the different user groups and mapped the problems identified from the affinity diagramming on to the journey to identify breakpoints in the experience.

Initial Concepts & Exploration - Generated multiple initial concepts and variations to solutions to get a feel of the problems being tackled.

Entire Workflow - Created an entire workflow of how the current system works and divided them into phases. This helped in identifying phases in which there existed multiple problems. Helped in picking a design focus.

Phase 3- Sketching

Detailed Sketches - Based on the direction picked, I generated multiple detailed sketches that tackled the problems identified and making the workflow a lot seamless than Lever.

Phase 4- Validation

Usability Testing & Iteration - Conducted three usability tests and iterated on designs based on insights from it.

Phase 5- Prototype

High-fidelity Prototypes - Created high-fidelity prototypes using Sketch.

View entire case study with an in-depth explanation of process and research.

[unex_ce_button id="content_fkrg35csf" button_text_color="#ffffff" button_font="semibold" button_font_size="15px" button_width="auto" button_alignment="center" button_text_spacing="2px" button_bg_color="#333333" button_padding="15px 60px 15px 60px" button_border_width="0px" button_border_color="#000000" button_border_radius="2px" button_text_hover_color="#ffffff" button_text_spacing_hover="2px" button_bg_hover_color="#000000" button_border_hover_color="#000000" button_link="https://drive.google.com/open?id=0B42KT_nXXTg9SlpUVVFYTjRYa1E" button_link_type="url" button_link_target="_blank" has_container="1" in_column=""]View Case Study[/ce_button]

Reflection

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.