A New Take on Recruiting: Rethinking One of Personio’s Core Domains
Personio
As part of a larger redesign initiative, the Recruiting product underwent a complete overhaul—including a full conceptual rework of the applicant tracking areas. We successfully redesigned and shipped 80% of the core interface, addressing key pain points around tracking efficiency and data visibility.
My Role
One of two designers leading the domain redesign. Main contribution: qualitative research, product strategy, prototyping, testing, workshops, handoff, QA
A New Take on Recruiting: Rethinking One of Personio’s Core Domains
Personio
As part of a larger redesign initiative, the Recruiting product underwent a complete overhaul—including a full conceptual rework of the applicant tracking areas. We successfully redesigned and shipped 80% of the core interface, addressing key pain points around tracking efficiency and data visibility.
My Role
One of two designers leading the domain redesign. Main contribution: qualitative research, product strategy, prototyping, testing, workshops, handoff, QA
A New Take on Recruiting: Rethinking One of Personio’s Core Domains
Personio
As part of a larger redesign initiative, the Recruiting product underwent a complete overhaul—including a full conceptual rework of the applicant tracking areas. We successfully redesigned and shipped 80% of the core interface, addressing key pain points around tracking efficiency and data visibility.
My Role
One of two designers leading the domain redesign. Main contribution: qualitative research, product strategy, prototyping, testing, workshops, handoff, QA
What if Recruiting Started with People, not Processes?
Transforming Personio’s Recruiting Experience
As part of a company-wide rebrand initiative, the Personio recruiting product underwent a major redesign. The goal was to modernize the product’s UI appeal, to improve visibility and adoption, and establish a scalable foundation for future growth. This redesign marked a new era for Personio, reinforcing an outstanding corporate identity.
Transforming Personio’s Recruiting Experience
As part of a company-wide rebrand initiative, the Personio recruiting product underwent a major redesign. The goal was to modernize the product’s UI appeal, to improve visibility and adoption, and establish a scalable foundation for future growth. This redesign marked a new era for Personio, reinforcing an outstanding corporate identity.
Transforming Personio’s Recruiting Experience
As part of a company-wide rebrand initiative, the Personio recruiting product underwent a major redesign. The goal was to modernize the product’s UI appeal, to improve visibility and adoption, and establish a scalable foundation for future growth. This redesign marked a new era for Personio, reinforcing an outstanding corporate identity.
LinkedIn post of the Personio Rebrand launch moment. This is what this project contributed to.
LinkedIn post of the Personio Rebrand launch moment. This is what this project contributed to.
Approach to a complex problem
We began with a comprehensive kickoff involving an extended team of contributors. Over the course of a focused one-week onsite, we established initial priorities and aligned on a clear mid-term strategy and processes. Brainstorming sessions opened the round for discussions on structure and information architecture.
Approach to a complex problem
We began with a comprehensive kickoff involving an extended team of contributors. Over the course of a focused one-week onsite, we established initial priorities and aligned on a clear mid-term strategy and processes. Brainstorming sessions opened the round for discussions on structure and information architecture.
Approach to a complex problem
We began with a comprehensive kickoff involving an extended team of contributors. Over the course of a focused one-week onsite, we established initial priorities and aligned on a clear mid-term strategy and processes. Brainstorming sessions opened the round for discussions on structure and information architecture.
Setting the foundation: A scalable Information Architecture
As a result of the kickoff sprint we agreed on an information architecture based on cumulative understanding of the domain. The IA model was visualized and rigorously stress-tested along key job streams to ensure its scalability and fit.
Setting the foundation: A scalable Information Architecture
As a result of the kickoff sprint we agreed on an information architecture based on cumulative understanding of the domain. The IA model was visualized and rigorously stress-tested along key job streams to ensure its scalability and fit.
Setting the foundation: A scalable Information Architecture
As a result of the kickoff sprint we agreed on an information architecture based on cumulative understanding of the domain. The IA model was visualized and rigorously stress-tested along key job streams to ensure its scalability and fit.
Drafting an information architecture based on key jobs, including needed data, actions and delighters. This exercise was conducted for each persona individually.
Stess-testing of the information architecture by key user journeys.
Stess-testing of the information architecture by key user journeys.
Divide and conquer to gain traction
The team structure was two teams of one designer each so it made sense do divide but act as a sounding board for each other. Very close collaboration of key stakeholders and the design team made it possible to iterate and move quickly.
Divide and conquer to gain traction
The team structure was two teams of one designer each so it made sense do divide but act as a sounding board for each other. Very close collaboration of key stakeholders and the design team made it possible to iterate and move quickly.
Divide and conquer to gain traction
The team structure was two teams of one designer each so it made sense do divide but act as a sounding board for each other. Very close collaboration of key stakeholders and the design team made it possible to iterate and move quickly.
18 clicks
In the present implementation minimum 18 clicks were needed to move a candidate from an initial screening into a HR interview stage and send an invite.
