DATA-DRIVEN RECRUITMENT. HOW RABEN GROUP IS DEVELOPING HR ANALYTICS

More than 1,500 recruitment processes a year, multiple companies and positions with very different requirements. In such a complex environment, effective recruitment management requires not only an experienced team, but also access to reliable data. At Raben Group, we use eRecruiter to better understand how our recruitment processes are performing, identify areas for improvement and make decisions based on concrete information.

Different roles, different needs, one common goal

Recruitment in the logistics industry is diverse and dynamic. Our organisation recruits for a wide range of positions, including warehouse and operational roles as well as specialist, expert and managerial positions. In some recruitment processes, the key challenge is to quickly reach people who are ready to start work. In others, candidates need to go through a multi-stage assessment of their skills, experience and potential. As a result, recruitment processes vary not only in terms of candidate profiles, but also in their duration, number of stages and decision-making approach.

With such a large and diverse volume of recruitment processes each year across companies operating in 17 countries, it is particularly important to be able to look at recruitment from a broader perspective. We need common standards and comparable indicators, while at the same time taking into account the specifics of individual positions, local labour markets and business needs. A single aggregated overview does not always reflect the full picture, which is why data needs to be analysed in context.

From managing applications to informed decision-making

For several years, eRecruiter has supported recruitment processes across Raben Group companies in Poland and abroad. Initially, the system was used primarily to manage candidate applications. Over time, it has also become an important source of information about recruitment processes and a tool that helps us analyse their effectiveness.

Based on the data collected in the system, we prepare a quarterly overview of recruitment indicators. This allows us to summarise results, monitor changes and identify areas that require a closer look. We can analyse the situation both from the perspective of the entire organisation and individual companies, as well as compare the performance of business units with similar profiles.

The data allows us to go beyond basic information such as the number of recruitment processes or their duration. It enables us to better assess process effectiveness, identify trends and determine which areas require additional attention.

What does the data tell us? Practical applications of analytics

• Identifying recruitment challenges faster

Monitoring individual stages of the recruitment process helps us assess whether everything is progressing as expected. If a recruitment process takes longer than our internal KPIs indicate, we can identify where the difficulty lies: whether there are not enough suitable applications, candidates are not progressing to the next stages, or decision-making is taking longer than expected. This diagnosis makes it easier to choose the right course of action rather than introducing changes based on assumptions.

• Verifying observations about the labour market

Data also helps us compare recruiters’ day-to-day observations with what is actually happening in recruitment processes. One example is the time candidates need to make a decision. Even if application reviews and interview scheduling are becoming more efficient on the organisation’s side, candidates may need more time to consider an offer and respond.

Analysing recruitment indicators helps us distinguish between factors related to how the process is managed and those resulting from changing candidate behaviours.

• Reporting without manually preparing data summaries

Ready-made reports available in eRecruiter make it easier to prepare summaries for managers and local teams. Recruiters managing multiple processes simultaneously do not have to manually collect data and prepare spreadsheets every time. Reports can be generated in just a few clicks and then used to discuss a specific recruitment project or assess broader trends.

• Consistent communication and knowledge we can return to

The system also supports the day-to-day organisation of recruitment work. Automated communication makes it possible to send messages to candidates when their recruitment stage changes, ensuring that they receive timely updates on the status of the process. Message templates help maintain a consistent standard of communication, regardless of the type of recruitment.

Notes from interviews and candidate assessments are another important element. Recorded information about candidates’ experience, skills and potential makes it easier to prepare recommendations for managers, compare candidates and, when necessary, return to people who have participated in previous recruitment processes.

• Technology supports recruiters’ expertise

The value of the system goes beyond individual functionalities. Most importantly, data becomes a practical part of the team’s everyday work. It helps us monitor progress, identify points at which a process is losing momentum and plan the next steps more effectively.

The evolving analytical capabilities, including AI-powered solutions such as AI Insights in the Expert Reports module, provide additional support in interpreting results and identifying potential courses of action.

Technology does not replace recruiters’ knowledge and experience or conversations with managers. Instead, it provides information that helps us assess situations more accurately and make decisions based on facts. This is particularly important in an organisation where recruitment processes differ in scale, role profiles and market conditions.

• Data as a starting point for improving recruitment

Raben Group’s experience shows that recruitment analytics is much more than periodic reporting. It is a way to better understand processes, identify challenges more quickly and plan improvements more consciously. Combining the team’s expertise, knowledge of business needs and the data available in eRecruiter enables us to take a comprehensive view of recruitment without losing sight of the specifics of individual roles.

The starting point for further development is the ability to ask the right questions: What are we measuring? What do the results tell us? And what actions should we take based on them?

This ensures that data is not simply a summary of the past, but a tool that supports increasingly effective recruitment management.