An effective email requires thought and strategic planning, but recruiters are too busy to give emails that much thought, right? Wrong. Taking a tiny bit more time to perfect your email strategy will save you tons of time and headaches. Let’s take a closer look. When you need a candidate management system you can trust, try Recruiteze! Click here for a free trial.
Perfecting Recruitment Emails and How Recruiteze Can Help
Don’t Send Mass Generic Emails
Generic emails will run many candidates, particularly the most coveted ones, screaming into the hills, as far away from you as they can get. This sounds ridiculously extreme, but if you ask them, I’m willing to bet they’d all say it represented their feelings well.
- Candidates receive loads of generic recruitment emails, from various recruiters, and… from you. Most recruiters blindly send so many generic emails that they don’t even realize or care that they sent the same irrelevant job ad to the same candidate multiple times. This bores the candidate, and takes up their time and inbox space where they could be seeing much more novel and useful things. The rarer and more coveted the candidate, the more of these generic emails they get and the more they resent them.
- It insults them. You proved to them that you don’t respect their time and don’t care to show them an ad that matters to them. Candidates report receiving emails that don’t match their skills, are for jobs they’ve already turned down, or disregard communications they’ve sent to the recruiter.
Use an applicant tracking system like Recruiteze to help you automate your resume handling tasks and merge them with your email campaigns for higher efficiency. Also, make sure to pay attention to what candidates say to you to avoid continually steamrolling right over them like many recruiters do.
Here’s an excerpt from one of our previous posts, What Job Candidates Wish Recruiters Knew:
An anonymous person submitted a complaint with the following quote to Ripoff Report about Expert Executive Recruiters:
“What she sent were three jobs about as far away from the job I am looking for. I responded and asked why she sent those to me, and reiterated what it was I was looking for and could she please get back in touch with me. Two days after that I got the same cookie cutter e-mail with the same three jobs.”
It’s a good idea to have a purpose for every email. Don’t just willy nilly send out emails with job ads to every candidate in your list. Send prepping emails to get a candidate interested in you before you even have a job ad for them, share some job ad emails, have some follow up emails, and use notification emails to keep them up-to-date.
Tailor Email to the Candidate
Take the time to make the email appealing to your target candidates. Get to know what they want, as a group to start with, and when you start networking with them, as individuals. If you want them to invest in the job, then it’s best for you to invest a little in them. With our candidate management system, you can custom tailor your emails. Look at these tips.
Tips for tailoring emails to your target candidate:
- Create a plan for marketing to your target candidate, including what they’re looking for and how to speak to them.
- Make your subject line something motivating, preferably that has to do with your primary benefit to your target audience.
- Get as detailed or as brief as you think your target audience needs.
- Include the benefits they’ll appreciate most.
- Consider not prioritizing the money, particularly for millennial candidates.
- Make sure to pay attention to individual candidate’s requests, skills, and needs.
Use Sales Techniques
Recruiting shares a lot of similarities with sales because you must sell clients and candidates on something. Consider applying sales techniques to your emailing strategy.
Solution selling is the practice of selling someone on a product, service, or a job by presenting it as the solution to a problem.
Consultative selling occurs when you offer yourself as a consultant, someone trying to inform or aid the candidate. You would get to know the candidates, provide useful information to them, and advise them, leading to the selling of a product, service, or job.
And here’s a description of other selling techniques from our previous post, Recruitment Sales Techniques You Need to Know:
“Media Square Recruitment suggests that you make sure to explain the advantages and benefits of the job you’re selling. You may think these points are self-explanatory after you have given them the features, but going over them eliminates room for doubt and creates a more powerful draw. You should also make sure you tailor the way you describe the benefits and advantages to the candidate. This is part of the FAB sale technique they describe in detail on the page linked to above.
The AIDA sales technique they also outline helps you strategize the ability to entice another person, in this case, the candidate. You want to focus on attracting their attention in the first 30 seconds, then keep their interest, stoke their desire for the job, and then provide an action. This might be the next interview, an opportunity to meet the hiring manager, or a tour of the building.
SPIN is like the Consultative sale technique, but it provides a step-by-step process to address the candidate’s problems. You begin by asking questions about the candidate’s current situation, then expand to discuss the problems caused by this situation. You would go on to bring to light the implications of these problems, making the candidate more motivated to change and providing a framework to build solutions on. Then, you would inspire the candidate to discuss how the features and benefits of the job would improve the situation, so they will convince themselves.”
You might determine that different jobs with different target candidates may be served best by varying sales techniques. In this case, you might devise multiple email strategies and use your applicant tracking system to help you automate all these emails and keep track of which candidates to approach with which sales technique.
If a candidate offers you information on how best to match them with a job, don’t waste it. Tweak your tactics to allow you to collect and respond to communications with candidates in an effective manner.
With Recruiteze, the market’s top candidate management system, you can quickly and easily make notes on each candidate right in your candidate management system. This keeps your list for emailing and your notes on the candidate in one place so keeping tracking of who to say what to is easy.
As mentioned above, you should create a strategy of writing different kinds of emails to candidates with goals for each one, a sort of funnel like marketers talk about with sales funnels. This will accomplish two things, it will make each email more impactful and it will help you define an efficient plan for yourself rather than throwing emails out there and waiting for a catch.
Rejection letters keep candidates from writing to you with questions, and when you include an explanation for the rejection they get a chance to learn from it and improve themselves, meaning you might not have a candidate to fill this job position this time, but that same candidate may be ready next time and you’ll already have them in your candidate management system, saving you sourcing time.
No one likes to write rejection letters, but these tips should make it easier:
- Automate it by having several rejection letters ready for different situations.
- Change just the explanation portion, if the situation demands that it be more personal.
- Send briefer or more personal rejections depending on the stage in the process in which you reject the candidate.
- Tell them honestly why they weren’t hired, but save yourself time and frustration and save the candidate’s feelings by not going into too much detail with it.
Automate with ATS Emails Functions
You can automate many of your email functions to save time with our candidate management system. Work smarter, not harder, they say. The fewer needless tasks you do, the more time you have to plan more efficient and effective measures elsewhere.
With email templates in Recruiteze, you can create reusable emails for different tasks. Many emails can be sent out to a larger number of candidates, and be used for different jobs.
For instance, you might:
- Notify all candidates of a certain type in your candidate management system of a job opening.
- Have an email you send to all candidates you reject right away because their skills don’t match or there are no more openings.
- Notify all the applicants you are considering what to expect next.
Automating emails like these won’t negatively impact candidates, but it will save you time writing individual emails and sending them out manually.
Applicant tracking systems like Recruiteze help recruiters make the most efficient use of their time, so they can manage their time for the maximum benefit for everyone involved. Clients receive better candidates, candidates get placed in better roles, and everyone has more money, including the recruiter.
Try Our Free Candidate Management System Today!
Recruiteze is the most powerful candidate management system for small business hiring needs. This free online recruitment system allows your candidates to easily apply to open positions, get added to your database, communicate with you, and more. As an end-user, you’ll be able to also access resumes online, make changes quickly, have access to unlimited job postings, and more. Recruiting based on client needs has never been easier with your included custom job board. It allows candidates and customers easy access to information and creates a level of professionalism expected in today’s marketplace.
Already using a free candidate management system? iReformat is the perfect addition. iReformat allows you to format resumes quickly and easily for free! If you have any questions about our applicant tracking systems or are interested in our enterprise package that offers unlimited access to all our services, call or click to connect!