How Tele2 Estonia saved significant time on interview scheduling (and beyond) with Teamdash

In the competitive industry of telecommunications, finding the right talent fast and efficiently is an important part of the company’s continued success. For Tele2 Estonia, a known telecom company and an attractive employer in Estonia, recruitment involved a lot of manual, time-consuming tasks—especially when it came to scheduling interviews for high-volume roles in sales and customer service.

By adopting Teamdash, a modern customisable applicant tracking system (ATS), Tele2 Estonia modernized its recruitment processes, saving time, increasing productivity, and improving both candidate and recruiter experiences. 

We spoke to Kerli Möldre and Heily Voodla, Tele2 Estonia HR Business Partners, to better understand their challenges and how implementing Teamdash has benefitted them so far. Tele2 Estonia’s HR team has been working hard on making sure the Tele2 Estonia hiring process is as efficient as possible while still feeling personal and maintaining the human touch. Along with implementing Teamdash, the team also made other significant changes in making sure the Tele2 Estonia hiring process is efficient and delivers results. 

• Client: Tele2 Estonia 
• Industry: Telecommunications
• Employees: 201-500 in Estonia
• Year of Teamdash implementation: 2022
• Key hiring challenges: High volume of candidates, Hiring for varied roles, Need for automation in recurring tasks, Interview scheduling too time consuming

Challenges before implementing Teamdash

Before implementing Teamdash, Tele2 Estonia had used several recruitment platforms.. However, their personnel team was left facing numerous challenges:

1. Manual Scheduling Hassles: Coordinating interview schedules and working through CVs for positions with high candidate volumes. Some nation-wide job positions sometimes garnered up to 600 applications, requiring extensive back-and-forth communication with candidates and hiring managers in various recruitment stages. 
2. Fragmented Communication: Keeping hiring managers updated and getting their feedback on candidates often demanded direct follow-up, leading to delays in decision making.
3. Data Management Concerns: GDPR compliance and candidate data security were always a priority for the company, yet managing this manually across multiple systems or sources was very time consuming.
4. Candidate Experience: As part of the team’s initiative to improve the candidate experience, Tele2 Estonia conducted interviews with candidates to better understand their experience. They discovered that candidates had to sometimes wait for too long for updates and feedback, leading to anxiety and lower candidate engagement.

Solution and Implementation

Tele2 Estonia’s HR team discovered Teamdash at an HR Expo, where they saw a demo of the software and took advantage of a two-month free trial. Testing an alternative ATS system and Teamdash simultaneously, Tele2 Estonia ultimately chose Teamdash for its ease of use, constant new feature updates and launches, and a multitude of necessary integrations that the product offered, especially with Microsoft tools.

Teamdash quickly became an important component of Tele2 Estonia’s hiring strategy.By adapting a new up-to-date ATS simultaneously with reviewing and updating their hiring strategy and process, Tele2 Estonia managed to create a hiring experience for all participants that they can be proud of. 

Interview Scheduling

Tele2 Estonia’s previous interview scheduling process was almost entirely manual—coordinating between hiring managers, manually checking and sending out calendar invitations, and handling candidate questions during calls to find a suitable time for the interviews. Sometimes it took 1-2 minute calls to agree on a suitable time for an interview, but sometimes it could take up to 10-15 minutes per candidate. If the candidate happened to be driving or was not able to check their calendar, getting the interview scheduled could even take multiple calls or reach outs. 

With Teamdash, Tele2 Estonia’s interview scheduling process underwent significant improvements:

• Automated Scheduling: Teamdash uses predefined calendar slots and integrates with Microsoft tools to automate interview scheduling. Once a candidate is shortlisted, they receive an automated email allowing them to pick from available slots predefined by the recruiter or hiring manager as “available”. This not only saves time for recruiters but also gives candidates the flexibility to choose a convenient time for them, improving their experience and giving them more options. 
• Real-Time Updates and reminders: All stakeholders, including hiring managers, receive automatic updates on scheduled interviews, cancellations, or reschedules. This system has eliminated delays and confusion, enabling recruiters to focus on other priorities and make sure both candidates and hiring managers are well-informed.

Teamdash uses predefined calendar slots to automate interview scheduling. Once a candidate is shortlisted, they receive an automated email allowing them to pick from available slots predefined by the recruiter or hiring manager as “available”. Easy and efficient. 

“Now, instead of trying to get the interview scheduled with each candidate separately, I just select the candidates within the Teamdash system that I want to invite for an interview and send them the invites altogether. It just takes a couple of clicks to get the interviews scheduled.” 

