Success stories

How HR and Recruitment Teams Benefit From Project Management Systems

by: Shiv Sharma
How HR and Recruitment Teams Benefit From Project Management Systems

Should an HR team be invisible or visible?

This is an age-old question in the corporate world. The recent years have seen a massive transformation in how we look at HR. It has evolved from a bureaucracy to a progressive unit that is the flagbearer of organizational culture. The question though continues to trouble leaders worldwide. Do successful HR teams blend in so seamlessly that they are invisible or should they draw more attention to their functions?

The Human Capital Institue gives a great answer to it. The best HR teams are visible when determining how to create capacity for the company, and are confidently silent while creating the solution.

The HR team can draw immense benefits from a project management software.  Although there are tools for specific HR functions such as payroll, leave management, etc., a project management tool allows the HR team to collaborate seamlessly with other departments. This is critical for several HR projects such as recruitment, learning, and development that require continuous engagement with other teams. 

In this post, we’ll learn how a project management tool like Taskworld can help HR and recruitment teams. 


Recruitment is a painstakingly collaborative process. You have to understand requirements from stakeholders, screen scores of candidates, organize interviews, make offers, follow-up and do so under a stringent timeline. A project management tool brings order to this inherently chaotic process.

Taskworld allows you to organize any project using interactive Kanban boards. Let’s look at a recruitment project inside Taskworld:

Recruitment project inside Taskworld

In the project shown above, you can see the 4 typical stages of recruitment – Application, Round 1 screening (Technical), Round 2 screening (Cultural) and Hiring (Offer). This is customizable and you can create as many tasklists as you like. 

Each stage is given its own tasklist.. As a recruiter, once you receive a new applicant simply create a task. You can drag and drop the candidate’s resume in it and manage all communication about the candidate with the hiring manager in the task. 

Manage all communication about the candidate in task comments
Manage all communication about the candidate in task comments

Once you click on the task, task properties pop up. Here’s where you can add comments about the candidate, attach due dates, files, tags, and labels. For example, you can ask the hiring manager if they’d like to proceed to the next step with the candidate. If the hiring manager isn’t online on Taskworld, they’ll receive a notification via email. This ensures nothing slips through the cracks. 

You can simply drag and drop tasks across tasklists if the candidate successfully moves to the next stage. If the hiring manager wants to give any specific assignment to the candidate, they can simply attach it to the task. Task comments are also a great place to consolidate all the feedback about the candidate in one place. It allows both you and the hiring manager to get an overview of the candidate by clicking on their task. 

Managing recruitment in a project management tool also helps with two important yet overlooked aspects of recruitment – onboarding and building talent pools. 

Once a candidate accepts your offer, create a checklist in the same task for their onboarding. As the candidate goes through each step of onboarding, strike them off. When the onboarding is complete, finish the task. This is when the recruitment of a candidate truly gets complete. 

Managing onboarding in the same project ensures that you have an organized way to track the progress of each new hire. 

Use the checklist to ensure that new hires are successfully onboarded.

Managing recruitment in Taskworld is also useful for building a talent pool. The resumes of all the candidates along with your comments are kept safely in your project. At any point, if you wish to recruit again, simply open the project and screen candidates. You can tag the candidates to categorize them the way you want. 

Depending on the confidentiality of the recruitment process, you can tweak the privacy settings of your project. If you make the project private, even the workspace admins cannot access it. 

Knowledge management

The HR team is also the custodian of knowledge in the company. From policies and procedures to business documentation, they either manage important documents themselves or know whom to ask.  The beauty of a project management tool is that it enables the HR team to manage all important documents in the same place where the rest of the company collaborates. This makes it easy for an employee to access documents themselves rather than bothering HR every time. Advanced security settings empower the HR team to control access to confidential information. 

Knowledge management in Taskworld
Knowledge management in Taskworld

Another advantage of managing your company’s knowledge base in Taskworld is that you can easily view all important documents attached to various tasks by going to the Files tab on top of the project. This automatically creates a library of all attachments inside the project. 

Request management

Employee requests can vary considerably – from courses and workshops to equipment. HR needs a systematic and transparent approach to managing employee requests. A project management tool is perfect for it not only because it specializes in work tracking but also because it makes sharing updates easier. 

Here’s how a standard request management project looks like on Taskworld. It’s similar to what we use internally in our organization. 

When an employee wants to make any request to HR, they create a task under New Requests tasklist, assign it to the HR manager and add their manager as a follower. The manager can then review the request and approve it. After that, you can move tasks to different tasklists as the process continues. This keeps the employee updated about the status of their request so that they don’t bother the HR with incessant follow-ups. 

As discussed before, the tasklists are customizable so you can create any template of your choice. 

Performance management

Of all the HR’s tasks perhaps nothing is more stressful than performance management. It’s so complex that organizations have spent millions of dollars to figure out the right way of doing it. 

Though the process continues, most organizations have realized that yearly evaluations with annual appraisals are obsolete. Performance evaluation needs to happen more often and become more evidence-based. 

When your employees manage all their tasks in one tool. It becomes the most natural place to evaluate performance. That’s why project management tools that also offer performance management can help HR teams to conduct frequent and evidence-based evaluations. 

In Taskworld, whenever someone finishes a task assigned by you, you have the opportunity to give them feedback. You can also do so ad-hoc.

You can give real-time feedback to your colleagues on Taskworld. 
You can give real-time feedback to your colleagues on Taskworld.

Feedback has two parts:

  • Description: Messages that allow you to praise your team members or highlight areas of improvement. (e.g. “Your presentation was incredible”)
  • Company values: Badges that recognize behavior in line with your company’s values. You can create your own badges. 

All the feedback that you’ve given and received gets consolidated into a performance report. This comes in really handy during formal performance appraisals and ensures that the evaluation is evidence-based. This helps you tackle all 5 types of biases that creep up during appraisals: 

  • Recency – You give more weight to the performance in recent weeks than the earlier months. For example, even though someone performed well most of the year but made a huge mistake a week before performance review, their entire appraisal is centered on that one mistake. 
  • Halo/Horn – One good trait (Halo) or a bad trait (Horn) can overshadow the rest of an employee’s traits. For example, just because someone lacks communication skills, you rate their entire performance poorly. 
  • Centrality – Your tendency to play safe and maintain harmony leads you to give average ratings to most of your team.
  • Primacy – Your appraisal is deeply affected by an employee’s first impression.
  • Leniency – Your tendency to not offend others makes you rate them higher than their actual performance.

HR continues to evolve into a function that’s shaping the future of work and integrating with the strategic functions of the organization. Adopting a project management tool will give them unprecedented depth in collaboration with other teams. 

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