The 67% productivity jump for Recruiters in Malaysia

Overview

In the competitive hiring landscape of Malaysia, HR teams face the daily challenge of managing hundreds of job applications, interview updates, and follow-up messages. Delays or missed communication can lead to poor candidate experiences and lost opportunities for both employers and applicants.

One HR consulting firm based in Kuala Lumpur tackled this issue effectively using SheetWA, a simple and efficient tool that connects Google Sheets with WhatsApp. By doing so, the firm transformed its hiring communication process from manual and time-consuming to fast, personal, and organized.

The Challenge

The HR firm handled recruitment drives for various corporate clients in Malaysia. Each hiring campaign involved:

• Screening hundreds of resumes

• Scheduling interviews

• Sending updates about job openings

• Following up with shortlisted candidates

The team initially relied on manual WhatsApp messages, which caused several operational challenges:

• Hours spent copying and sending updates one by one

• Missed follow-ups due to scattered data across spreadsheets

• Difficulty keeping candidates informed promptly

• Inconsistent message tone between recruiters

Even though WhatsApp was already their preferred communication channel, the manual process limited their productivity and efficiency. The firm needed a better way to send personalized, professional messages at scale.

The Solution: Using SheetWA for HR Communication

After exploring different options, the HR team implemented SheetWA to manage all candidate communication directly through Google Sheets. The simplicity of connecting Sheets and WhatsApp allowed recruiters to save time while ensuring messages remained personalized.

How the team restructured their workflow:

1. Centralized Candidate Data

All candidate details were stored in one shared Google Sheet. Each entry included:

• Candidate Name

• Contact Number

• Job Role

• Application Status

• Interview Date

This gave the team a clear, searchable view of every candidate and their progress.

2. Sending Personalized WhatsApp Updates

With SheetWA, recruiters could send personalized WhatsApp messages in bulk using data from the sheet.

For example:
“Hi Aisha, thank you for applying for the Marketing Executive position. Your interview is scheduled for Tuesday at 10 AM. Please reply to confirm your availability.”

Each message was customized automatically, eliminating manual typing errors and ensuring every candidate received timely information.

3. Template-Based Messaging

The firm created a set of ready-to-use message templates for different stages of recruitment, such as:

• Acknowledging new applications

• Sharing interview details

• Sending follow-up reminders

• Notifying candidates about selection or rejection

This approach helped maintain consistency in communication while saving significant time for recruiters.

4. Batch Sending for Multiple Roles

For large hiring drives, recruiters used filters in Google Sheets to group candidates by job role or stage and send targeted messages instantly.

5. Simple Delivery Tracking

With SheetWA’s basic delivery feedback, recruiters could quickly check whether a message was sent successfully or if any numbers were missing or inactive. This allowed them to correct data in real time.

The Results

Within the first two months of using SheetWA, the HR firm saw measurable improvements in communication speed, candidate response, and overall workflow efficiency.

Candidates also appreciated the clear and timely updates through WhatsApp, which made the hiring process feel more engaging and transparent.

One of the recruiters shared,
“Before SheetWA, we were always behind on follow-ups. Now, I can update every shortlisted candidate within minutes. The responses are faster, and coordination has become much easier.”

The Impact

The implementation of SheetWA brought several lasting benefits for the HR firm:

• Faster communication: Candidates received instant updates about application status and interviews.

• Consistent tone: Standardized message templates ensured a professional and uniform communication style.

• Improved productivity: Recruiters managed larger candidate pools with less effort.

• Enhanced candidate experience: Timely and personal communication improved satisfaction and engagement.

The firm’s clients also noticed the improvement, reporting smoother coordination and better candidate participation rates in interviews.

Why SheetWA Worked for the HR Industry

The success of this HR firm in Malaysia reflects why SheetWA is ideal for workforce and recruitment operations:

• Works with tools HR teams already use like Google Sheets

• No technical setup or API cost

• Scales easily across multiple recruiters and roles

• Keeps communication personal yet automated

By combining personalization with speed, SheetWA helped recruiters focus on hiring quality talent rather than spending hours managing communication manually.

Key Learnings for HR and Recruitment Teams

1. WhatsApp is the most effective channel for engaging candidates quickly.

2. Personalization increases response and attendance rates significantly.

3. Automating routine updates saves valuable recruiter time.

4. Organized data in Google Sheets enhances visibility and collaboration.

Recruitment is as much about communication as it is about selection. SheetWA helped this Malaysian HR firm bridge both, creating a faster, friendlier, and more reliable process for candidates and clients alike.

The Takeaway

For HR and recruitment teams, communication delays can make or break the hiring experience. With SheetWA, teams can instantly update hundreds of candidates, send reminders, and maintain a personal connection through WhatsApp — all directly from Google Sheets.

This case from Malaysia shows that with the right tool, even small HR teams can operate with the speed and efficiency of large-scale recruitment platforms while keeping their approach simple and personal.