18 clicks
In the present implementation minimum 18 clicks were needed to move a candidate from an initial screening into a HR interview stage and send an invite.
18 clicks
In the present implementation minimum 18 clicks were needed to move a candidate from an initial screening into a HR interview stage and send an invite.
Identifying the Core Problem of Application Management: Friction
With our team being responsible for the application tracking surface, we started from there to identify core issues. We found that Recruiters faced significant friction in managing applications, requiring way too much clicks to move candidates through workflows. Many processes were manual, leading to inefficiencies and frustration and churn. The high volume of applicant data was overwhelming and difficult to navigate, making it hard for recruiters to access key information efficiently.
Identifying the Core Problem of Application Management: Friction
With our team being responsible for the application tracking surface, we started from there to identify core issues. We found that Recruiters faced significant friction in managing applications, requiring way too much clicks to move candidates through workflows. Many processes were manual, leading to inefficiencies and frustration and churn. The high volume of applicant data was overwhelming and difficult to navigate, making it hard for recruiters to access key information efficiently.
Identifying the Core Problem of Application Management: Friction
With our team being responsible for the application tracking surface, we started from there to identify core issues. We found that Recruiters faced significant friction in managing applications, requiring way too much clicks to move candidates through workflows. Many processes were manual, leading to inefficiencies and frustration and churn. The high volume of applicant data was overwhelming and difficult to navigate, making it hard for recruiters to access key information efficiently.
Feedback Revealed that AI is Seen as an Aid, But Recruiters are Hesitant to Give Up Control.
Overcoming initial Stakeholder Alignment Challenges
The first iteration, based on the agreed information architecture, ran into challenges with stakeholder alignment—mainly because many of them were deeply involved and used the system every day. Feedback kept pouring in, which slowed things down. To get back on track, the team took a step back, refined the requirements, and mapped out key jobs for each persona. This helped tailor the experience to real workflows, cleared up confusion, and a foundation for a shared vision.
Overcoming initialStakeholder Alignment Challenges
The first iteration, based on the agreed information architecture, ran into challenges with stakeholder alignment—mainly because many of them were deeply involved and used the system every day. Feedback kept pouring in, which slowed things down. To get back on track, the team took a step back, refined the requirements, and mapped out key jobs for each persona. This helped tailor the experience to real workflows, cleared up confusion, and a foundation for a shared vision.
Overcoming initial Stakeholder Alignment Challenges
The first iteration, based on the agreed information architecture, ran into challenges with stakeholder alignment—mainly because many of them were deeply involved and used the system every day. Feedback kept pouring in, which slowed things down. To get back on track, the team took a step back, refined the requirements, and mapped out key jobs for each persona. This helped tailor the experience to real workflows, cleared up confusion, and a foundation for a shared vision.
Reacting to a Constant Feedback Stream Slowed Things Down → Investing in a Design Vision Brought Clarity
Conceptualising the future product
The decision was made that a mid-term vision would help the XFN team align on what matters. Together with product I hosted a one week design sprint involving different team members to envision and critique a future product state. The vision format served as a north star, ensuring that short-term decisions were made with a broader strategic perspective in mind. It helped to further align with all stakeholders and unblock the progress.
Conceptualising the future product
The decision was made that a mid-term vision would help the XFN team align on what matters. Together with product I hosted a one week design sprint involving different team members to envision and critique a future product state. The vision format served as a north star, ensuring that short-term decisions were made with a broader strategic perspective in mind. It helped to further align with all stakeholders and unblock the progress.
Conceptualising the future product
The decision was made that a mid-term vision would help the XFN team align on what matters. Together with product I hosted a one week design sprint involving different team members to envision and critique a future product state. The vision format served as a north star, ensuring that short-term decisions were made with a broader strategic perspective in mind. It helped to further align with all stakeholders and unblock the progress.
Mapping an ideal user journey as baseline for the vision work. In addition application volumes and decision moments were mapped to find most impactful areas of investment.
Extend the design system to fit our purpose
As navigation patterns did not fit all more specific cases, we teamed up with the design system team to extend the DS. As we saw interest in adoption of components by other teams we actually did a several weeks collaboration to ship the patterns.
Extend the design system to fit our purpose
As navigation patterns did not fit all more specific cases, we teamed up with the design system team to extend the DS. As we saw interest in adoption of components by other teams we actually did a several weeks collaboration to ship the patterns.
Extend the design system to fit our purpose
As navigation patterns did not fit all more specific cases, we teamed up with the design system team to extend the DS. As we saw interest in adoption of components by other teams we actually did a several weeks collaboration to ship the patterns.
We introduced an additional navigation dimension, to save and return to specific views.
Table data and Bulk actions
We focused on the Application Table View in the first milestone, as bulk management of applications promised the highest impact. Since the early stages of recruiting often involve high volumes, we expanded the filter sets and enhanced table controls to support more meaningful and efficient customization of views.
