How HR Teams Can Interview and Onboard Faster with an AI Meeting Assistant

HR professionals know that when it comes time to hire a new team member, the stakes are high. Not only are you looking for the right professional and cultural fit, but the pressure is on to make the process as efficient as possible.

Hiring a new employee costs both time and money. A report from The Josh Bersin Company found that the time it takes to hire is actually on the rise, reaching 44 days. As well, it’s estimated that it costs three to four times the cost of a new employee’s salary to hire them.

If you’re an early adopter of AI, you’re probably already familiar with using AI tools to help in the hiring process, including AI tools to help you sift through resumes. But there’s another AI tool that should be in your tech stack as an HR professional: an AI meeting assistant.

An AI meeting assistant can join all your hiring calls — from initial screeners to panel interviews to discussing candidates — and offer support through the entire process. With a tool like Fellow, you can record, transcribe, and summarize every call, and easily give access to those recordings to stakeholders such as hiring managers and executives involved in the interview process. 

All of that means time saved for hiring managers and executives because they don’t have to join every single meeting to assess the candidate. Plus, Fellow does it all while maintaining the highest standards for privacy and security.

Read on to see how an AI meeting assistant like Fellow can enhance your hiring process in a way that benefits both your candidates and your colleagues.

1. Automate interview preparation

In today’s job market, it’s not uncommon for a single job posting to receive hundreds of applications. In fact, social media management app Buffer posted on their blog that they received more than 500 applications for several roles and, for one, they received over 1,500 resumes.

All those applications make it harder to narrow down candidates to a small pool, so your first round of screeners may be a large cohort. When you have multiple interviews to tackle, an AI meeting assistant like Fellow streamlines the whole process.

First, with Fellow, every meeting you schedule generates a meeting agenda. You can choose from one of our pre-built interview agenda templates or create your own custom version that you can use for every candidate to ensure consistency. That template can be saved and automatically applied to all screening calls to automate preparation. You can also add a candidate’s resume and cover letter so they’re ready to be referenced and reviewed.

Then, as candidates progress through the interview process, you’ll always be able to go back and reference the notes and recaps from previous interviews. Plus, Fellow will send a pre-meeting brief before each call summarizing the last one for easy reference.

With Fellow, even back-to-back days of interviews remain organized.

2. Stay focused and engaged during screening calls and interviews

During an interview, the candidate is also interviewing you to assess your company culture and values. Put your best foot forward by giving your full attention.

When Fellow joins a meeting, it automatically records the call and then provides a transcript and detailed AI meeting summary. That means you can be hands-off while Fellow takes care of the notes, but still with the option to write a few manual notes or action items in the agenda. 

Fellow frees you up to fully engage with the candidate, rather than being distracted by typing up notes. Have a free-flowing conversation that allows both you and the candidate to shine.

3. Get the CEO, hiring managers, and other stakeholders on the same page

When HR screens or interviews a candidate, they’re not the only ones interested in the conversation. The role’s manager and team members are also going to want to assess the candidate, and that’s made so much easier with an AI meeting assistant.

With all interviews recorded along with an AI recap, they can be quickly shared with all stakeholders from your company’s library. That means someone busy, like your CEO, can still get a well-rounded view of your top candidates without actually having to be present at the interviews. 

Privacy and security are also central to how Fellow works and what makes us different from other AI meeting assistants. You’re in full control of which interviews are recorded and who can see the recordings and summaries afterward. You can ensure candidates that the interviews and any information shared within will not be available to your whole organization — just the stakeholders who need to weigh in.

4. Create a recruiter coaching flywheel

Recruiting, interviewing, and hiring is a specialized skillset that requires coaching and refinement. For HR professionals, an AI assistant also helps throughout the recruiter coaching process.

Having all interviews recorded means it’s easy to review those calls and highlight both good moments and areas that need improvement. 

HR managers can create clips of those moments and link them in the next one-on-one they have with the recruiters that report to them. Those clips can also be shared with the wider team so everyone can learn from each other.

Recruiters can then take those insights and apply them to the agenda of their next call with a candidate, creating a coaching flywheel that’s always in motion.

5. Make onboarding a breeze 

You’ve done it — you’ve whittled down the candidates, made an offer, and your new employee has signed on. When their first day comes around, your AI meeting assistant is still there to help.

Fellow is a fantastic tool for onboarding, starting from the very first welcome call with a new employee. The hiring manager can put together an onboarding checklist right in Fellow, including action items the new hire can work through in their first weeks.

As well, the manager can include clips and links to full recordings from the company library to gain vital context. For example, the new hire could watch the last few Town Halls, or recordings of major announcements, to gain a better understanding of the company. They could also watch previous team meetings to understand where their new role fits in and the team dynamic.

Alexandra Sutherland, Fellow’s director of engineering, specifically curates a recording channel for new hires of the most valuable context.

“We put them into a channel specifically for dev learning so that anyone new who joins the company in the future can quickly access those recaps, those clips, and the summaries of the things that we find most valuable to share with people,” she says.

With Fellow, new hires can hit the ground running and easily find the context they need to thrive in their new role.

From screening to day one, an AI meeting assistant is a must-have for HR leaders and recruiters

An AI meeting assistant like Fellow simplifies the hiring process from start to finish — helping you stay organized, engage meaningfully with candidates, and keep your team aligned. 

With tools like collaborative agendas, pre-meeting briefs, AI note-taking, and seamless onboarding, you can focus on what you do best: finding and securing top talent for your organization.

Ready to optimize your hiring process? Try Fellow for free today.