Email sequence in hireEZ offers you an automatic and systematic way to engage candidates. You can build your drip campaign up to 10 emails (first email + 9 follow-up emails) at the most, and the follow-up emails only send out if candidates don’t reply to the previous ones.
In this article, we offer you a few tips to boost your efficiency when using sequences to engage the candidates.
Prepare the Sequences for Different Roles/Projects
When you are creating sequences, specify the information for different roles and projects. You should make sure that the sequences are consistent and include the details of the role that you are sourcing for, instead of having a general sequence for all opening roles. We recommend organizing your sequences by the job titles so that it is more convenient for you and your team members to find the sequence in the future, and you can always rename the sequences to keep the list organized.
In terms of the content, you may want to introduce your company and the opening position in the first touch message and indicate why you think the candidate is a good fit for the role.
You can insert templates and add variables when creating the sequence. Once you save it, you may click on the title of the sequence and go to Steps to view and edit the details of each message.
You can always go back and edit the sequence after you save it.
Manage the Number and Scheduled Time of Your Follow-ups
Number of the Follow-ups
There is no "the more, the better" theory when sending the follow-ups in a sequence. In fact, based on the feedback from our users, the 2nd step receives the highest number of replies, followed by the 1st step and the 3rd step. The reply rate drops rapidly after the 4th step of a sequence. Therefore, when composing a sequence, try to limit it to 3-4 steps.
You may also take other situations into consideration. For example, engineers could be sensitive to over three reach-out emails, and you can build a relatively long sequence if you are nurturing the candidate in the long run.
Scheduled Time of the Follow-ups
When you are creating a new sequence, you are able to schedule the follow-ups to be sent after a certain number of Weekdays/Days/Hours and choose if you want the follow-ups to be sent As a Reply or as a New Thread.
When you are engaging the candidates, you can schedule the email by selecting from the list or picking a specific date and time. You may also click on the trash bin button and delete a step from the sequence or use the buttons at the bottom to send a test version or preview the messages.
After modifying the steps of the sequence, you will have the chance to save the messages as a new sequence. Please note, if you choose not to save, the status of the changed sequence will not be tracked.
Based on our research, emails sent on Monday have the highest reply rate, followed by Wednesday and Sunday; emails sent on Monday also have the highest open rate, followed by Wednesday and Thursday. Moreover, emails sent on Sunday, Monday, Tuesday, and Wednesday get the highest same-day reply rate. Our users tend to send out the reach-out emails on Monday, Wednesday, and Tuesday.
You may use the information to adjust the scheduled time of your follow-ups. If you are using the intervals to set the time for your messages, make sure you check the weekday of the date if you do not want to send out the email on the weekends.
You can also combine the best practices above, for example, schedule the 2nd email of the sequence on Monday to maximize the number of replies.
Send the Email on Behalf of the Hiring Manager
You may also build up email sequences that are sent by different people. For instance, you can send out the first touch and the first Follow-up emails by yourself, while sending the second or third Follow-up message on behalf of the Hiring Manager of the department. What we found is that candidates are much more likely to reply to a TA manager than from the talent acquisition side.
If you have received consent from the Hiring Manager, you will be able to find their names and emails simply by clicking on the sender's name or the triangle button.
Just to keep in mind, once you switch the sender of one email, the sender of the following emails in this sequence will change accordingly. For example, if you choose to send the third email on behalf of your Hiring Manager, the fourth and emails afterwards will also change automatically. You can still modify the information manually if needed.
For more information on how to set and track the Email Delegation feature, please refer to the article here: Email Delegation (Send on behalf of)
Add a Meeting Link to Your Sequences
For Enterprise users, if you have integrated your calendar with hireEZ, you will be able to share your available time slots or your team members' availability in your engagement sequences.
You may locate the Meeting option on top of the content editing bar.
From here you may insert your availability and edit the meeting template by clicking on the pencil button.
When candidates click on the link, they will be able to view the available time slots in their local time and book an appointment directly on the page. You may refer to the article Calendar: Schedule Your Meetings with the Candidates on hireEZ for more details on the feature.
Use the Poll for Quick Response
High efficiency will benefit both of the recruiters and candidates, particularly in the early stages of a conversation about a job opportunity. When you are writing emails to your candidates, you can use the Poll to provide quick response choices to your candidates.
Modify Your Scheduled Emails
Once the email is scheduled to send out, you can go back to the Home --> Recently Contacted or Messages --> Outbox to check on the status of your scheduled emails.
You may click on the name of the sequence or use the three dots button on the right to edit or cancel any scheduled emails. In addition to the content, you can choose if you want to send the email as a new thread or as a reply and change the scheduled time. You may also send the email on behalf of your team members.
Track the Engagement Statistics to Further Improve Your Reach out Strategy
hireEZ is an all-encompassing workspace for you. We have all your engagement data tracked in one place. This helps you understand what email, email template, and scheduled time give you a higher open/replied rate, thus you can modify your engagement strategy accordingly.
On the Dashboard, under "Recent projects", you will find
Recently sequences: You can take a quick look at the performance of your recent sequences. AAnd you can also make some changes to these sequences by clicking three dots on the right.
Messages: You can find this page at Messages-->Outbox. This page helps you to track the performance of all the email messages (e.g. Opened, Clicked, Replied). You can see who has responded and who has not, as well as the current status of your email sequence.
In addition, if you choose to track whether your email or the link included in the message has been opened or not, you can view the statistics of each email template by clicking on the Template page under the Message tab, or use on the link here. These data help you plan a better email outreach strategy.
Share Successful Sequences with Your Team Members
Last but not least, you can share your successful sequences with your colleagues! You can locate the Share option on the three-dot menu on the right.
You will then be able to choose whether you want to share the sequence with individual members or with the entire team.
You may also find the sharing options when you create a new sequence.
This feature may help you take advantage of the sequences with high open/reply rates in the team and set a consistent tone for your team when engaging candidates through emails.