During a time when human resources has become a core competitive advantage, hiring the right person at the right time is no longer just an HR responsibility but a strategic priority for the entire enterprise. However, in Vietnam, many companies still struggle to answer seemingly simple questions like: How long does it take to fill all positions? What is the actual cost per hiring? Do new employees truly create sustainable value?
According to the State Management Magazine, most enterprises in Vietnam do not have standardized recruitment reporting systems, with most still performing tasks manually. This makes it difficult for HR to demonstrate effectiveness to leadership while missing opportunities to optimize the recruitment process. A professional recruitment results report not only helps HR clarify the numbers but also provides strategic insights to improve long-term human resource quality.
What is a Recruitment Report?
A recruitment report is a document that synthesizes data, analyzes, and evaluates the status of recruitment activities in an enterprise. This report plays an important role in helping managers track progress, measure the effectiveness of recruitment plans, and thereby make appropriate adjustments to improve the efficiency of the recruitment process.
The Importance of Recruitment Reports in Business
A recruitment results report is like the "control panel" of the human resources process. Without it, HR would rely on intuition rather than data when making decisions.
Benefits of Regular Monitoring & Reporting
A regular report helps:
- Accurately measure the effectiveness of each recruitment channel (LinkedIn, TopCV, VietnamWorks...).
- Optimize budget by eliminating ineffective channels.
- Increase transparency when reporting to the board of directors.
According to TACA Business Consulting, enterprises with regular HR reports and HR budgets not only control costs but also help the company retain good teams, make quick decisions, and typically save an average of about 23% of annual recruitment costs through tighter budget control.
Impact on Strategic HR Decisions
Not only HR need data. CEOs and CHROs (Chief Human Resources Officers) also need transparent reports to make decisions such as: should we expand, increase salaries to retain employees, or invest in new recruitment technology? A clear report gives HR more of a "voice" in the strategy discussion.
Important KPIs in Recruitment Reports
For a report to be valuable, enterprises need to focus on KPIs (Key Performance Indicators) that truly reflect recruitment effectiveness.
Time-to-Fill and Time-to-Hire
- Time-to-Fill: The time from opening a position to the candidate accepting the job.
- Time-to-Hire: The time from when a candidate applies to when they sign a contract.
According to Weekly FeeC Asia News, the average time to fill a position in Asia is 20-30 days, depending on the industry. If an enterprise far exceeds this number, the risk of losing good candidates to competitors is very high.
Recruitment Cost per Position (Cost-per-Hire)
Calculated by total recruitment costs (advertising, HR, technology) divided by the number of successfully hired personnel. This is a KPI that CFOs particularly care about because it directly affects the company's budget.
Quality of Hire
Measured by employee work performance and commitment level after 6-12 months. If new employees leave early, the cost of re-hiring will increase many times over. McKinsey (2023) states that enterprises with a retention rate higher than 20% typically save up to 30% of HR costs each year.
Offer Acceptance Rate and Retention Rate
- Offer Acceptance Rate: reflects the attractiveness of the employer brand.
- Retention Rate: shows the success of the recruitment process in the long term.
In Vietnam, the average offer acceptance rate is 70-80%. If your company is below this level, you should reconsider salary policies or the candidate experience.
Structure of an Effective Recruitment Report
A good report not only contains data but must also have an easy-to-read and easy-to-compare structure.
Weekly and Monthly Reports
Suitable for the HR team, focusing on candidate pipeline: number of CVs received, number of candidates passing the interview round, number of offers sent.
Quarterly and Annual Reports for Leadership
Need to include strategic KPIs such as recruitment cost, ROI (Return on Investment), quality of hire, and retention rate. This helps leadership have an overview to make long-term decisions.
Detailed Recruitment Results Report Template
We have designed a free recruitment results report template with complete KPIs and illustrative charts. This template helps HR not only quickly compile data but also present it professionally to leadership.
In particular, if you use the Hire Central ATS platform, you can automate the entire process: from tracking candidates, calculating KPIs, to exporting weekly/monthly/quarterly reports with just a few clicks. This helps HR save time and reduce errors compared to manual Excel reports.
Download Detailed Recruitment Report Template
Analyzing and Evaluating Recruitment Effectiveness
A report is just the beginning; analysis is the determining factor. HR needs to compare their KPIs with industry benchmarks to identify strengths and areas for improvement. For example: if your offer acceptance rate is only 60%, while the industry average is 72% (TopCV, 2023), the problem may lie in the interview process or the compensation package not being competitive.
Hire Central also supports HR in combining reports with 25 recruitment email templates. This includes email templates for sending recruitment reports to leadership. This way, HR doesn't need to compose each email manually while still ensuring professionalism and saving tens of hours each month.
Tools to Support Automated Reporting
Excel is still useful, but it's outdated when enterprises need speed and accuracy. Modern ATS (Applicant Tracking System) platforms like Hire Central allow:
- Automatic data updates from the candidate pipeline.
- Export reports according to standardized templates.
- Integrate intuitive dashboards for leadership to track real-time.
This helps HR transition from the role of "data entry person" to "strategic consultant" for leadership.
Learn more:
- Recruitment Process Flowchart, Detailed Guide and Template
- 03 Methods to standardize an effective recruitment framework
- Identify Human Resources Needs & Comprehensive Strategic Guide
- Recruitment Process in Technology Companies
Conclusion
A professional recruitment results report not only helps HR save time but also elevates their position in the enterprise through clear and persuasive data. When combined with the Hire Central platform and the free set of 25 email templates, you will have a comprehensive solution to both optimize the process and improve the leadership and candidate experience.
Schedule a free demo with Hire Central experts today to discover how to automate reporting and improve recruitment effectiveness for your enterprise.
