Explore

Results

After the study was complete, the following results were presented to Talent Acquisition and Data Leadership

Recursive Recruiting

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Recommended rollout

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Step 1: Automating Feedback Capture with

Speech-to-Text AI⁠

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Recommended speech-to-text tools to transcribe key touchpoints (recruiter screens, HM calls, debriefs)

Provided bespoke AI prompts that summarized transcripts to extract:

Candidate strengths/weaknesses

Implicit hiring preferences

Shifts in role expectations

Ramp-up flexibility based on team strengths

Step 2: AI Instructions + Feedback Layering

Once conversations or feedback are loaded into the project, prompts compare new feedback to all project files

When ran, a prompt presents a checklist consisting of how the current loop/feedback/conversations map to:

Ideal Candidate Profiles

Job Description

Outreach messaging

LI posts

Interview competency rubrics

Interview questions, scorecards

etc.

It presents a checklist of the effected areas and asks if it should make updates based on the HM/Recruiter’s choices

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📈 Results

25% faster alignment between recruiters and hiring managers

Time-to-fill cut significantly (150 → 90 days...33%)

Panel interview satisfaction increased due to feedback being visibly implemented

Better candidate experience with clearer messaging, tighter interviews and fewer irrelevant interviews

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AI Projects as Role HQs

Proposed Use

Consider implementing ChatGPT Plus to support recruiting workflows such as requirement management, competitive research, and task automation.

Recommend defining clear guidelines for responsible use, data privacy, and role-based access to align with security standards.

Team Enablement

Recommend providing prompt engineering and ChatGPT Projects training for all TA team members to ensure confident, consistent use.

Suggested License Allocation Strategy With limited licenses anticipated, propose dividing access strategically across three functional areas:

Sourcing

Use for live “Sourcing Jams,” Boolean string creation, and competitive talent research

Track layoffs, org changes, and market shifts to identify passive talent

Technical Recruiting

Support recruiters handling Engineering, Product, and Design roles

Generate technical job breakdowns, intake prompts, outreach templates, and skill matrix drafts

Non-Technical Recruiting

Support roles across Sales, Marketing, Customer Success, HR, and Operations

Automate research and build tailored outreach and intake materials based on function

Oversight & Next Steps

Usage Monitoring: Recommend license holders track impact, use cases, and time saved

Knowledge Sharing: Centralize successful prompts and templates for team-wide access

Future Expansion: Propose revisiting license availability in Q2 based on impact and feedback

This structured rollout would ensure equitable access while allowing us to explore ChatGPT’s capabilities in a secure, strategic, and scalable way.

Living Intake Dashboards

We completely overhauled the intake process turning static ‘intake docs” into living and constantly updated HM Dashboards that could easily but updated throughout the

Recursive Recruiting⁠

process with feedback / AI

Using advanced Google Docs options (Gemini 2.5),

Fireflies.ai⁠

and ChatGPT we turned static Intake Docs into living HM Dashboards which became a source of pride as they quickly evolved for each team

Speech-To-Text

Presentation to HR & IT

An overview of StT technology and its advantages in enhancing recruiting productivity and candidate experience.

Demonstration of compliance with consent laws, including a standardized consent statement.

A detailed comparison of leading StT solutions (we recommended

Fireflies.AI⁠

), outlining capabilities, security, integration possibilities, pricing, and return-on-investment analysis.

A security assessment addressing data privacy, encryption, and multi-tenant security features of each STT provider.

A proposed roll-out plan highlighting ease-of-use, minimal training requirements, and anticipated adoption across recruitment and sourcing teams.

To ensure compliance across all jurisdictions, recruiters should use the following consent statement before every call, regardless of the consent state:

"To make sure I capture all of our conversation instead of me furiously scribbling notes I’m recording our chat OK?"

Note: I’ve used StT for a while now, have always asked for consent obviating any legal/HR concerns, and have never had an HM, Candidate or Debrief attendants say no. Plus, they never adjusted their answers, attitude or level of comfort during the discussion as a result and I receive all of the actionable data. Is it full proof? Almost, AI has gotten to the point where it even handles very thick accents and speech patterns with almost flawless accuracy... much more accurately than I can. The biggest benefit? I am fully engaged instead of distracted, staying entirely focused on my guest(s) providing a richer and warmer experience, without looking at a pen and paper every 10 seconds.

Marketing and Outreach

Marketing

The TA team was trained on how to create their own

Github.io⁠

job opportunity web pages (for free) and how to use AI to add as much context about the teams/orgs, as well as press releases, blogs, etc. which gave them much more control over the quality and content they wanted to include about the roles they include with their outreach. Note: All Github pages redirect candidates to the actual job application in the ATS in the ‘Call to Action’ section.

Outreach

Open, Response and Conversion rates increased an average of 25-30% after the team embraced ChatGPT Projects, personalized messaging and re-framing traditional JDs as more colorful Github (free) pages Why does this work? Candidates don’t want to be perceived as ‘numbers’. They appreciate it when you ready their profiles, tie them into the job description/team/org/company at a deeper level. They want to see that you’re actually ‘invested’ in both their and the company’s interests. This approach allows TA to achieve that

Immigration Assistance

90 day window gets approved After much negotiation, HR agreed to open up roles to candidates with immigration assistance 90 days after a role has been open. Proactive Interviewing Process

To better engage top H‑1B talent while maintaining compliance with internal hiring policies, we are adjusted our process and timeline for interviewing candidates who require immigration assistance.

We screen candidates with immigration assistance needs from day 1

If they are a fit for the role and we would like to re-engage after the 75th day (below) we:

Screen them thouroughly

Log our screens in Greenhouse

Tag them as a “Silver Medalist” in Greenhouse

Set a reminder for the 75th day after the role has been opened to either let tagged Silver Medalist candidates with immigration assistance needs know that the role has been closed/filled or see if they’re still available and move them fwd in the process.

Although we are not permitted to extend offers until day 90, beginning the process earlier allows for a smoother, more competitive experience. By the time interviews are completed, offers are extended, notice periods are served, and relocation is arranged, we will have passed the 90-day threshold—ensuring both compliance and speed.

Candidate Education and Communication:

From the first point of engagement, we clearly explain the timeline and our process to the candidate.

We let them know that while we cannot make an offer until 90 days after the role was posted, we are starting interviews at day 75 to stay ahead of scheduling and ensure a smoother experience.

Status Updates & Notifications:

At the 75-day mark, we set a Greenhouse reminder to alert both the recruiter and the candidate about the role's status.

Candidates are informed whether the role is still open and whether they can proceed with the interview process.

If the role has been filled or closed before day 75, we promptly update the candidate and close the loop respectfully.

Benefits of This Approach:

Captures the interest of top H‑1B talent early, reducing the risk of losing candidates to other companies with more proactive timelines.

Builds trust and transparency with immigration-requiring candidates by clearly communicating expectations and timelines from day one.

Streamlines the hiring process by aligning internal compliance with realistic timelines for interview scheduling, notice periods, and relocation.

Ability to hire in ATX

TL;DR: after running and aggregating data from

broad and exhaustive searches⁠

across Greenhouse, Linkedin Talent Insights and Talent Neutron it was determined that there is plenty of local talent but we have to work for it, stand out and make the company a destination rather than a way-point.

POST PRESENTATION: From Vidya, Head of Data, to our Head of TA RE: our recommendations and plans for implementation

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