Making sense of all the recruitment data your company collects can be a nightmare for any recruiter, even if you’re one of the more tech-savvy ones.
The sheer number of tools a data-driven recruitment strategy uses, the different data silos they create, and the way they leave some of the most critical recruitment metrics (such as the number of visitors to your careers page) out of the mix, make data analysis tough.
Thanks to all this, a data-driven recruiter is often only left with metrics, instead of actionable intelligence.
But here’s where a recruiting dashboard comes in handy.
A recruitment dashboard brings together the synopsis of everything that’s happening in all these recruitment areas and more, helping you predict what’s going to happen and plan your next actions.
In this article, we’re going to help you build the perfect recruiting dashboard to supercharge your recruitment drives.
Did you know that only 14% companies have progressed from reporting to analytics in the HR/recruitment department? And that’s exactly what a recruiting dashboard can help you with.
Before we see the steps to creating a recruitment dashboard, let’s first look at a few benefits of creating and maintaining one.
The three key benefits of building a recruiting dashboard
“Shows”; doesn’t tell: The key benefit of building a recruitment dashboard is that it lays out all the data visually, thus making it very easy for you to “see” the trends and highlights (or problems).
For example, one look at the dashboard can show you that your time to fill metric is the worst in your engineering teams. Making this out from a table of numbers would need a lot of processing (and time!).
Gives actionable insights: A recruitment dashboard gives you just the recruitment intel you need and not the ten thousand other distracting data points that surround it.
For example, a recruitment dashboard’s chart on employee turnover can show you the source of employees that quit the most. For instance, you might find that the candidates a particular recruiter sends mostly turn out to be bad fits in the long run … or maybe they quit soon. Your recruitment dashboard is meant for showing you such alarming patterns (the big picture!). You can always drill deeper and investigate the matter from here on. Got the idea, right? Spotting issues gets a lot easier with a dashboard.
Budget-friendly: Surely, you can get your different recruitment tools to speak to each other and exchange data, but that would need custom development or a third-party integration solution like Zapier. Both of these solutions can be pretty expensive. Besides, even if you can exchange all the data between all your recruitment solutions, you’ll still need to bring together all the raw data and clean it so it makes sense.
Building a dashboard, on the other hand, just needs you to export the data these tools offer (which isn’t generally a problem as most of these tools offer the data export feature) and clean it up.
Let’s now see how you can build a winning recruiting dashboard for your company.
A simple 3-step process to creating a recruiting dashboard
Remember that the recruiting needs of a high-growth company are different from those of an enterprise or retail business. Which means, there’s no standard recruiting dashboard that can work for all businesses. That’s why we recommend creating your recruitment dashboard from scratch. Don’t worry, we’ve included all the steps and all the resources you’ll need!
Step #1: Choosing the KPIs you want to track with your recruiting dashboard (and preparing the data for processing in your dashboard)
The whole purpose of your recruiting dashboard is to answer the most pressing questions on your key recruiting metrics (or your KPIs).
So, as the first step to building your recruiting dashboard, you need to identify the different KPIs it must help you analyze.
Here are a few metrics you could use:
- • Sourcing channel effectiveness
- • Time to hire
- • Quality of hire
- • Cost per hire
- • Applicants per opening
- • Candidate satisfaction
And so on.
Once you’ve picked the metrics you need your dashboard to show, it’s time to make a list of all the tools that would have the corresponding data.
For example, if you survey all your candidates about their candidate experience with your company, your survey tool would have your candidate experience data.
Likewise, if you email all the candidates who don’t take up your offers, their email responses would have the data about their reasons for rejecting the offer.
Similarly, your candidate evaluating tool will know which source sends the most of the best-fit candidates and so on.
So collect/export all the relevant data from all your different sources and put it into a spreadsheet. Clean up this spreadsheet as this is the same data that will reflect in your dashboard.
Only 9% of companies have already reached the level of predictive analytics. More than a half of companies are still at the reporting level.
Step #2: Create the right charts to add to your recruitment dashboard
Once you have all the data you need to map inside your recruitment dashboard, your next step is to choose the right representation of those data points.
Both Excel sheets and spreadsheets offer some great data representation charts. So your job is to pick the most relevant one.
Here are a few examples:
– If you want to just list the number of your monthly visitors to your careers page, you’d use a simple number chart.
– If you want to understand where your applicants come from, you could easily look at their locations as they’d be a good indicator of this metric. So, the best option here is to display such data using a heatmap. With just one look at the widget, you’ll know where your candidates are based (and also learn about the non-represented sections).
– If you want to analyze the gender ratio of your workforce, you could just use a simple pie chart. A pie chart would also be your best option if you wanted to map out the sexual or ethnic orientations of your employees (to determine the segments that could use more representation).
