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  • Writer's picture Shivprasad Patil

Boost Hiring Agility: Use Kanban Boards in Your Applicant Tracking System

Kanban boards have been a popular project management tool for years, and it's not hard to see why. With its simple yet effective visual approach, Kanban allows teams to track progress, prioritize tasks, and collaborate seamlessly. But did you know that you can also leverage the power of Kanban in your applicant tracking system (ATS)?


The recruitment landscape is fierce competition, a constant struggle to attract top talent in a market overflowing with hungry contenders. Applicant tracking systems (ATS) have become essential tools in this ongoing battle, but what if you could see the entire recruitment process with the clarity and strategic overview of a battlefield general? Enter Kanban boards, your visual command center for streamlining your hiring process and securing victory over the competition.


How Kanban Boards Work


Before we dive into how Kanban boards can be used in an ATS, let's quickly go over how they work. Kanban is based on the principles of visual management, where tasks are represented as cards on a board, moving from left to right through various stages until they are completed.


These boards typically have three main columns – "To-Do," "In Progress," and "Done." The "To-Do" column represents all the tasks that need to be done, the "In Progress" column shows tasks currently being worked on, and the "Done" column displays completed tasks. Additional columns can be added based on the specific needs of your team or project.

Additionally, each card contains information such as task descriptions, due dates, and assigned team members. This allows for better organization and transparency within the team. As tasks are completed, cards are moved from one column to the next, giving a clear overview of progress and bottlenecks.


Kanban Boards in ATS


Traditionally, recruitment has been shrouded in a fog of uncertainty. Applications disappear into a black box, leaving hiring managers and candidates frustrated and in the dark. Kanban boards, however, bring much-needed transparency and agility to the battlefield. Imagine a whiteboard or a digital dashboard divided into distinct zones, each representing a critical stage in your recruitment pipeline, like "Applications Received," "Screening," and the coveted "Hired." Each applicant has their own designated card, which moves across the board as they progress through the hiring process. This visual approach offers a multitude of advantages:

  • Instant Visibility: No more wading through endless lists of applications. With a single glance at the Kanban board, you can gain a comprehensive understanding of every applicant's status, identify any bottlenecks that may be hindering progress, and prioritize tasks accordingly.

  • Enhanced Focus: Applicant cards act as mini-dossiers, holding vital information like resumes, interview notes, and deadlines. This ensures hiring managers remain focused on the most critical tasks, with all necessary details readily at hand.

  • Real-Time Collaboration: Gone are the days of siloed communication. Team members can now add comments, share valuable feedback, and discuss applicants directly on the card itself. This fosters seamless communication and collaboration throughout the entire hiring process.


Tacitbase: Where Kanban Meets Modern ATS


Kanban View in Tacitbase's ATS. with list and cards, lists are nothing but stages of hiring process and cards are nothing but candidates.
Kanban View in Tacitbase's ATS

Tacitbase isn't just another run-of-the-mill ATS solution; it's a modern system built with Kanban as its core foundation. Unlike traditional ATS that awkwardly bolt Kanban on as an afterthought, Tacitbase integrates it seamlessly. Here's how Kanban within Tacitbase supercharges your recruitment efforts:

  • Effortless Pipeline Visualization: The intuitive Kanban board is the beating heart of Tacitbase. See the status of every applicant with a single glance, eliminating the need for complex reports and endless searching.

  • Prioritization Made Easy: Kanban boards empower you to assign deadlines and designate team members directly to applicant cards. This keeps everyone focused on what needs to be done and by when, ensuring a smooth and efficient hiring process.

  • Unleashing the Power of Teamwork: Collaboration becomes effortless within Tacitbase. Team members can work together directly on applicant cards, adding notes, sharing feedback, and discussing next steps. This fosters a collaborative environment that leads to better-informed hiring decisions.

  • Customizable Workflow: The beauty of Kanban lies in its flexibility. Tacitbase allows you to tailor the Kanban board to perfectly match your unique hiring process. Whether you have a multi-stage interview process or a more streamlined approach, Tacitbase adapts to your specific needs.

list is moving from one place to another by just drag and drop.
Drag and Drop Flexibility in ATS


  • Automated Efficiency: Let Tacitbase handle the mundane tasks. Automate repetitive actions like sending interview reminders or moving cards to different stages based on pre-defined criteria. This frees up valuable time for your team to focus on the most important task – finding the top talent you need to succeed.


With these benefits in mind, integrating Kanban boards into your ATS can greatly improve your recruitment process and help you find the best candidates for your organization. However, like any new system or process, there may be some challenges and bottlenecks that you may encounter.


One potential bottleneck could be resistance to change from team members who are used to traditional recruitment methods. It's important to communicate the benefits of using Kanban boards in ATS and provide proper training and support to ensure a smooth transition.


Another challenge could be maintaining consistency and accuracy in updating the Kanban boards. This requires clear communication and accountability among team members to ensure that all information is up to date.


Additionally, it's important to regularly review and update your Kanban board setup as your recruitment process evolves. As new stages or tasks are added, the board may need to be adjusted accordingly.


Another benefit of using Kanban boards is the ability to monitor and measure team performance. With the use of metrics such as cycle time and lead time, you can track how long it takes for a candidate to move through each stage of the recruitment process and identify any areas where your team may need support or improvement.


Analytics of Tacitbase shows time to hire, board overview, candidate drop-off rate, avgerage time to fill position
Analytics Dashboard


Furthermore, Kanban boards can also be integrated with other tools and software used in your recruitment process, such as applicant tracking systems (ATS), job posting platforms, and communication tools. This allows for a seamless and streamlined recruitment process, reducing the risk of errors or miscommunications.


Tacitbase's Integrations


In addition to improving efficiency and organization in your recruitment process, Kanban boards can also enhance collaboration within your team. By having a clear overview of tasks and responsibilities, team members can easily communicate and delegate tasks, leading to a more cohesive and productive team dynamic.

In conclusion, integrating Kanban boards into your ATS can greatly enhance your recruitment process by promoting collaboration, customization, and automation. With proper implementation and maintenance, your team can become more cohesive and productive in finding the best candidates for your organization. So why not give it a try and see the positive impact it can have on your recruitment efforts? Remember to communicate effectively with all team members and continuously review and improve your Kanban board setup to make the most out of this powerful tool.


Overall, incorporating Kanban boards into your recruitment process can greatly benefit your organization. From streamlining workflows to identifying areas for improvement and promoting collaboration, it's a valuable tool that every HR department should consider implementing. Don't wait any longer, start using Kanban boards today and see the positive impact it can have on your recruitment efforts.


Getting Started with Kanban in Tacitbase

Ready to unleash the power of Kanban and transform your recruitment process? Here's what you need to do:

  • Experience the Kanban Difference: Sign up for a free trial of Tacitbase and witness firsthand how Kanban can revolutionize your recruitment strategy.

  • Onboard Your Team: Communication and training are key for a smooth transition.


So why not start using Kanban boards to improve your recruitment process today? You have nothing to lose and everything to gain. With its user-friendly interface, customizable features, and ability to integrate with other tools, Kanban boards will revolutionize the way you handle recruitment. Embrace this innovative approach and watch as your HR department becomes more efficient, organized, and successful in finding the best candidates for your company. Keep up with the ever-changing landscape of recruitment and stay ahead of the competition by incorporating Kanban boards into your process. Your team, organization, and future employees will thank you for it! 


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