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Every HR manager has an extremely busy schedule – interviews with candidates, calls to plan and coordinate, a lot of ongoing work and daily meetings.
Therefore, effective planning and time management are key aspects of successful work.

What tools, resources, applications, and programs can be used for planning and timing to streamline processes, maintain focus and priorities, and avoid overwhelm?

1. Calendars and planners.

• Google Calendar or Microsoft Outlook – for scheduling meetings, interviews and calls. They sync between different devices and allow you to add reminders.
• Calendly – automates meeting scheduling by offering candidates to choose from available time slots.

2. Task management tools.

• Trello or Asana will help track all processes related to recruiting, schedule interviews, track candidates, and distribute tasks among colleagues.
• Todoist is convenient for organizing personal and work tasks with the ability to set priorities and deadlines.

3. Time trackers.

• RescueTime – Tracks how you use your time, helping you identify distractions.
• Toggl will help you track how much time is spent on different tasks (interviews, calls, planning) to improve efficiency.

4. Communication platforms.

• Slack – allows you to communicate effectively with the team, discuss candidates and quickly solve issues.
• Zoom or Google Meet – for video interviews.

5. Recruiting platforms.

• LinkedIn Recruiter – for actively searching for candidates and managing profiles.
• Workable or Lever are tools for automating the recruiting process, help track the status of candidates, manage vacancies and communications.

6. Notes and documents.

• Notion or Evernote – for storing notes about candidates, lists of interview questions and other important data.
• Google Docs – joint editing of documents and note-taking during meetings.

7. Automation of tasks.

• Zapier – automates repetitive processes, for example, adding candidates to the database or sending automatic emails with the results of interviews.

Let’s consider several non-standard tools that can make the HR manager’s work more creative and effective. They help not only to plan time, but also to create additional value in communication and process management:

• Superhuman It is an advanced mail that works on the basis of a combination of keys, reminders and tracking of letters. Superhuman will help you quickly sort and respond to a large number of emails, which is especially useful for recruiting and communications with candidates.
• Fellow.app This tool allows you not only to plan meetings, but also to conduct them effectively. It helps you create shared interview agendas, take notes during meetings, and track post-interview follow-ups.
• Serene This tool is designed to manage focus and concentration. It helps you set specific goals for the day and work in blocks with breaks to maximize productivity. Especially useful if there are many tasks and need to focus on key tasks.
• Krisp.ai This is an application that eliminates background noise during calls and video conferences. Suitable for interviews or meetings held in noisy places. It filters sounds, leaving a clear voice, which will help avoid technical difficulties during interviews.
• Coda It is a tool for creating multifunctional documents that combine the functions of tables, notes and process automation. In an HR context, you can use Coda to manage candidates, track their status and create interactive reports.
• Miro While Miro is typically used for brainstorming and diagramming, it can also be used in HR. For example, to visualize recruiting processes, conduct interactive workshops, or map the candidate’s path from first contact to hiring.
• Loom This tool allows you to record video screens and video chat. This can be useful for giving instructions or providing feedback to candidates or employees.
• Otter.ai Otter automatically transcribes conversations during interviews or meetings. This is especially useful when you need to keep detailed records about a candidate, but don’t have time to do it manually.
• Focusmate This service organizes work sessions with a “focus buddy”. This helps you stay focused on specific tasks, such as preparing for interviews or screening candidates.

These tools allow you to take a non-standard approach to planning and communications, as well as automate routine processes.
Progress does not stand still and now more and more services offer tools based on Artificial Intelligence that automate some current processes and increase productivity in many aspects of the HR manager’s work.

Here are examples of such tools and how they can be used.

1. AI-powered Recruitment Platforms.

• HireVue – uses AI for automated video interview analysis. It helps to evaluate candidates faster, recognize emotions and analyze responses based on given criteria.
• Pymetrics – evaluates candidates using cognitive and emotional tests, based on which AI makes recommendations about their suitability for various roles.

2. Chatbots for recruiting.

• Mya or XOR are automated chatbots that can communicate with candidates, answer their questions, coordinate interviews, and even perform initial resume screening.

3. AI for personnel management.

• Workday is a platform that uses AI to analyze employee data, predict training and development needs, and optimize talent management processes.

4. Planning automation tools.

• Clara – automates scheduling of meetings and communication with candidates, using AI to process requests and schedule time based on availability.

5. Analysis of resumes and candidates.

• HireEZ – uses AI to scan resumes, find candidates from various sources, and assess their fit for the job. This helps to reduce the time for selecting candidates.

6. Tools to improve communication.

• Grammarly – uses AI to check grammar, style and tone of texts, helping to improve communication with candidates and employees.
• Crystal – analyzes the communication style and personality traits of candidates or employees to provide advice on how to better interact with them.

7. Forecasting and analytics.

• PredictiveHR – Analyzes employee data to predict employee turnover, identify potential issues, and assist with workforce planning.

8. Automated learning and development.

• EdX or Coursera for Business are platforms that use AI to personalize training plans and recommendations for employee skill development.

9. Recognition and analysis of emotions.

• Emoquo – uses AI to analyze the emotional state of employees and candidates, which allows you to better understand their needs and problems.

10. Tools for automating tasks.

• Make – This service integrates various tools and automates routine tasks such as transferring data between systems, reducing the amount of manual work.

AI can automate routine tasks, improve the accuracy of data analysis, provide recommendations based on the analysis of large amounts of information, and help make more informed decisions.
This helps HR managers focus on more global strategic aspects and improve overall productivity.

The key to success is to find a combination of tools that meets your needs and allows you to free yourself from routine processes and focus on the main thing.