Introduction:

In the rapidly evolving digital landscape, efficient and effective recruitment processes are paramount. This case study highlights how Kinetik, leveraging an ATS approach powered by our software partner Zookeep, drove measurable performance improvements for a large, established global digital entity headquartered in Kuala Lumpur’s media sector. By deriving insights from a cross-section of data points across the hiring funnel and implementing actionable strategies, we achieved tangible, measurable impacts throughout the project duration.

Metrics Focus:

• Communications: Weekly reports on funnel conversions, deep dives into recruiter activities.
• Stakeholder Engagement: Weekly update calls with hiring managers, job brief sessions, and bi-weekly operations reports.

Client Strategy:

• Weekly Reports: Funnel conversions with Talent Acquisition (TA) and HR Business Partners (HRBP). In-depth analysis of recruiter activities.
• Hiring Manager Calls: Weekly updates with key hiring managers to manage expectations and provide hiring activity updates.
• Job Brief Sessions: Efficient and timely sessions to manage expectations early in the hiring process.
• Bi-weekly Operations Reports: Detailed updates every Tuesday and Friday.

Internal Kinetik Strategy:

• Morning Scrums: Held on Mondays and Thursdays to track daily activities and output.
• Weekly Training/Briefing: One-hour sessions on Wednesdays to optimize efficiency, productivity, and address blockers.

Challenges and Solutions:

• Time to Hire: Initially 12 weeks, reduced to 9 weeks by scaling the team and assigning specialized consultants.
• Manpower vs. Roles: Kinetik team achieved 33+ offers per year with a 78% acceptance rate.

Screening Process:

• Role-Specific Application Questions: Auto-moves candidates for recruiter review.
• Sourcing Platforms: Greenhouse, LinkedIn Recruiter, LinkedIn Talent mapping.
• Screening:

– 15-minute phone calls for contractor/freelancer roles.

– 30-45 minute Culture Interviews via Google Meet for permanent roles.

• Assessments: Role-dependent, with an average submission time of 5-7 days.
• Candidate Experience: Targeting under 10 days per hiring stage, aiming for 7 days.
• Interview Targets: 30 culture interviews per week.
• CV Submissions: 3-5 CVs per role per week from LinkedIn sourcing or Greenhouse funnel.

Outcome:

The ATS-led recruitment process, supported by Zookeep’s bespoke software, streamlined operations, improved hiring timelines, and enhanced candidate experience. Initial data showed a time to hire of 12 weeks, which was reduced to 9 weeks. The Kinetik team produced over 33 offers per year with a 78% acceptance rate, demonstrating the effectiveness of our strategy and the measurable performance improvements achieved.