Kerli, HR Partner @ Tele2 Estonia

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Improved collaboration with hiring managers:

Teamdash has also helped create a better collaboration between Tele2 Estonia’s HR team and hiring managers:

• In-System Feedback: Hiring managers can now review candidate profiles and provide feedback directly in Teamdash, reducing the need for follow-up meetings and chasing them during busy times for their feedback. This speeds up decision-making and allows recruiters to move candidates through the pipeline faster.
• Increased Independence for Hiring Managers: Hiring managers no longer need to rely on recruiters for updates, as they can access candidate information and recruitment progress within Teamdash at any time. This lets them work on their own time and make decisions, reducing time-to-hire. As recruiters can give hiring managers access to only the data relevant to them, they can also save hiring managers time by hiding projects, candidates etc that are not relevant for their decision making.
  
  

  

All candidate information is attached to their profile. All comments and discussion is in one place, making decision making fast and efficient. 

“A big thank you to the Teamdash team for creating such an exceptional user experience with their recruitment software! One of my favorite features is how easy it is to move candidates seamlessly from one stage to the next. This saves me valuable time and allows me to manage the entire process effectively—even for high-volume hiring projects. All relevant information is instantly accessible, reducing the time spent on day-to-day tasks and allowing us to focus more on candidates.” – Toomas, a hiring manager at Tele2 Estonia

A better candidate experience

Tele2 Estonia wanted to ensure candidates were engaged and well-informed throughout the recruitment process. They wanted to help candidates be at ease and not experience the anxiety and wait normally associated with a job search and competing for an open position.

Teamdash helped the Tele2 Estonia team elevate the candidate experience:

• Automated Notifications: Candidates now receive automated updates on their application status, next steps, and relevant deadlines. This transparency reduces the stress of waiting for feedback and helps build and maintain Tele2 Estonia’s reputation as a great, organized and considerate employer.
• FAQ Integration: Interview invitations sent through Teamdash include a link to a FAQ page, ensuring candidates’ common questions are answered without needing recruiter follow-up calls. This proactive approach has saved significant time for both recruiters and candidates.

Send automated updates and notifications to candidates all at once. Use triggers tied to a specific stage in your recruitment process for notifications to go out at just the right time. 

Having all candidate information in one place makes it also easier for us to suggest or refer candidates for other open positions within the company where they could be a really good fit. We can avoid asking them questions or sending us information they’ve already given us – Heily, HR Partner @ Tele2 Estonia

Efficient data management and compliance

Data security is critical for Tele2 Estonia, especially regarding GDPR compliance. Teamdash helps Tele2 Estonia team ensure that all applicant data, interviews, and communication are stored securely in one place:

• Comprehensive Data Security: Teamdash’s built-in GDPR compliance features give Tele2 Estonia peace of mind, knowing that all candidate data is managed according to regulatory requirements.
• Easy Access and Monitoring: By centralizing candidate data, Teamdash allows recruiters to access all relevant information quickly and easily, without the need for separate files or platforms.

With Teamdash, you can rest assured that all applicant data and consent infromation is updated automatically. 

 “Implementing Teamdash has brought us peace of mind as we know all our data is secure and GDPR compliant, truly” – Kerli, HR Partner @ Tele2 Estonia

Key Benefits and Outcomes

Adopting Teamdash has helped Tele2 Estonia create a hiring process they can be proud of – saving both recruiters and hiring managers valuable time and offering a great candidate experience. 

• Significant time savings on interview scheduling: By using Teamdash for interview scheduling, Tele2 Estonia’s HR team has saved countless hours per each position. Previously, phone calls to candidates could take anywhere from 2-3 minutes to over 10 minutes per candidate, but now all scheduling communication is handled seamlessly and automatically through Teamdash.
• Better candidate experience: Automated notifications keep candidates informed, reducing the anxiety of waiting for updates. Candidates can self-schedule interviews, which helps save time for all participants in the recruitment process. 
• Faster decision making: By allowing hiring managers to access candidate information, provide feedback, and schedule interviews independently, Teamdash has minimized the back-and-forth between recruiters and hiring managers,reducing the need for back-and-forth coordination and making the process smoother and more enjoyable for both recruiters and hiring managers.
• GDPR compliance and data security: All candidate information is stored in one place, consent updates and reminders go out automatically and non-compliant candidate data is removed from the system. Less worry and stress for recruiters

Since adopting Teamdash and updating their hiring process overall, Tele2 Estonia’s HR team has made significant time savings in their hiring process and removed many labor-intensive tasks with the help of integrations and automations.

As a result, the Tele2 Estonia team has made significant progress in offering a modern, efficient, and candidate-friendly hiring process.

Well done, Tele2 Estonia team!

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