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Client Overview

An American-Taiwanese teacher recruitment agency specializing in hiring educators for schools across the country. The agency receives up to 200 applications daily from both international and local candidates. Their recruitment process required significant manual effort to evaluate applications, communicate with candidates across multiple channels, and coordinate with schools for final selections.

Challenges Faced

1. High Volume of Applications: Reviewing and shortlisting 200+ applications daily required 10–15 minutes per application, consuming significant time and resources.
2. Fragmented Candidate Communication: Inconsistent responses due to candidate inquiries coming through Facebook Messenger, Line App, and the website chatbot.
3. Multilingual Candidate Engagement: Handling multi-lingual inquiries and communication represented an obstacle as it consumed significant time.
4. Complex Multi-Stage Screening Process: Inconsistent evaluations are due to the subjective screening process, which takes 50-60 minutes per candidate in one stage.
5. Data Consolidation Issues: Preparing final evaluations took 1–2 hours per candidate, and the manual process also posed risks of discrepancies and inefficiencies.
6. Team Resistance to AI: The client’s team expressed concerns about AI replacing their roles and disrupting their workflows.

Solution Provided

Cogya delivered a step-by-step implementation of an AI-powered omni-channel recruitment system through the 3-step AI Transformation process:

1. Phase 1: Candidate Inquiry Management
   • Implemented an AI-powered omni-channel centralized agent to respond to inquiries 24/7 across Facebook Messenger, Line, and the website chatbot.
   • Ensured consistent, knowledge-driven responses and allowed human agents to monitor conversations and step in for critical inquiries.
2. Phase 2: Application Screening
   • Developed an AI-integrated application form to evaluate and score candidates based on criteria such as experience, degree authenticity, and university ranking.
   • Unified all applications in a single, standardized portal, with top-scoring candidates automatically prioritized for the next phase.
3. Phase 3: Video Analysis
   • Automated video submission and evaluation for shortlisted candidates.
   • AI assessed videos for language skills, pronunciation, body language, and presentation quality, reducing analysis time from 50–60 minutes to just 5 minutes.
4. Phase 4: Interview Evaluation
   • AI analyzed recorded interviews to measure candidates’ soft skills, attitudes, and overall suitability, ensuring standardized and unbiased assessments.
5. Phase 5: Final Selection and School Submission
   • Generated unified candidate profiles, including detailed AI-driven evaluations, for schools to review.
   • Allowed schools to view only selected candidates’ contact details, ensuring secure access and compliance with the agency’s payment terms.

Results Achieved

• Inquiry Management Efficiency:

• Candidate inquiries were handled 24/7 with consistent, AI-driven responses improving candidate engagement by 30%.
• Human agents focused on complex queries, improving productivity and reducing response delays.
• AI reduced manual multilingual communication efforts by 60%, enabling faster query resolutions.

• Time Savings:

• Initial application screening time dropped from 10–15 minutes per applicant to 2 minutes.
• Video analysis time was reduced from 50–60 minutes to just 5 minutes.
• Final evaluation reports for schools were completed in under 15 minutes, compared to 1–2 hours previously.

• Improved Consistency and Accuracy:

• AI eliminated biases and inconsistencies in interview evaluations and video assessments.
• Standardized formats ensured all candidate evaluations were comprehensive and comparable.

• Enhanced Security and Compliance:

• Schools accessed only selected candidates’ details, ensuring adherence to payment terms and protecting candidate privacy.

• Team Engagement:

• Training sessions helped the team embrace AI, understanding its role in enhancing their productivity and business profitability.

Key Outcomes

• Productivity Boost: The team focused on strategic tasks, with AI handling repetitive and time-consuming processes.
• Scalability: The agency could handle peak recruitment seasons without increasing operational overhead.
• Client Trust: Schools received detailed, AI-evaluated candidate profiles faster and with higher accuracy, improving their satisfaction.