Use data to drive operational excellence and improve over time

Hiring processes generate a wealth of data along the way – from a candidate’s source to the number of interviews scheduled per week. The companies that excel at hiring know how to maintain quality data and use it to their advantage.

Maintaining quality, reliable data helps keep your team focused on your top priority jobs and candidates in day to day workflows. You can then look to that data to make more informed strategic changes to your hiring process.

Making those improvements to your hiring processes follows what we call the Greenhouse Hiring Maturity™ curve, which we break down into four stages: chaotic, inconsistent, systematic and, finally, strategic.

As companies climb the Hiring Maturity curve, we see them start to focus on a few key behaviors and strategic conversations to fully leverage hiring data to their advantage.






At these stages, it’s important to lay the groundwork so that you can measure, iterate on and improve your hiring process. Start out by simply gaining clarity on your workflows and what data you’d like to report on – this is the foundation of designing a structured, consistent hiring process. Follow up with building consistent workflow practices and getting familiar with key reports that align to those priorities.


Key conversations to enable change management:

Build a hiring process map to gain clarity on your hiring process flows
  • Document all key processes – how a role gets opened, how a hiring manager gets updated on progress and how a role gets closed
  • Learn about the many benefits of a hiring process map with this powerful customer example
Identify reporting needs and KPIs that will help your company track performance and drive improvement
  • Establish your KPIs to help share share your recruiting team’s progress with key stakeholders and the whole organization
  • Start with typical recruiting KPIs such as offer acceptance rate, candidate satisfaction and time to hire
  • Review key metrics – such as pipeline and candidate volume stats – on a regular cadence to make operational decisions
  • Consider these 5 KPIs for operational excellence; for a broader overview of additional metrics, check out our webinar

Follow this up with further action:
Kick-start insights on your hiring process: Learn about and run essential reports clock.png 20 mins
Familiarize yourself with more reporting tools and how to run custom reports
clock.png 20 mins


Quick actions to configure Greenhouse with your team: 



At this stage, your data is trending toward consistency and accuracy – this is referred to as “data integrity,” and achieving that means you can begin drawing valuable insights from your hiring data. The quality of your reporting depends on the accuracy of your data. So as you work to become more strategic, take control of your Greenhouse Recruiting account’s data integrity. Become more specific about how you’ll measure your hiring team’s performance and your headcount/capacity planning.


Key conversations to enable change management:

Train your team on data integrity best practices
  • Align everyone using your Greenhouse Recruiting account on the behaviors to ensure data integrity
  • Make maintaining clean data a competency for performance reviews
  • Check out our video and action plan for an overview of data integrity best practices

Take action in Greenhouse with the following configuration:
Clean up reporting data by adopting consistent stage naming conventions clock.png Variable
Gain insight into offer acceptance by resolving every offer (accepted/declined) clock.png 5 mins
Secure data integrity by auditing permissions so that users have appropriate access clock.png 10 mins

Gain insights into hiring team performance by identifying recruiter performance metrics
  • Leverage data to help align your recruiters on what strong performance looks like
  • Consider including such metrics as sourcing goals as well as expectations around volume of hiring/roles filled
  • Check out our video on choosing and evaluating key metrics at strategic time intervals
Proactively forecast hiring needs by developing headcount and capacity planning models
  • Define how much work constitutes a full workload for a recruiter, such as adopting a points-based system; see how we do this at Greenhouse in our blog post
  • Create a planning model for your organization that allows you to better anticipate hiring needs and plan for the year vs. constantly fielding one-off headcount asks
  • Check out this blog post for ideas and considerations to help you plan.


Additional actions to configure Greenhouse with your team:



At this point, you have granular insight into each dimension of the hiring process. You can consistently identify which parts of your hiring process are effective versus those that need improvement. Here are a few tips to help you truly become a leader in the space – and stay there.


Key conversations to enable change management:

Invest in recruiting operations
  • Recruiting operations can level up your reporting abilities and continue to build a more predictable hiring process
  • Explore the role and value of recruiting operations in our blog post
Conduct process retrospectives at a regular cadence
  • Maintain a consistent cadence for reflection and process iteration to ensure you are moving the needle and constantly improving
  • Gather key stakeholders involved in the hiring process to discuss what’s going a) well, b) just okay and c) poorly
  • Identify action items and next steps for improvement
  • Learn more about planning and leading a process retrospective with the help of our blog post
Develop ways to track new hire quality and onboarding/ramp time
  • Start reporting on quality of hire based on actual performance in the role – consider circling back on the initial scorecard after 90 days in the role
  • Assess the overall Employee Lifetime Value, including how fast your onboarding team is able to ramp new hires measuring the quality of a hire
  • Check out this blog post to help determine the ROI of a quality hire, and read this eBook to further understand the value of investing in people


Quick actions to configure Greenhouse with your team: