Carlyle

From Hours to Minutes: Executive Search firm slashes admin time by 85%

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Client Overview

Carlyle is a prestigious executive recruitment firm specialising in placing candidates in mission-critical roles for large organisations. Their expertise lies in identifying and assessing high-calibre candidates for executive positions, requiring meticulous attention to detail and comprehensive candidate documentation.

Challenge

Carlyle's recruitment team was spending an excessive amount of time on administrative tasks, particularly in producing Final Candidate Summary (FCS) documents. This process typically took 2-3 hours per candidate, significantly reducing the time available for valuable face-to-face candidate interactions and assessments. With hundreds of candidates processed monthly, this administrative burden was impacting team efficiency and job satisfaction.

Solution

We implemented a sophisticated AI-powered solution that streamlined the candidate documentation process:

• Developed an intelligent system utilising four specialised AI models, each handling different aspects of the FCS creation
• Created an intuitive upload system for job descriptions and candidate information
• Implemented flexible input options for recruiter notes, including written and audio formats
• Designed an automated extraction system for key role criteria and candidate information
• Built a comprehensive compilation system that brings together all elements into a polished final document

The solution was specifically designed to maintain Carlyle's high standards while dramatically reducing the time investment required for documentation.

Results

The implementation delivered remarkable improvements across multiple areas:

• Reduced FCS creation time from 2-3 hours to just 15-20 minutes per candidate
• Saved thousands of hours annually across the organisation
• Significantly improved team satisfaction by allowing recruiters to focus on relationship-building and candidate assessment
• Enhanced consistency in document quality and presentation
• Increased efficiency in processing hundreds of candidates monthly

Key Benefits

The project delivered benefits beyond the initial time-saving objectives:

• Higher team morale due to reduced administrative burden
• More time for value-adding activities such as candidate interaction
• Improved work-life balance for recruitment team members
• Maintained high-quality documentation standards while increasing efficiency

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