Optimizing the candidate journey: From initial contact to successful onboarding

Pasquale Schifino

Imagine you are a top talent—and your next potential employer lets you down with the very first click on their career website.

Unclear information, endless forms, radio silence after the interview. Frustrating, right?

This is exactly where the candidate journey comes in: it is the common thread that guides applicants safely and respectfully through the entire recruiting process – from the very first contact to a successful start at the company.

In this article, you’ll learn why a well-thought-out candidate journey is more crucial than ever to the success or failure of your recruiting efforts, what pitfalls you should avoid, and how you can create truly amazing experiences for your applicants with smart strategies and targeted surveys.

🎯 The most important summarized:

The candidate journey defines all touchpoints (from awareness to onboarding) where thoughtful and appreciative support is crucial to avoid losing talent early in the recruiting process.

Common weaknesses in recruiting—such as unclear communication, complex application forms, lack of mobile optimization, and lack of transparency—must be actively eliminated so as not to deter candidates.

Optimization strategies include authentic employer branding, streamlined mobile application processes, transparent communication, respectful selection procedures, and structured onboarding.

Regular surveys throughout the candidate journey (e.g., after rejections, interviews, or during onboarding) provide valuable feedback that should be translated into concrete improvements—supported by metrics such as time-to-hire, conversion rate, or cNPS.

Unlock the potential of easyfeedback

Arrange your personal appointment!

Inhaltsverzeichnis

1. What is the candidate journey?

2. Typical weaknesses in the recruiting process

3. Strategies for optimizing the candidate journey

4. Surveys as a tool for continuous improvement

5. Key performance indicators for measuring success

6. Conclusion

7. More on the topic of candidate journey

What is the candidate journey?

Candidate Journey The path to the perfect application experience

The candidate journey encompasses all touchpoints between an applicant and a company, including:

Awareness – Initial perception of the employer brand
Consideration – Information and decision-making phase
Application – Application process
Selection – Selection and interview phase
Offer – Contract offer
Onboarding – Integration into the company

Each of these steps can be decisive in determining whether a talent stays in the process or drops out.

Typical weaknesses in the recruiting process

Unclear communication: missing or delayed feedback
Complicated application forms: Long processes are off-putting
Non-mobile applications: Without a mobile-optimized solution, candidates will be lost
Lack of transparency: Unclear information about salary, benefits, and working conditions
Lack of appreciation: No personal feedback or impersonal standard emails

Strategies for optimizing the candidate journey

a) Strengthen employer branding

Authentic insights into everyday working life (videos, interviews, blog posts)
Presence on relevant platforms (LinkedIn, Xing, Instagram, industry-specific portals)
Communicate clear employer values and mission

b) Simplify the application process

One-click apply or application via LinkedIn/Xing
Reduce application forms to a maximum of 5 minutes processing time
Mobile-optimized career website

c) Improve communication

Fast response times: Feedback within 48 hours
Clear timeline of the application process
Personal contact persons instead of anonymous email addresses

d) Candidate-centered selection process

Conduct structured but appreciative interviews
Offer flexible interview options (video, telephone, on-site)
Make feedback discussions timely and constructive

e) Don’t forget onboarding

Early integration of new employees (preboarding)
Digital welcome packages
Mentoring programs for the first few months

Surveys as a tool for continuous improvement

Regular surveys of applicants and new hires are an essential component of optimizing the candidate journey.

They provide direct feedback that shows where the process is working well and where improvements are needed.

Examples:

Applicant survey after rejection or end of process:
Questions about transparency, clarity, duration, and friendliness in the application process
Candidate experience survey after the interview:
How was the communication perceived? Was the process clear?
Onboarding feedback:
Satisfaction with the introduction, training, and support during the first month

These surveys can be automated digitally, thereby increasing the response rate.

It is important that the feedback is taken seriously and translated into concrete measures.

Learn more about employee surveys with easyfeedback

This way

Key performance indicators for measuring success

Optimization should be reviewed regularly using KPIs:

Time-to-hire: Time from initial contact to signing the contract
Conversion rate: Ratio of applications to hires
Candidate Net Promoter Score (cNPS): Would applicants recommend the process to others?
Bounce rate in the application form

Conclusion

An optimized candidate journey is not a one-time project, but an ongoing process that needs to be regularly reviewed and adjusted.

Companies that take the needs of their applicants seriously not only attract the right talent more quickly—they also secure a long-term competitive advantage in the war for talent.