Optimizing the applicant experience is essential for attracting top talent to leading schools. This article presents five effective methods for improving the admissions process, from simplifying applications to collecting feedback. These strategies help create a smooth and engaging journey for applicants, thereby enhancing your institution's appeal.

Summary :

1. Simplify the online application process

2. Personalize communication with candidates

3. Implement a transparent monitoring system

4. Optimizing Admission Interviews

5. Collect and integrate feedback from candidates

1- Simplify the online application process

Optimize the user interface

Optimizing the user interface is crucial for attracting top talent. As an admissions manager, you need to ensure your online application platform is intuitive and easy to navigate. This means a clear structure, concise instructions, and well-organized forms.

Consider integrating features like form auto-saving and the ability to resume an application in progress. These elements reduce candidate frustration and increase the likelihood that they will complete their application. Don't forget to optimize the interface for mobile devices, as many candidates use their smartphones to apply.

Take, for example, the case of Mines ParisTech. By optimizing their application interface, they saw a significant increase in the application completion rate. In particular, they implemented a visual progress system, allowing applicants to see at a glance which sections have been completed and which remain to be filled out.

Facilitate document downloading

Simplifying the document upload process is essential for a seamless candidate experience. Accept various common file formats (PDF, DOC, JPEG) to avoid technical limitations. Implement an automated document verification system to ensure documents are complete and legible.

Use automation tools to streamline application management and communication. For example, send automatic confirmations of document receipt and reminders for missing documents. This saves time and provides proactive follow-up for candidates, reinforcing their positive perception of your institution.

Did you know that 92% of candidates share their bad interview experience with their friends and family?

2- Personalize communication with candidates

Tailor messages to profiles

Personalizing your communication is key to engaging candidates. Use the information they provide in their application to tailor your messages. Mention specific aspects of their background or motivations to show that you've taken the time to carefully review their application.

Create customizable message templates for each stage of the admissions process. This will allow you to maintain consistent communication while adding a personal touch. Feel free to use the applicant's first name and reference previous exchanges to build a stronger connection.

To illustrate, let's take the example of Sciences Po Paris. During their admissions campaign for summer courses, they implemented a personalized communication system based on the interests indicated by applicants. The result: a 25% increase in applicant engagement throughout the process.

Use multichannel communication tools

For effective communication, diversify your contact channels. Emails remain essential, but complement them with other options. Implement a chatbot on your website to answer frequently asked questions 24/7. This provides immediate assistance to candidates, even outside of business hours.

Organize regular informational webinars. These live sessions allow applicants to interact directly with admissions officers and get answers to their specific questions. Also consider using social media for quick updates and to build a community around your admissions program.

To optimize your multichannel communication:

1. Identify your candidates' preferred channels (survey)

2. Adapt your content to each platform

3. Ensure consistency in your messages

4. Train your team to use these tools

5. Measure the effectiveness of each channel regularly

3- Implement a transparent monitoring system

Implement a real-time tracking portal

A real-time application tracking portal is essential to reduce applicant anxiety and build trust in your institution. Create a secure interface where applicants can log in to view their application status at any time. Clearly display the steps completed and those remaining in the admissions process.

Incorporate visual indicators, such as progress bars or color codes, to make tracking more intuitive. Ensure the portal is mobile-friendly for easy access. This transparency demonstrates your professionalism and respect for candidates' time and commitment.

Provide regular updates

Beyond the application portal, send proactive updates to applicants. Establish a communication schedule for each stage of the admissions process. For example, send a confirmation email upon receipt of the complete application, followed by weekly updates on the progress of the assessment.

Organize regular informational webinars to address frequently asked questions and provide an overview of next steps. These live sessions demonstrate your commitment to open communication and make candidates feel valued. Remember to communicate even when there are no major updates; this reassures candidates that their application hasn't been forgotten.

Take the example of Excelia Business School. By implementing a transparent tracking system for their international applications, they saw a 40% decrease in inquiries by email and telephone. Better informed candidates were more at ease throughout the process.

4- Optimize admission interviews

Offer remote interview options

Offering remote interviews has become essential for attracting top talent, regardless of location. Implement a reliable and user-friendly video conferencing platform. Train your admissions team to conduct effective virtual interviews, taking into account the specific challenges of remote communication.

Send candidates a detailed guide on the technical and logistical preparation for the virtual interview. Include advice on lighting, background, and posture in front of the camera. Also, offer a connection test before the interview to avoid any technical issues on the day. This proactive approach demonstrates your concern for candidate comfort and your adaptability to new technologies.

Preparing candidates for interviews

Thoroughly preparing candidates for interviews improves the quality of the interaction and enhances your institution's image. Create a comprehensive interview guide outlining the interview process, including topics to be covered, the expected duration, and presentation guidelines. Share this guide well in advance to allow candidates ample time to prepare.

Organize virtual interview preparation workshops. These sessions can include mock interviews, stress management tips, and information about your institution's culture. Encourage candidates to prepare relevant questions about the program. This proactive approach demonstrates your commitment to candidate success and creates an environment conducive to open and constructive interview discussions.

For optimal preparation of candidates for interviews:

1. Send a detailed guide 2 weeks before the interview

2. Offer an interactive preparation webinar

3. Provide a list of frequently asked questions

4. Offer slots for mock interviews with former students

5. Share video testimonials from students who have successfully completed the process

5- Collect and integrate feedback from candidates

Implement post-admission surveys

Implementing post-admission surveys is important for continuously improving your process. Create short, targeted questionnaires and send them promptly after each key stage of the admissions process. Use a mix of closed-ended questions for quantifiable data and open-ended questions for more detailed feedback.

Ensure these surveys are anonymous to encourage honest responses. Include questions about the clarity of the information provided, the ease of use of the application platform, and the quality of interactions with the admissions team. Don't forget to ask for suggestions for improvement. This direct feedback is invaluable for identifying the strengths and areas for improvement in your process.

Adjust the process based on feedback

Analyzing and incorporating applicant feedback is essential for the continuous improvement of your admissions process. Establish a system for regularly reviewing feedback received, involving the entire admissions team. Identify recurring trends and issues, and then develop concrete action plans to address them.

Communicate openly about changes made based on applicant feedback. This demonstrates that you value their opinions and are committed to continuous improvement. This transparency strengthens prospective applicants' confidence in your admissions process. Don't hesitate to solicit applicants' opinions on the changes made, creating a positive and ongoing feedback loop.

For example, implementing a continuous feedback system for its applicant tracking system helps to identify pain points in the process and make improvements to increase candidate satisfaction rates.

In conclusion, optimizing the candidate experience is key to attracting top talent to leading schools. By implementing these five methods, admissions managers can create a seamless, transparent, and engaging process. This candidate-centric approach not only improves the quality of admissions but also enhances the institution's reputation in an increasingly competitive educational environment.