1. Recruiting the Lean Way
Value Stream Mapping

2. Value Stream Mapping Symbols
Process Control Panel Kaizen Burst Inventory Information
Queue Withdrawal Kanban Customer
Kanban Post Inventory Inbox Withdrawal Operator

3. Hiring Case Study
Company ABC
Assumptions: Process Time
 90% of the offers extended result in a hire
 25% of the interviews conducted result in an offer
 80% of the candidates submitted to a hiring manager get interviewed
 It takes 1.5 hours to source a candidate worthy of submitting to a hiring manager
 Each recruiter has 2.5 hours per day dedicated to sourcing candidates for submission
 There are three recruiters dedicated to recruiting — thus three recruiters X 2.5 hours
per day for sourcing = 7.5 sourcing hours per day total
 8 hires /month needed/90% acceptance rate = 9 offer need to be extended
 9 offers/25% offer rate = 36 candidates need to be interviewed
 36 interviews/80% interview rate = 45 candidates who need to be submitted to hiring
managers
 45 submissions X 1.5 hours per candidate = 67.5 sourcing hours needed
 67.5 sourcing hours needed/7.5 hours per day = 9 business days to source all
candidates
Current State Objective: 119 days
Future State Goal: 50% Faster
Case Study is for the hiring process of a Large Corporate
HM- Hiring Manager
HR- Human Resource
RT- Recruitment Team
ATS- Applicant Tracking System
HM
Requisition
On-
Boarding

4. SIPOC – High Level Process Map
Suppliers Input Process Output Customer
Hiring
Committee
BU Heads
Recruitment
Team
External
Partners
Hiring Budget
Recruitment
Brief
Job
Description
CV, Social
media
profiles,
Candidates
Requisition
Management
Sourcing
Response
Management
Screening &
Assessment
Selection & On-
Boarding
New Hires
Managers
Co-Workers
Customers
Human
Resource
Dept

5. Cross Functional Diagram – Recruitment Process, ABC Company

6. Hiring Process – ABC Company
Current State Process Data
Activity/Decision Process
Time
Lead Time % C & A Tools Stakeholders
Create Requisition 12 hours 1 day 100% Manual/Semi
Automated ATS
Hiring
Manager
Hiring Committee
Review & Approval
3 hours 2 days 70% Email/Phone/In-
person meeting
HM & HR
Job Posting &
Sourcing – Internal
& External
Sourcing channels
8 days 5 days 85% Email, Phone,
Intranet,
Internet
RT, EP
Screening &
Assessment
40 hours 5 days 100% Email, Phone,
Manual, Semi
Automated ATS
RT, HR
HM Submissions &
Interviews
7 days 20 days 95% Email, Phone, In-
person
HM, HR & RT
Selections & Offer
Close
32 hours 5 days 90% Email, Phone,
Semi Automated
ATS
HM, HR, RT
Offer
Rollout/Acceptance
2 days 2 days 100% Email, Phone,
ATS
HR, RT
On-Boarding &
orientation
3 days 65 days 90% Semi Automated
ATS, Internet, In-
Person
HR, HM, RT,
BU Heads
Current State – Value Stream Map

7. Referring to the exhibits above process efficiency leaks can occur as a result of activities between
the departments, within the HR department or in interfaces with the external providers. The
various touch points, integration and re-entry points in the talent acquisition process can be
assessed for their contribution to the overall efficiency leakage.

8.  Inefficiencies in requisition management
- Collaboration & decisions are difficult to manage
- Routing requisitions for approval in hard copy or email is slow and not tracked
- Documentation may be lost in the inter-office paper shuffle
 Sourcing
- Significant sourcing costs wasted due to lack of sourcing strategy
- Paper based or email based employee referral program add to the complexity of the
most important sourcing tool
 Response Management
- Candidate data stored in different formats, locations and storage types is
cumbersome and costly
 Screening & Assessment
- Absence of automated prescreening tools
- Absence of assessment tools; intuitive hiring process
 Inefficiencies linked to expenses
- Engaging external partners, Advertising, Relocation, no visibility on internal mobility

9. Value Stream Mapping – Kaizen Opportunities
A requisition approval process aided by workflow automation with
appropriate auto-notifiers and escalation points
ATS/ CRM capabilities integrated with sourcing & assessment tools,
job boards & external partners
Standardizing initial candidate phone screening; Skype or
Video Interviews
Creating a compliant process for documenting search strings
Creating a staffing quick reference guide for hiring managers
Creating a checklist for offer compliance
Documenting the Employee referral process
Internal mobility, redeployment process for internal hires
Introducing a Kanban for offer letters

10. Future State Process Data
Activity/Decision Process
Time
Lead Time % C & A Tools Stakeholders
Create Requisition 20 hours 3 hours 100% Automated ATS Hiring
Manager
Hiring Committee
Review & Approval
4 hours 20 minutes 95% Phone, ATS HM & HR
Job Posting &
Sourcing – Internal
& External
Sourcing channels
9 days 1 hour 85% ATS, Intranet,
Internet, phone
RT, EP
Screening &
Assessment
45 hours Pre-
screening in
parallel with
response
management
(Pull
Strategy)
100% Automated ATS.
Pre screening
tools
RT, HR
HM Submissions &
Interviews
7 days 1 day 95% Email, ATS,
Skype
HM, HR & RT
Selections & Offer
Close
34 hours 4 hours 90% Email,
Automated ATS,
In-Person
HM, HR, RT
Offer
Rollout/Acceptance
2 days 4 hours 100% Email, Phone,
ATS
HR, RT
On-Boarding &
orientation
4 days 35 days 90% Automated ATS,
In-Person
HR, HM, RT,
BU Heads

11. Future State – Value Stream Map