Application Processes That Actually Work for Everyone - ep.231

Veterinary Voices Episode 231 – Creating Application Processes That Actually Work for Everyone

Julie South: "Welcome back to Veterinary Voices, the podcast that celebrates and showcases Employer of Choice veterinary clinics. I'm Julie South, and you're listening to Episode 231—the seventh episode in our series about writing job adverts that attract and build the best teams in the veterinary profession."

"Veterinary Voices is brought to you by VetClinicJobs—the job board: direct hiring, reimagined, no agency. You owe it to your team to be able to make job offers from your job ads. Let's face it, success when it comes to job ads should lead to your new hire starting within a few months—if that's not happening for you right now, then head on over to vetclinicjobs.com—because the average there is 7 weeks from go to whoa!"

"Last week in Episode 230, we talked about what to do when you don't have big benefits to offer. Today, we're focusing on creating application processes that actually work for both you and the veterinary professionals who are interested in joining your team. Because here's the reality—you can have the perfect job advert, but if your application process creates black holes and frustration, you'll lose great people and damage your reputation."

"And I'm going to give you three proven strategies for creating application experiences that respect jobseekers and get you the right hire faster."

The Black Hole Problem

"Let's start with an uncomfortable truth. The number of times I hear from veterinary professionals who never hear back from practices after applying is staggering. They send their CV, maybe write a thoughtful email about why they're interested, and then... nothing. Complete silence. It's like their application disappears into a black hole."

"This isn't just rude—it's damaging your practice's reputation. Veterinary is a small industry. When someone has a bad experience with your application process, they tell their colleagues. Soon, good people stop applying to your practice altogether."

"The worst part? Most practices don't even realize they're doing this. They think they'll respond 'when we have time' or 'after the closing date,' but life gets busy, and those responses never happen."

Why Generic Responses Don't Work

"Some practices do send responses, but they're those generic automated messages: 'We've received your application and will get back to you shortly.' This is barely better than silence because it tells jobseekers nothing useful and creates no human connection."

"Remember what we discussed in Episode 226 about culture and Episode 229 about connecting with jobseekers—your application process should continue building that authentic relationship, not suddenly become impersonal and corporate."

"Plus, 'shortly' means nothing. Shortly to you might be two weeks when you're swamped with patients. Shortly to a jobseeker might be two days. This creates frustration and anxiety for people who are genuinely interested in your practice."

Three Strategies for Application Processes That Work

"So how do you create application processes that respect jobseekers and get you results? Here are three proven strategies:"

1. Be Transparent About Your Timeline and Actually Stick to It

"In your call-to-action, tell people exactly when they'll hear from you. 'Send your CV to Sarah—we'll personally respond to every application within 48 hours.' Then honor that commitment. Even if it's just to say 'Thanks for your interest, we're reviewing applications this week and will be in touch by Friday with next steps.' This shows respect and professionalism."

2. Make Personal, Human Responses

"Ditch the generic auto-replies. Take 30 seconds to write something personal: 'Hi James, thanks for your CV and for telling us about your interest in dentistry. We're excited to learn more about your experience. Can we chat on Thursday afternoon?' This creates a human connection and shows you actually read their application. It also starts building the relationship immediately."

3. Act Fast When You Find the Right Person

"Don't wait for some arbitrary closing date if you receive an application from someone who fits your requirements perfectly. Let's face it, you're usually only inundated with applications when your job advert is worded as a one-size-fits-all. When you attract the right people, you don't get hundreds of CVs—you get quality applications from suitable veterinary professionals. Start the conversation immediately."

The Quality vs Quantity Reality

"Here's something most practices don't understand: being overwhelmed with applications usually means your job advert isn't working properly. But it's not just about the wording—it's also about the platform. When you advertise on generic job boards where butchers, bakers, and candlestick makers go to find a job, it means veterinary professionals have to wade through irrelevant listings AND you open yourself up to replies from butchers, bakers and candlestick makers who love animals and think 'veterinary' might be a good thing to do! And those platforms do nothing to enhance your brand as an employer—you're just another listing in a sea of job ads."

"One of our clients recently told us: 'I received more applications from suitable applicants in the short time I was advertising with VetClinicJobs than in all the months I advertised elsewhere combined.' That's the difference between attracting the right people and being totally off the mark and attracting no one... or attracting everyone, yet no one who fits."

"When you get quality applications, you can afford to respond personally to each one. You're not drowning in hundreds of unsuitable CVs—you're having meaningful conversations with people who actually fit your practice."

Making Your Application Process a Competitive Advantage

"Your application process can actually become a competitive advantage. While other practices are creating black holes and frustration, you can create an experience that makes veterinary professionals think: 'Wow, if this is how they treat applicants, imagine how they treat their team.'"

"Simple things make a huge difference. Respond quickly. Be personal. If someone isn't right for this role but might be perfect for future opportunities, tell them that. 'Your experience is impressive, but we're looking for someone with more surgical background for this role. Can we keep your details for future opportunities?'"

"And please, if someone takes the time to apply, take the time to respond—even if it's to say no. A kind rejection is infinitely better than silence."

The VetClinicJobs Advantage

"Have you noticed that with traditional job boards you often get flooded with applications from people who haven't really read your advert? Many job boards encourage mass applications where jobseekers apply to dozens of jobs with one click."

"VetClinicJobs delivers quality applications through our REAL+STORY framework. Because our adverts are authentic and specific, veterinary professionals only apply when they're genuinely interested in your specific practice. This means you can respond personally to each application because you're not drowning in irrelevant CVs."

"When you have the right people applying—people who've read your advert and understand your culture—the application process becomes a conversation, not a filtering exercise."

Quick Recap

"Let me quickly recap those three strategies for application processes that work: First, be transparent about your timeline and stick to it—tell people when they'll hear from you and honour that commitment. Second, make personal, human responses—ditch the generic auto-replies and create real connections. And third, act fast when you find the right person—don't wait for arbitrary deadlines when someone perfect applies."

Your Action Step

"Here's your homework: Look at your current application process and ask yourself—would I want to go through this as a jobseeker? Set up a system to respond to every application within 48 hours, even if it's just to acknowledge receipt and set expectations."

"Better yet, put your team member hat on and test your own process. Send an inquiry to your practice email and see what happens. The experience might surprise you and show you exactly where improvements are needed."

"And if you're ready to create application processes that respect jobseekers and attract quality applicants, visit vetclinicjobs.com. Lizzie and our team understand that every interaction should reinforce why someone wants to work with you—remember: the average for us is job offers in 7 weeks, not seven months."

"That's Episode 231 of Veterinary Voices. Next week, we'll be exploring how to handle salary discussions in your job adverts without scaring people away or attracting the wrong applicants. Another big thank-you to VetClinicJobs—the job board: direct hiring, reimagined, no agency. Check them out at vetclinicjobs.com."

"Until next time, this is Julie South signing off and inviting you to go out there and be your most fantabulous self because you work with a team that lifts you up every day!"