Measure the time from usable source material to an approved, correctly stored recruiting record. Include review, correction, formatting, and handoff work. Counting only the seconds a tool takes to generate a draft misses much of the recruiter's actual workload.
Define the start and finish
| Task | Include in the measure? |
|---|---|
| Checking names, facts, and conditions | Yes |
| Correcting the write-up | Yes |
| Reformatting for the client or ATS | Yes |
| Resolving a failed handoff | Yes, recorded separately too |
| Unrelated interruption | Record separately from active work |
Use the same definitions for the current process and the pilot. Record elapsed waiting time separately if it matters operationally.
Compare similar conversations
A short follow-up and a detailed intake require different work. Group results by conversation type and complexity before comparing them. Note whether the reviewer is learning a new template, because early setup and steady use may differ.
Fictional observation: one simple screen takes four minutes to review, while a complex intake takes twelve. Averaging them without context may hide which workflow needs improvement. These are illustrative numbers, not Recruit Recap performance data.
Include unsuccessful cases
If capture fails and the recruiter reconstructs notes manually, record that work. If an output is unusable, do not drop it from the measurement merely because it lacks a neat completion time. Report the failure and the effort required to recover.
Keep the sample size and missing observations visible. A few calls can guide a pilot decision, but they should not become a public claim that every recruiter will save the same amount.
Interpret the result carefully
Reduced administrative time can create capacity. It does not automatically reduce payroll cost or produce placements. If using an internal hourly value, label the resulting figure as modeled time value and state the assumptions.
Use the total-cost worksheet to connect measured effort to a buying decision. Recruit Recap's buyer guide encourages evaluating the finished handoff. Test the actual supported meeting and review process, and keep observed results separate from calculator estimates or vendor marketing claims.