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Kanban to Build E-recruiting Software

Kanban board prescreen case

Welcome to the new age of recruiting, the world is your oyster. If you are an employer, you have all the potential candidates at your fingertips via your company’s online presence. If you are seeking a position, you have access to information about all hiring businesses the world over. The possibilities become endless and the combinations immeasurable. How do the right candidates connect with the perfect professional opportunity for them? How is the process managed correctly on the side of the person hiring?

Prescreen.io (now OnlyFy.com), an e-recruiting software provider based in Austria, has created the applicant tracking system of the future to make it easier for employers to manage all the various inbound efforts of seeking new talents.  

Through their interface, recruiters have access to 200+ job boards all over the world, local and global, where they can post their job listing and then manage the results via Prescreen. This simplified process unites all the incoming information in one place, helps the employer keep track of all candidates and listings and makes it as easy as possible to recruit new people.

They are at the core of connecting networks and people in order to service the job market. According to a study conducted in 2014 by Capterra, “51% of workers who currently have a job are either actively seeking, or open to a new job.” This means that half of the workers are looking even when they’re not looking at job boards and opportunities. Being present in the right channels and as accessible as possible to this huge group is one of the only ways a company can really become desirable. On top of that, a lot of these candidates, if they are qualified enough, get swept up by other companies if you don’t react quickly enough. It all comes down to whether you have a manageable system to help you get there first.

The same Capterra study reports that “94% of recruiters use, or plan to use an online job board for recruiting.” In other words, almost all of this ongoing recruiting is taking place through various online platforms and social media, so the more platforms you participate in, the better.

We caught up with one of the founders of Prescreen, Alexander Birke, to hear more about what they are trying to achieve, their process and how they’re using Kanbanize to reach new heights in their industry.

Tell us more about the history of Prescreen and your specific role in the company.

I am responsible for product development and front-end engineering. Together with the rest of the founding team, we started to build Prescreen three years ago. Back then we noticed that there was no sufficient SaaS recruiting software that was easy to use,  yet flexible enough to cover the complex recruiting processes of larger companies. With a few early adopters in our back, we started to build the recruiting software prescreen.io.

Today, we have over 250 customers from all different sizes and industries.

Tell us about your team.

Originally, we started with 5 co-founders – today our team consists of more than 20 employees. What I like most about our team is its diversity. Each one of us is a little bit crazy in a different way, yet great at what he (or she) does.

Why Kanbanize?

As our development team grew more and more, it became increasingly difficult to structure our development plan and still maintain an overview of everyone’s tasks.

Kanbanize helps us to identify unused development resources and allows us to prioritize individual tasks. This is especially useful when we need to fit urgent requests into our development roadmap.

All in all, Kanbanize makes it a lot easier for us to manage our release cycle and keep everyone informed about the status quo of our development efforts.

Do you use Kanbanize for customer support?

Yes, we do.

Our support department is in constant touch with our customers and thus receives questions, feedback, and requests of any kind. If technical issues such as bugs or important customer requests are detected, a new task is created and assigned to the responsible team member via Kanbanize.

Kanban software for real estate

How have you structured your boards?

Thanks to the great support from Kanbanize, who gave us great advice on how to structure boards as best-practice, we set up two different online Kanban boards. The first one is a dedicated board for our product backlog where different lanes highlight the priority and the columns represent different development categories such as “Integrations” or “Usability”. If we decide that a task becomes important enough, we schedule it for our next sprint and move the card to our second board: Development. On this board, we have three swimlanes: “Bugs”, “Features / Improvements” and “Service”.

What changed in the way your team works now that you’re Kanbanizing?

Before we started using Kanbanize, we had the challenge of keeping everyone informed about the current development status of different tasks as well as the product in general. By taking automated board screenshots it is now possible to send out a weekly development snapshot that gives a handy overview of the development status. Furthermore, we are now able to track customer requests and features far more efficiently. When a task is finished it gets moved to the “Done” column where it stays until it’s communicated to the related stakeholder (e.g. customer who requested it). After communicating the finished task properly, it gets moved to the archive. This ensures that no stakeholder gets left out during our development process, which can also be very challenging.

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