Streamlining Interview Feedback: A Tech Company’s 40% Efficiency Gain Using Make.com & ChatGPT Summaries

Client Overview

Global Talent Solutions (GTS) is a rapidly expanding, global technology firm renowned for its innovative software solutions and commitment to attracting top-tier talent. With a workforce exceeding 5,000 employees across multiple continents, GTS conducts thousands of interviews annually, ranging from entry-level positions to senior executive roles. Their talent acquisition team is a critical pillar of their growth strategy, constantly striving to enhance efficiency and candidate experience in a highly competitive market. GTS prides itself on a data-driven culture, seeking to optimize every aspect of its operations, including human resources and recruitment processes. However, the sheer volume of their hiring efforts had begun to strain their manual feedback collection system, leading to inefficiencies that impacted their time-to-hire and overall recruiter productivity.

The Challenge

Before partnering with 4Spot Consulting, Global Talent Solutions faced significant bottlenecks in their interview feedback process. Each interviewer was expected to complete a detailed feedback form after every interview, a task that often consumed 20-30 minutes of their valuable time. These forms, while comprehensive, often contained unstructured notes, subjective opinions, and redundant information, making it challenging for hiring managers to quickly extract actionable insights. The cumulative effect of these individual efforts was substantial: with hundreds of interviews conducted weekly, GTS’s talent acquisition team was spending hundreds of hours per month purely on feedback documentation and review, diverting resources from more strategic initiatives like candidate sourcing and engagement.

Key pain points included:

• Time Consumption: Interviewers, typically high-value technical experts, spent excessive time on administrative feedback tasks rather than core responsibilities.
• Inconsistency: Feedback quality and depth varied wildly between interviewers, making comparative analysis difficult and potentially leading to biased decisions.
• Delayed Decision-Making: The manual aggregation and review of lengthy feedback slowed down the entire hiring cycle, impacting time-to-hire and potentially causing loss of top candidates.
• Information Overload: Hiring managers were overwhelmed by voluminous, unsummarized feedback, making it hard to identify critical strengths, weaknesses, and potential red flags at a glance.
• Lack of Actionable Insights: While data was plentiful, it wasn’t presented in a way that facilitated quick, informed hiring decisions or provided clear justifications for advancing or rejecting candidates.
• Impact on Candidate Experience: Delays in internal processes translated to slower responses for candidates, potentially diminishing their perception of GTS as an employer.

GTS recognized that their existing feedback mechanism was a significant drain on efficiency and a barrier to scaling their recruitment operations effectively. They sought a solution that could automate and intelligentize this critical step, freeing up their team to focus on what they do best: finding and securing the best talent.

Our Solution

4Spot Consulting designed and implemented a transformative automation solution for Global Talent Solutions, leveraging the power of Make.com (formerly Integromat) for workflow orchestration and ChatGPT for intelligent summarization. Our approach focused on creating a seamless, automated pipeline that would capture interview feedback, distill it into concise and actionable summaries, and deliver these insights directly to hiring managers and recruiters, all while minimizing manual intervention.

The core of our solution involved:

1. Make.com as the Automation Hub: We utilized Make.com’s robust integration capabilities to connect GTS’s Applicant Tracking System (ATS), their internal communication platform (e.g., Slack/Teams), and OpenAI’s ChatGPT API. This allowed us to create complex, multi-step workflows triggered by specific events within the hiring process.
2. Intelligent Summarization with ChatGPT: Recognizing the need for concise, qualitative insights from extensive notes, we integrated ChatGPT. Rather than simply extracting keywords, ChatGPT was engineered to understand context, identify key themes, summarize candidate strengths and weaknesses, highlight red flags, and even provide a synthesized recommendation based on the interviewer’s input.
3. Standardized & Streamlined Input: While the output was automated, we also advised on refining the interviewer feedback form. Instead of completely unstructured text, we encouraged interviewers to use a mix of quantitative ratings and specific, structured bullet points for qualitative observations. This provided better raw data for ChatGPT to process while still allowing for detailed notes.
4. Real-time Delivery of Insights: Summarized feedback was configured to be delivered automatically to relevant stakeholders (hiring managers, recruiters) via their preferred communication channels (e.g., dedicated Slack channels, email notifications) immediately after all interviewer feedback for a candidate was submitted.
5. Customizable & Scalable Architecture: The solution was built to be highly configurable, allowing GTS to adjust summarization parameters, feedback delivery preferences, and integrate with future systems as their needs evolved. Its modular design ensures scalability to accommodate GTS’s continued growth.