Table data and Bulk actions
We focused on the Application Table View in the first milestone, as bulk management of applications promised the highest impact. Since the early stages of recruiting often involve high volumes, we expanded the filter sets and enhanced table controls to support more meaningful and efficient customization of views.
Table data and Bulk actions
We focused on the Application Table View in the first milestone, as bulk management of applications promised the highest impact. Since the early stages of recruiting often involve high volumes, we expanded the filter sets and enhanced table controls to support more meaningful and efficient customization of views.
We shipped the application table as a first increment, including extended filter sets and a customizable table of 25 columns.
Bulk action patterns were improved in collaboration with design system.
Designing for Different Interaction Modalities
To support different workflows, we introduced two application views: Small View for quick context at a glance, and Full View for deep candidate management—ideal during interviews with all details and the interview kit in one place.
Designing for Different Interaction Modalities
To support different workflows, we introduced two application views: Small View for quick context at a glance, and Full View for deep candidate management—ideal during interviews with all details and the interview kit in one place.
Designing for Different Interaction Modalities
To support different workflows, we introduced two application views: Small View for quick context at a glance, and Full View for deep candidate management—ideal during interviews with all details and the interview kit in one place.
One of the most friction-prone workflows — screening and moving candidates into interviews — was a key focus of the redesign. We introduced tailored application previews based on the user's role (recruiter or hiring manager), making the experience more relevant and significantly reducing visual clutter.
Shipping a Complex Product with Limited Capacity
To ensure successful delivery within resource constraints, the team took a structured approach. They broke down the work into milestones for better progress tracking and engaged the team early to incorporate feedback from the start. By starting with low-risk areas, they allowed room for exploration and iteration, ensuring flexibility throughout the process. Additionally, early QA measures were implemented to maintain quality across development stages, reducing the risk of major issues later on.
Shipping a Complex Product with Limited Capacity
To ensure successful delivery within resource constraints, the team took a structured approach. They broke down the work into milestones for better progress tracking and engaged the team early to incorporate feedback from the start. By starting with low-risk areas, they allowed room for exploration and iteration, ensuring flexibility throughout the process. Additionally, early QA measures were implemented to maintain quality across development stages, reducing the risk of major issues later on.
Shipping a Complex Product with Limited Capacity
To ensure successful delivery within resource constraints, the team took a structured approach. They broke down the work into milestones for better progress tracking and engaged the team early to incorporate feedback from the start. By starting with low-risk areas, they allowed room for exploration and iteration, ensuring flexibility throughout the process. Additionally, early QA measures were implemented to maintain quality across development stages, reducing the risk of major issues later on.
40%
Efficiency increase in moving candidates through the key workflows of recruiting.
40%
Efficiency increase in moving candidates through the key workflows of recruiting.
40%
Efficiency increase in moving candidates through the key workflows of recruiting.
Measurable impact
The redesign significantly enhanced application management efficiency and user satisfaction. Recruiters now require 40% fewer clicks to manage applications, leading to a more streamlined workflow. Additionally, user perception of the product improved, with recruiters finding it more intuitive and easier to navigate. This transformation has positioned Personio’s recruiting product as a more intuitive, efficient, and scalable solution, empowering recruiters to focus on what truly matters – the candidate experience.
Measurable impact
The redesign significantly enhanced application management efficiency and user satisfaction. Recruiters now require 40% fewer clicks to manage applications, leading to a more streamlined workflow. Additionally, user perception of the product improved, with recruiters finding it more intuitive and easier to navigate. This transformation has positioned Personio’s recruiting product as a more intuitive, efficient, and scalable solution, empowering recruiters to focus on what truly matters – the candidate experience.
Measurable impact
The redesign significantly enhanced application management efficiency and user satisfaction. Recruiters now require 40% fewer clicks to manage applications, leading to a more streamlined workflow. Additionally, user perception of the product improved, with recruiters finding it more intuitive and easier to navigate. This transformation has positioned Personio’s recruiting product as a more intuitive, efficient, and scalable solution, empowering recruiters to focus on what truly matters – the candidate experience.
Personal Learnings: Managing big design efforts and stakeholder management
This project emphasized the value of structured stakeholder collaboration and breaking complexity into actionable milestones. It also deepened my skills in design storytelling, using clear narratives and prototypes to build alignment and drive adoption.
Personal Learnings: Managing big design efforts and stakeholder management
This project emphasized the value of structured stakeholder collaboration and breaking complexity into actionable milestones. It also deepened my skills in design storytelling, using clear narratives and prototypes to build alignment and drive adoption.
Personal Learnings: Managing big design efforts and stakeholder management
This project emphasized the value of structured stakeholder collaboration and breaking complexity into actionable milestones. It also deepened my skills in design storytelling, using clear narratives and prototypes to build alignment and drive adoption.
Copyright © 2025 by Robin Biechl. All rights reserved.
Copyright © 2025 by Robin Biechl. All rights reserved.
Copyright © 2025 by Robin Biechl. All rights reserved.