How HR operations should navigate the digital candidate experience

Gone are the days of drowning in paperwork. Today, the focus is on reducing manual processes, avoiding costly errors, and enhancing efficiency for HR operations. While remote and hybrid work environments are now standard, retaining top talent remains a challenge.

53% of job seekers report having had at least one negative experience in the hiring process. 52% declined a job offer due to poor experience. Clearly, there's an immediate need for HR operations to adopt solutions that improve the digital candidate experience.

Challenges with the digital candidate experience

While digital solutions have reduced paperwork and manual processes, HR departments still face significant challenges in creating a smooth candidate experience. Hiring speed is often a top concern, as delays in filling positions can result in lost productivity and additional costs. Despite efforts to streamline hiring, the process can still take months.

Another challenge is maintaining a secure and branded experience for candidates. Partnering with another brand can dilute the impact of your company's unique identity on new hires and may come across as less professional. When new employees see third-party branding during the onboarding process, it can create confusion. Furthermore, with the rise of sophisticated phishing attacks and data breaches, organizations are at higher risk for damage to their reputation and hiring efforts.

Increasing expectations for efficient and engaging digital employee experiences put significant pressure on HR teams to adapt to stay competitive in talent acquisition and retention.

One solution: Digitizing and securing every step of the recruitment lifecycle. By using the right workplace technology, HR teams can ensure consistency, reduce administrative workload, and prevent costly mistakes during onboarding and candidate management. 

How HR operations should approach the digital candidate experience

In 2024, 68% of organizations focused on reducing costs and increasing efficiency. But, it's hard for many to do this — only 31% of HR pros said their companies “were extremely or very effective” in cutting costs and increasing efficiencies in 2023. HR departments can address this gap by embracing digital solutions that maximize the value of their budget, streamline workflows, and reduce the workload on overstretched teams.

Candidates are much more likely to apply to companies that promote their brand — in fact, they are 94% more likely to do so. Therefore, companies must focus on a strong employer brand to attract and retain employees.

A white-labeled eSignature experience allows organizations to maintain their brand during the application process, helping create a secure and smooth first impression for new hires.

A consistent and professional brand presence can help reinforce the company's values and enhance the candidate’s overall experience. Additionally, white-labeling adds another layer of security by deterring phishing scams, ensuring a secure, authentic user experience for the organization and its candidates. 

What does a smart HR tech stack look like

When evaluating HR technology, seamless integration, and automation should be at the forefront. Integrating with various HR platforms, like Workday and Greenhouse, makes work easier and lessens administrative tasks.

However, it's not just about the number of integrations — it's about how these systems work together to improve the overall candidate experience.

A well-built HR tech stack benefits HR professionals, employees, and candidates. HR operations can use software, platforms, and apps to simplify tasks and manage workloads in various areas more effectively.

Building a successful tech stack requires finding the right combination of digital tools and vendors. 

Key considerations when choosing tools for your tech stack

1.    Are tools integrated? 
HR teams often struggle with managing scattered talent processes, which can create data silos and a disconnected employee experience. An ideal HR tech stack should operate seamlessly, providing a cohesive experience for both employees and HR staff.
2.    Is it remote and hybrid-friendly?
With the rise of remote work, HR tools must support all employees, regardless of location. Ensuring technology provides a uniform experience for both in-office and remote workers is critical.
3.    Does it fit future needs? 
Many make the mistake of selecting software based on current requirements without considering future growth. Ensure that the HR tech stack is scalable and adaptable to future changes. Opt for flexible and customization platforms to evolve with your organization’s needs.

OneSpan Sign: The eSignature platform to enhance the digital candidate experience 

With over half of HR departments understaffed and working beyond capacity, digital tools like OneSpan Sign integrations can help HR professionals do more with less. A well-integrated eSignature solution should allow users to access all necessary functions within their existing systems, avoiding switching platforms or performing manual data transfers.

OneSpan Sign offers a streamlined and cost-effective solution for HR operations that integrates seamlessly into existing workflows. By leveraging OneSpan Sign’s integrations, organizations can start the eSigning process from HR and productivity applications such as Workday, Greenhouse, SharePoint, and Google Sheets. Completed and signed documents are automatically stored back in the HR application or a preferred storage solution such as OneDrive, Google Drive, Box, Dropbox, and SharePoint.

• For Greenhouse users: Initiate document signing at crucial stages of recruitment and onboarding directly within the Greenhouse platform. The integration allows automatic storage of signed documents and audit trails, enhancing compliance and reducing manual tasks. All signed documents are securely maintained within the candidate’s Greenhouse profile.
• For Workday users: Automate the signing process for various HR activities, including hiring, onboarding, offboarding, and policy management. Once documents are signed, they are automatically stored in Workday, which helps improve record-keeping and supports efficient HR process management.

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