How do you maintain high quality while keeping administration under control when you sometimes conduct as many as seven interviews in a single day? For Maxine Theeboom at Vivaldis, the solution turned out to be closer than expected: an AI transcription tool built specifically for recruitment. “After an interview, I can share a report with the regional manager within two minutes. That’s what makes In2Dialog a tool I really couldn’t work without anymore.” In this article, you’ll read how Maxine speeds up her workday and continuously improves the quality of her interviews.

‘Work is what you make of it’

That’s the slogan of the Belgian staffing organisation Vivaldis. Founded 35 years ago, the company has grown into an organisation with more than 80 offices across Flanders and Wallonia and is now recognised as one of the top 1% employers in the country. One of the foundations of that success is their ‘this makes me happy’ approach, which focuses on candidates with real ‘goesting’, as they call it – genuine motivation and drive.

Recruiter Maxine Theeboom is responsible for hiring new colleagues at Vivaldis: “Our HR team consists of seven people, two of whom focus on internal recruitment. My colleague and I typically manage around 22 open vacancies and speak to a lot of candidates. Some days, I easily have seven interviews!”

Many interviews, lots of admin? Not anymore

With so many interviews in a single day, it’s only natural that processing starts to lag behind and that details occasionally get lost. About six months ago, Maxine already found herself saying: “Wouldn’t it be handy to have a transcription tool? Not only because of the time-consuming admin afterwards, but also to make sure you don’t miss or forget anything. With the number of interviews we do every day, a tool like that really isn’t a luxury.”

At the time, she wasn’t yet aware that good software for recording and transcribing interviews already existed. That changed during a training course where various AI tools were discussed. “When In2Dialog was mentioned as an AI notetaker for recruitment, I immediately requested a demo. The added value was clear right away. Now I use it daily, especially for first interviews with candidates. After a conversation, I can send a report to the regional manager within two minutes. That’s why In2Dialog has become a tool I don’t want to miss anymore,” says Maxine.

What sets In2Dialog apart from generic transcription tools

“I really enjoy working with In2Dialog because it’s specifically built for recruiters. There are plenty of transcription tools out there, but most of them only generate generic meeting notes. With In2Dialog – with help from Robin, Customer Success Manager at In2Dialog – we were able to create our own reporting template. That way, the report contains exactly the information that matters to us. I no longer need to edit reports afterwards, which saves me a lot of time,” Maxine explains.

In addition, the analysis and feedback features in In2Dialog are particularly valuable to her. “Every week I review my conversation analyses and based on those insights I’ve already adjusted my approach in several ways. I now ask more open-ended questions and pay closer attention to how much time the candidate is speaking. I also use the analysis to better understand an interview afterwards, for example if it didn’t flow as smoothly as usual. That continuous feedback helps me improve my interviews week after week,” says Maxine.

Already essential

Maxine has only been using In2Dialog for six months, but she already can’t imagine working without it. “Thanks to In2Dialog’s AI notetaker, I can fully focus on connecting with the candidate during interviews, without worrying about missing anything. That really improves the quality of the conversation. On top of that, it saves me so much time. After a full day with sometimes seven interviews, I can send all reports to the regional managers in no time and start the next day without any backlog. You get used to that very quickly!”

AI in recruitment: what actually works

Maxine’s advice when it comes to introducing AI into recruitment processes: “AI started as a real hype, which made many people feel they had to do something with it immediately or risk falling behind. At Vivaldis, we’ve learned that it’s better to properly implement a small number of tools than to create a scattered landscape of AI software.”

Looking ahead, Maxine hopes innovative and efficient technology will help her increase the pace of her workday even further. “If AI can take away manual tasks, that means I can switch faster and I actually enjoy that. At the same time, personal contact has to remain. You need to have seen each other, online or in person, to really know whether it feels right. The role of recruiters is definitely changing, but I don’t think our jobs are disappearing,” she says.

What’s next in the collaboration between Vivaldis and In2Dialog? Maxine already has clear ideas. “I’m currently in touch with the In2Dialog team to explore how the software can identify personality traits based on the interview and compare them with our organisational culture to determine cultural fit. I think that would be a really valuable addition.”

Would you also like to spend less time on interview reports, improve your interview skills and focus more on the candidate? We’d be happy to show you how the #1 notetaker for recruitment works during a demo.