How we strengthened the hiring process.

The Challenge

Umeå Kommun faced significant challenges with its employment process, particularly within its elder care sector, which hires about 1,000 employees annually. The recruitment process was perceived as time-consuming, inefficient, and prone to errors, affecting the applicant’s perception of the municipality as an employer and potentially leading to a negative initial impression for new hires. This complex situation necessitated a thorough review and redesign of the hiring procedures to enhance efficiency and applicant experience.

The Solution

Due to its scope and complexity, the project was structured into several subprojects, with phases led by internal project leaders and external project managers, including teams from Knightec. Initial efforts focused on mapping the existing processes, conducting SWOT analyses, and developing a comprehensive project plan. This plan included communication strategies and the prioritization of project components. Innovations such as the renewal of authorization forms, the development of robotic process automation (RPA) for repetitive tasks, and detailed process mappings were introduced in collaboration with the HR department.

Delivered Value

The revamped processes have significantly improved the efficiency of Umeå Kommun’s recruitment operations. Simplified and quality-assured workflows have freed up time for staff and managers, allowing for a more strategic focus on core responsibilities. Establishing a recruitment center has relieved unit managers from many administrative duties, further enhancing operational efficiency. By improving the recruitment process, Umeå Kommun has fostered a more positive work environment and enhanced its reputation as an employer. The changes have led to better collaboration within teams, a deeper understanding of roles and challenges, and a collective approach to problem-solving, which ultimately benefits the community through more effective and satisfied public service workers.

How We Did It

The project’s success can be attributed to the agile methodology adopted by the teams, which encouraged experimentation and adaptation throughout the project lifecycle. This approach allowed for ongoing exploration and refinement of solutions in real time, ensuring that the new processes were effective and adaptable to future needs. By working in cross-functional teams, the project fostered better communication and collaboration,  which are essential for tackling complex challenges and ensuring comprehensive improvements.

Umeå municipality has 12,000 employees and is northern Sweden’s largest employer. The municipality’s core values are citizen focus, openness, trust, and an effort to constantly improve the municipality’s service.