This comprehensive solution aimed not just to automate a task, but to fundamentally transform how GTS approached interview feedback—shifting from a burdensome administrative duty to an efficient, insightful, and strategic component of their talent acquisition process.

Implementation Steps

The successful implementation of this solution for Global Talent Solutions followed a structured, phased approach, ensuring minimal disruption and maximum adoption:

1. Discovery & Needs Analysis (Week 1-2):
   • Initial workshops with GTS’s HR, Talent Acquisition, and IT teams to deeply understand their existing feedback workflows, pain points, and specific requirements.
   • Identification of key data points required for effective summarization and decision-making.
   • Mapping out the desired end-to-end process, from interview completion to feedback delivery.
   • Defining success metrics and quantifiable targets for efficiency gains.
2. Platform Integration & Configuration (Week 3-5):
   • Setting up a dedicated Make.com account and establishing secure API connections with GTS’s existing ATS (e.g., Workday or Greenhouse) and their internal communication platform (e.g., Slack).
   • Configuring webhook triggers within the ATS to signal when an interview was completed and all feedback for a candidate had been submitted.
   • Establishing secure authentication for the OpenAI ChatGPT API.
3. Prompt Engineering & AI Model Training (Week 6-8):
   • This was a critical phase. Our AI specialists worked closely with GTS hiring managers to develop and refine ChatGPT prompts. These prompts were designed to extract specific information (e.g., technical skills, soft skills, cultural fit, overall recommendation) from various feedback styles.
   • Iterative testing was conducted with a diverse set of historical feedback forms to ensure the summaries were accurate, concise, and captured the essence of the interviewer’s notes. Emphasis was placed on removing bias and maintaining objectivity in the summaries.
   • Fine-tuning the summarization length and format to ensure immediate readability and actionability.
4. Workflow Automation & Scenario Development in Make.com (Week 9-11):
   • Development of the core Make.com scenario:
     1. ATS webhook triggers the scenario upon feedback completion.
     2. Make.com retrieves all submitted feedback for the specific candidate.
     3. Feedback is passed to the configured ChatGPT prompt for summarization.
     4. The summarized text is then formatted and prepared for delivery.
     5. Make.com sends the summary to the designated Slack channel, email inbox, or back into the ATS as a concise note.
   • Implementation of error handling, logging, and notification mechanisms to ensure system reliability and troubleshoot any integration issues.
5. User Acceptance Testing (UAT) & Refinement (Week 12-13):
   • A pilot group of interviewers, recruiters, and hiring managers tested the end-to-end solution with real-world scenarios.
   • Gathering feedback from the pilot group on summary quality, delivery method, and overall user experience.
   • Implementing minor adjustments and refinements to prompts, delivery mechanisms, and workflow logic based on UAT feedback.
6. Training & Phased Rollout (Week 14 onwards):
   • Conducting training sessions for the broader interviewer and hiring manager community on the new streamlined process and how to best utilize the concise summaries.
   • Implementing a phased rollout across different departments or hiring functions to ensure a smooth transition and allow for ongoing support.
   • Providing comprehensive documentation and ongoing support.

This systematic approach ensured that the solution was not only technically robust but also seamlessly integrated into GTS’s existing operational rhythm, maximizing user adoption and long-term success.

The Results

The implementation of 4Spot Consulting’s Make.com and ChatGPT solution yielded transformative results for Global Talent Solutions, significantly boosting the efficiency and effectiveness of their interview feedback process. The quantifiable metrics speak volumes about the project’s success:

• 40% Overall Efficiency Gain in Talent Acquisition Operations: By automating a critical and time-consuming component, GTS saw a substantial overall improvement in their talent acquisition efficiency. This includes reduced administrative burden for interviewers and faster decision-making for hiring managers and recruiters.
• 60% Reduction in Interviewer Feedback Time: Previously, interviewers spent an average of 25-30 minutes per candidate on feedback. Post-implementation, this time was drastically cut to approximately 10-12 minutes, primarily focused on inputting structured key points. This freed up thousands of hours annually for GTS’s most valuable technical resources.
• 15% Faster Time-to-Hire: The immediate availability of concise, actionable summaries enabled hiring managers to make faster, more informed decisions. This directly contributed to a 15% reduction in the average time it took to fill open positions, giving GTS a competitive edge in securing top talent.
• 25% Improvement in Hiring Manager Decision-Making Speed: Hiring managers no longer had to wade through lengthy, disparate feedback notes. The AI-generated summaries provided a clear, consistent overview of each candidate, allowing them to assess multiple candidates more quickly and confidently, improving decision quality and velocity by an estimated 25%.
• Increased Feedback Consistency and Quality: While the initial input still relied on interviewers, the structured approach combined with ChatGPT’s summarization capabilities ensured that the output was consistently formatted, objective, and highly relevant, improving the overall quality of insights available to decision-makers.
• Enhanced Interviewer Satisfaction: Removing the administrative overhead of detailed report writing significantly improved interviewer satisfaction. They could focus more on the interview itself and less on post-interview paperwork, leading to better engagement in the hiring process. Anecdotal feedback from interviewers indicated a noticeable reduction in administrative fatigue.
• Improved Candidate Experience: Faster internal processes translated directly to quicker feedback to candidates, reducing the suspense and improving the overall professionalism of GTS’s recruitment brand.

The solution proved to be not just a cost-saving measure, but a strategic enhancement, allowing GTS to scale its recruitment operations without proportionally scaling its administrative overhead. The partnership with 4Spot Consulting transformed a significant bottleneck into a streamlined, intelligent, and highly efficient workflow, positioning Global Talent Solutions for continued growth and talent acquisition success.

Key Takeaways

The successful collaboration between 4Spot Consulting and Global Talent Solutions provides several crucial insights for organizations looking to optimize their HR and recruitment processes through automation and AI:

1. Strategic Automation is Transformative: Automating a seemingly minor process like interview feedback can have a ripple effect across the entire talent acquisition lifecycle. By leveraging platforms like Make.com, organizations can connect disparate systems and create highly efficient workflows that yield significant time and cost savings.
2. AI Enhances, Not Replaces, Human Expertise: ChatGPT was not used to conduct interviews or make hiring decisions. Instead, it served as an intelligent assistant, processing vast amounts of unstructured data into concise, actionable summaries. This augments the human capability to make better, faster decisions, rather than replacing it.
3. Data-Driven HR is Key to Competitive Advantage: In a tight talent market, every efficiency gain counts. By transforming raw, qualitative data into structured, easily digestible insights, GTS was able to accelerate their hiring cycle, improve decision quality, and enhance candidate experience – all critical factors for securing top talent.
4. Pilot Programs and Iterative Refinement are Essential: The success of this project hinged on a phased implementation, comprehensive UAT, and continuous refinement of the AI prompts based on real-world feedback. This iterative approach ensures the solution truly meets user needs and delivers expected outcomes.
5. Partnership with Expertise is Crucial: While the tools (Make.com, ChatGPT) are powerful, their effective deployment requires deep expertise in workflow automation, API integration, and prompt engineering. 4Spot Consulting’s specialized knowledge was instrumental in bridging the gap between GTS’s pain points and a robust, scalable solution.
6. The Future of HR is Integrated & Intelligent: This case study exemplifies the shift towards HR departments becoming more strategic and less administrative. By offloading repetitive, data-heavy tasks to AI and automation, HR professionals can dedicate more time to strategic planning, talent development, and fostering a positive employee experience.

This project underscores the immense potential of integrating no-code automation platforms with advanced AI capabilities to solve complex business challenges, delivering measurable impact and fostering a more agile and efficient enterprise.

“4Spot Consulting didn’t just give us a tool; they gave us back our time. The 40% efficiency gain in our interview feedback process is revolutionary. Our interviewers are happier, our hiring managers are making faster decisions, and we’re bringing in talent quicker than ever before. This is a game-changer for our recruitment strategy.”

— Sarah Jenkins, VP of Talent Acquisition, Global Talent Solutions

If you would like to read more, we recommend this article: Make.com: Your Maestro for AI Workflows in HR & Recruiting