Applicant Tracking System or ATS as we call them help recruiters manage their workflow, collaborate with their team members and ensure a stellar candidate experience. Applicant Tracking Systems were originally designed to act as a candidate database but evolved to automate most of the recruiter’s task and help hiring managers/interviewers to make better decisions. There are a plethora of benefits of an applicant tracking system for a fast moving modern organization. But first, we need to understand different aspects of a modern recruitment process and how a good ATS can make it more efficient and transparent.
What is Recruitment Process?
Recruitment process has evolved over the years and today it’s more candidate driven. Employers need to enhance employer branding to attract top talent. There are a number of processes involved while recruiting someone but here’s an essential checklist of processes that one has to excel.
- Sourcing: Once an opportunity is open in a company it’s a recruiter’s’ job to source candidates for the position. Sourcing can be either inbound or outbound. A good employer brand and candidate experience increases the share of inbound candidates and decreases the cost of hire. Outbound also plays a critical role and recruiters typically reach out to candidates on Linkedin, email, phone etc to get their attention. This process is very similar to how sales team execute outbound sales.
- Review: Your team’s’ time is really valuable! Not all the candidates sourced can be called for further process. It’s generally the recruiters or hiring manager’s job to review the candidate to see if they are a good fit for further process.
- Screening: Candidates who cross the review the stage are then further screened with a series of tests and/or interviews. Different skills and qualifications relevant to the job are gauged during this process. It’s typically a recruiter’s job to coordinate with both the candidate and team for relevant steps.
Apart from the processes mentioned above, there are many other day to day activities which need to be done to hire a candidate.
How do most SMBs manage recruitment?
Less than 20% of SMBs today manage their recruitment through ATS as compared to 90% of Fortune 500 companies. Most of the SMBs which don’t use an ATS manage the recruitment process using spreadsheets and email which works fine till you are hiring actively for 1-2 positions at a time and are just getting started with recruitment. However, as you move ahead with the recruitment process it becomes more of a pain than assistance. These are the major things that will drag your recruitment process to be slow and tedious.
- Inefficient outbound sourcing: Every time you reach out to a candidate on Linkedin or over email, you need to keep track of all the conversations and all of them to the excel sheet manually (if you use one). The team has no visibility over the communication. The broken process results in great candidates leaking out of the funnel at different stages.
- Involvement of IT team for building/maintaining Career site: Data suggests inbound candidates primarily come from your Careers page. When you are handling recruitment using sheets or email it’s become really difficult to create and maintain an active Careers page. You always need to go to your IT team who are already busy with completing their product milestones and backlog and this task takes a back seat. This results in an ill-maintained careers page and less inbound candidates.
- No candidate database: All the information about a candidate, right from their resumes and files to the interview feedback given by interviewers sits in different mail threads and all over the place. There is no way you can store all this information.
- Difficult to collaborate: Collaboration is really important when it comes to reviewing and screening an application. It’s a recruiter’s job to communicate with each party involved and a lot of time is wasted on sending profiles, scheduling interviews, adding notes/feedback, sending response to candidates, all of which makes it really difficult to collaborate.
- Bad employer branding: It’s really easy to miss out on a candidate or have a bad candidate experience when there’s no centralized platform to store data, collaborate and take action. This generally leads to bad employer branding and ultimately decreases the number of sourced candidates per job.
What are are the benefits of an applicant tracking system for an SMB?
As per Bersin by Deloitte the cost per hire and time take to fill an open position is constantly increasing. The recruitment market is more competitive and top employers are competing for great candidates.
In this competitive landscape applicant tracking systems help employers by managing their workflow and ultimately decreasing the cost and time per hire. Most importantly, a modern ATS would allow you to minimise hiring mistakes. A bad hire is always a mammoth time, money and effort cost on your organisation. An ATS streamlines your hiring process and depending on the vendor and can do some of the following things:
- Ease of use: An ATS enables collaboration between the recruitment team, hiring manager, interviewers and other relevant stakeholders. It seems intuitive for you as a recruiter to go to the system every time you need to get work done. However, for hiring managers and interviewers it’s just another platform. An ATS should be so easy to use that the entire team can collaborate in an easy way. Integration with email, job portals etc makes it possible. It brings your entire team on one page.
- DIY Careers page: ATS allows you to create a beautiful functional career page without any help from your IT team. A beautiful career page enhances employer branding and increases inbound candidates.
- Structured interview process: An ATS allows you to bring structure into your recruitment process. An ideal ATS should adapt to your recruitment process and not vice versa. What’s good for a Fortune 500 company might not be good for you! It also automates the flow at various stages and reminds you of pending tasks. All of which enhances candidates experience.
- Manage candidates: An ATS not only acts as a resume database but also parses it to make candidate profile searchable and actionable. You can email a candidate, add notes, share the profile, move them across stages, see the progress, add role-based access and much more.
- Amazing Support: ATS is only helpful if used properly. Your ATS should provide you with 24X7 support no matter how much you pay. There should always be a partner relationship where the ATS should work with you to make your recruitment process more efficient.
- Compliance friendly: Any company with more than 15+ member in the US needs to be an Equal Employment Opportunity Employer, ATS automatically captures the data and creates a report for you. For EU proper data regulations are followed. All data is safe and secure when using an ATS.
- Advanced analytics and reporting: Actionable data is crucial to increase the efficiency of your hiring process and decrease the time and cost per hire. With exhaustive analytics and reporting, ATS helps you get that.
Having worked in SMBs for a very long time we understand the challenges when it comes to managing the recruitment process which is one of the primary reasons we built Recruiterflow. Recruiterflow adapts to your recruitment process and offers a seamless experience to your entire team. It’s not easy to shift from your existing spreadsheet or ATS to a new one, that’s why we offer free assistance in migration and a trial window where you can look at the product and see how it will enhance your recruitment experience.
Use Recruiterflow to source candidates with super personalized drip email campaigns that convert 2.3X better.
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