– If you want to identify the trends in how your candidates enter and move along your recruitment process, you could use a funnel chart. A funnel chart would show you how the candidates move along in your recruitment funnel.
Here are a few resources to help you discover the different chart types and the data they’d be the most suitable for in your recruitment dashboard:
- • Best Excel Charts Types for Data Analysis, Presentation and Reporting
- • Data Visualization – How to Pick the Right Chart Type?
- • Data Visualization 101: How to Choose the Right Chart or Graph for Your Data
Note: All these charts are nothing but “widgets” on your dashboard. And while you’re at this step, do check out this YouTube tutorial that shows how you can place your dashboard widgets inside your spreadsheet.
Step #3: Plan the data hierarchy of your recruitment dashboard
Your recruiting dashboard will only be as good and useful as its data hierarchy.
So what’s data hierarchy really?
Well, simply put, data hierarchy is the order in which your dashboard offers the data.
So, for example, when you log into your Google Analytics account, the first thing you see are your traffic statistics from your last week:
Next, you see how that traffic landed on your website:
This data then drills down to some more specific information as you scroll to the bottom.
Now, given that Google Analytics is a website analytics tool, its dashboard rightly (and instantly) shows you the most important information you care for: information about your traffic and its sources.
Likewise, your recruiting dashboard must also immediately show you the most critical information first. For instance, if the focus of your recruiting dashboard is to analyze your remote company’s inclusivity or diversity, you could open your dashboard with a map showing the different countries your employees are from.
Make sure you invest “enough” time into getting this step right because otherwise, you’ll end up with a recruitment dashboard that looks great but doesn’t really tell you the story you need to know. So arrange your widgets meaningfully.
If you aren’t ready or don’t feel confident about designing your recruiting dashboards just yet, check out these options:
SaaS dashboard solutions like Geckoboard and datapine: These solutions specialize in creating dashboards based on the data you feed them. They are integrated with numerous data sources. The one obvious downside is that they come with a monthly fee.
Ready-to-use dashboards: There are many high-quality recruiting dashboards that come in the Excel and Google Sheets formats. The best part is that you can get them for a flat one-time fee. But obviously, because they’re pre-made, they can’t be 100% customized for your needs, unless you’re ready to get your hands dirty!
Recruitment software dashboards: Your ATS or pre-employment assessment platform may have a built-in dashboard which you can use to get an overview of where your applicants come from, how they qualify for the role and where they stand in the recruitment process. It can be a nice option if you’re a beginner recruiting dashboard user.
Bringing your recruitment dashboard to life with colors and formatting
Finally, when you’re ready with your recruitment dashboard, it’s time to make it look good.
You can do so by making a splash with colors (while ensuring that you don’t end up with something too distracting!) and by using the formatting options your dashboard tool offers.
For inspiration on the use of colors and formatting, check out some of these excellent dashboards.
And while using Google spreadsheets or excel will limit the “look and feel” possibilities of your recruiting dashboard, it won’t necessarily make your dashboards look lifeless and boring. Here’s a slick custom dashboard built with Google Sheets:
And here’s an article for learning all the power moves for formatting your recruiting dashboard like a pro (for Google Sheets).
Alternatively, you could hire a designer on Upwork or seek help from your in-house designer to amp up your recruiting dashboard’s aesthetics.
Maintaining the accuracy of your recruitment dashboard
Now, because your recruiting dashboard feeds upon your spreadsheet data, it will only be as accurate and up-to-date as your spreadsheet’s data.
Which means regular updating of the dashboard data is crucial.
Some of its metrics like the traffic to your careers page could be updated once a month. Whereas others like the open or filled positions might need updates as they change.
The metrics sourced from other tools would need more effort — for instance, if you use your dashboard to show your candidate sources, you’ll need to import fresh data from your ATS solution and upload it into your spreadsheet.
For example, you can integrate your spreadsheet with some applications, including Google Analytics, to get fresh data in every desired time frame.
To make sure all the manual updates happen, set aside some time for just this task. You could set up a recurring event in your Google Calendar to block out the time for this. You could also create a checklist with all the metrics you need to update to ensure that all of them get updated.
Wrapping it up
As you can tell from the above steps, creating a recruitment dashboard takes time and effort. Furthermore, fine-tuning it as your recruitment data needs change means even more work.
But once you put in the effort, your recruitment dashboard will soon become your go-to place for all the recruitment intel you need to form all your recruitment strategies.
Not just that, as you keep building upon your recruitment dashboard year after year, in just a few years, you’ll be able to spot trends that will help you form your long-term recruitment strategies as well.