Hiring for a small company or organization is somewhat different than for a large organization. Large organizations have a luxurious budget completely set aside for recruitment activities such as outsourced headhunters, professional internal recruiters, and more. There is no such thing in a small company. In fact, the person responsible for hiring may have other roles and responsibilities as well. This makes it even more difficult to prioritize recruitment. This is where an ATS or small company applicant tracking system can be extremely helpful. The main aim of any ATS software is to attract, engage, screen, and manage the candidates easily.
No two ATSs are the same! They may differ in features, price, ease of operation, etc. The one thing they have in common is their ability to automate, organize, and process applications at lightning fast speed. This ultimately saves time, money, and human effort.
There are few things any small organization needs to consider pre, during, and post installation process of ATS so as to avoid failure in the future.
Let’s first look at the things which you need to take care in the pre-installation period.
1. Determine Your Budget
It is very important for a small organization to define its budget and evaluate how much the company has already spent on the hiring process and how much more room is there for an additional ATS cost. They also need to understand if any cost-cutting is required from other elements to free up the money?
This is essential if the company is on a tight budget as the organization will spend only on the features which are actually needed and will help to avoid overspending on unnecessary features.
2. Consider Choosing a Customizable ATS
There are so many options with small business applicant tracking systems to lure the buyer. Most of the ATS buyers get attracted to the additional bells and whistles over the actual features. Luckily, there are many different kinds of small company applicant tracking system software available that allow the user to purchase only those parts or features of the software they actually needed. Another benefit of choosing a customizable applicant tracker is that the software can be scaled and customized to meet the requirements and demands of each company, making it perfectly aligned with the growing business needs.
It’s the responsibility of the HR manager to evaluate and choose which HR functions/processes require automation and which don’t. Rather than beginning with which processes don’t require automation, prioritize the things to reach the desired business outcome. Perform a backward evaluation and try to strike a balance between human interaction and automated solutions.
3. A Web-Based System or a Desktop App
The difference is clear from the terms itself. Web-based ATS run on cloud and can be accessed anytime, anywhere, and from any device. The desktop-based applicant tracking system requires downloading software and installing it over the available resources. Here the ATS can be accessed only locally. The choice depends on the company’s work environment, the amount of traveling employees do, and the access mode and must, therefore, be made wisely.
4. Any Prior Commitments or Subscription Options
There are many vendors in the market that offer monthly subscriptions while some of them offer long-term contracts. Many providers offer free demos as well as trials which is a great option to determine the perfect fit for a small business.
It is very important to understand what exactly is to be looked at while selecting a small company applicant tracking system. The main job of any ATS is to offer automatic job posting, resume uploading, tracking candidate progress, interview scheduling, resume collection from emails, SMS/email alerts, etc. Some additional tools which may be essential for remarkable recruitment are reporting and analytics, social connectivity with sites such as Facebook, Twitter and LinkedIn, collaborative hiring, and more.
Some tips to consider during the installation process.
1. Get the Staff or Some Members Trained
Being a small organization, it is very important to save time and money on every possible endeavor. If the ATS installed is complicated and hard to pick, then the organization has to spend a lot of money on getting the employee or employees trained on it.
Almost all the ATS providers offer tutorials and incredible customer support, but small organizations should take into account how tech-savvy they themselves are before making a final decision.
It is essential that the ATS for your small business integrates well with the existing system and blends well with the HR software already installed in the organization. Integration with mobile applications, the company’s career page and social recruiting tools is a pre-requisite. ATS should offer a single platform for every internal and external communication, including job postings, and offer a seamless transition with outstanding flexibility to carry out the company’s daily operations.
3. User Friendliness
Ideally, the ATS should fit every individual even if that person has a non-technical background. The interface should be fully user-friendly and make it easy to identify different features and get things done.
Every software requires additional training but it should be short and precise. Most of the ATS providers offer a free trial period, indeed it’s the best way to explore the software and its ability to meet the company’s requirements and become familiar with its various features.
Even if the software is fully user-friendly, companies do require external help from time to time. If the support is delayed or the response time is poor, it may hamper the company’s recruitment process. Increased time to hire is a bad indicator of the company’s brand image and will hinder the fulfillment of the company goals and objectives. Whether it’s an induction program or a troubleshooting issue, it is very important that support should be provided in a timely and effective fashion.
It’s a wise choice to choose the latest cloud-based ATS software. The SAAS version of ATS will help the small companies to avoid spending hefty sums on IT infrastructure, support and maintenance. The cloud or web-based ATS software can be accessed remotely using a tablet, laptop, or smartphone that helps the recruiters to work on the go.
Tips to avoid failure post-installation processes
1. Update the Software Regularly
If the ATS is web-based, all the updates are applied automatically if the “automatic updates” option has been turned on. With each passing day, there are a lot of technical enhancements taking place and it is very important to stay updated. The updated software will help to
- Keep cyber hackers and criminals at bay
- Secure the company’s documents and files
- Stay protected from viruses, malware, and Trojans.
- Enjoy all the latest features.
2. Server Is Secure
A small company should know where all the documents and resumes or other files are being stored on the server. All the server details including IP and location should be known. Storing the data over cloud ensures data protection even in case of natural calamities.
3. Properly Authenticated
The ATS should be properly authenticated using a multi-factor authentication system. If the software is not authenticated then the system is at the risk of compromise and could be a victim of data breach or hack which may result in loss of all the data. Apart from the loss of data, there is an increased risk of misuse of data which could damage the company’s brand image.
4. All Success Metrics Should Be Defined
It is essential that all the key performance metrics are well defined. These should either be defined by the vendor or the hiring manager. This ensures that all the team members have got clear pointers to work upon. If these metrics are not defined as functional milestones, they may negatively affect the recruitment process.
5. Technology vs. Utilization
After implementing recruitment software, it is essential to use it to its maximum capacity. Make sure that all the existing HR requirements are accurately mapped and embedded in the applicant tracking system or the recruitment software. Customized solutions may require some expenditure upfront but considering the long-term benefits, it is worth the investment.
6. Ascertain That Integration Testing Is an Ongoing Process
Make sure that all the activities are logged properly in a .txt file. If the software does not support logging, make sure that this feature is incorporated. This helps immensely when the system crashes (or other issues) and helps provides quick fixes for errors and troubleshooting. A little negligence pertaining to any error will result in system failure or fatal errors in the live environment which ultimately is a bad sign for the company and the clients.
A robust ATS is the backbone of any organization’s HR team. A little awareness will help in avoiding failures and fatal errors in an applicant tracking system for small businesses and agencies.
Best Small Company Applicant Tracking System
Using the right online recruiting software for your business can save you lots of time and money! Thankfully, Recruiteze is here to help you!
Recruiteze is our free small company applicant tracking system that allows candidates to easily apply to be added to your database immediately. End-users can access candidate resumes online and make changes quickly. This is only the beginning and our cloud-based recruiting systems offer so much more. Give Recruiteze a try and start hiring smarter!