Is there anyone even dipping their toes into business who hasn’t heard about recruitment software? But what is recruiting software? Just because you’ve heard the term doesn’t mean you have any idea what it refers to. You may also have misconceptions about what the term means. This post will sort out everything you need to know about recruiting software at this point in your purchase decision.
What Is Recruitment Software?
Recruiting software is any software designed for hiring and recruiting efforts. This is a broad category.
Recruitment software includes:
- Social media aggregators that search social media for potential candidates, filling a powerful sourcing niche.
- Resume spiders that search the internet for resumes, also providing a powerful sourcing function.
- Candidate relationship management systems, or CRMs, that store candidate resumes and suggest them for current and future jobs.
- Applicant tracking systems, or ATSs, that optimize both the acquiring and handling of resumes.
- Interviewing software that helps you manage and conduct interviews, even video interviewing.
All recruiting software serves the purpose of automating and/or optimizing recruiting efforts. They aren’t intended to do the hiring manager’s work for them, only to help the hiring manager work more effectively by taking mindless tasks off of them and organizing their efforts.
The two most popular types of recruitment software, CRMs and ATSs do some or all of the following:
- post job openings to many job boards in an instant
- offer a careers page for candidates to apply easily online and on a mobile device
- format and upload resumes
- store resumes
- match stored candidates with jobs and the appropriate hiring manager, if there is more than one
- notify candidates that their application has been received
- reject candidates
- reach out to candidates for more information or an invitation to interview
- keep candidates informed of their status in the hiring process
- help you remember their status in the hiring process
- let anyone else you want to use the system know where a candidate is in the hiring process
CRMs and ATSs usually also provide reports and analytics to help you optimize your hiring process with metrics such as the time-to-hire and how many candidates who applied were interviewed.
Why a Business Needs Online Recruitment Software
Recruiting software serves so many beneficial functions.
It saves businesses scads of money by reducing time wasted, costs of high turnover, costs of low productivity, and direct hiring costs.
It helps businesses achieve better hires, increase productivity, and build or improve their employer brand.
It makes meeting compliance and diversity goals much easier. Automated functions mean a human brain had no chance to employ conscious or unconscious bias in different stages of the hire, and because all the information and a record of steps taken is contained in the software, there is proof that no discrimination took place.
It improves your business’ culture and helps you reach your goals. The hiring manager is swamped right now which means they are taking too long to hire and making decisions while rushed. It’s much better if they have more time to strategize, plan, and make smarter hiring choices.
It’s better for your candidates. You can attract and hold onto better talent with more efficient hiring practices. Slow hire times run candidates off. A hiring manager with more time can also devote more attention to candidate communication and better onboarding.
How to Know If Your Small Business Needs Recruiting Software
Any business needs recruitment software if it does enough hiring in a year to have to think about what they’re spending on hiring or whether their hiring efforts are effective. There’s not really any such thing as too small, unless you don’t really have to employ anyone and you just keep someone on most of the time to make your life easier.
You particularly need recruiting software if you’ve found yourself:
- frustrated by hiring
- wondering how to attract candidates
- wanting to attract better candidates
- feeling that you’re spending too much time on hiring
- spending too much money on hiring
- wasting time trying to find the application or resume of someone who applied so you can call them
- feeling that you rushed through a hiring decision because you were tired
- getting complaints from candidates about the method they must use to apply or a lack of communication
These are signs that you are wasting time, money, and mental resources on your hiring process, and that your hiring process is struggling.
It’s Not Too Expensive
- Recruiting software more than pays for itself. Between the money you save and the increased profits you gain, what money you spend on your recruiting software is just a really sound investment.
2. Recruiting software doesn’t have to cost anything. Vendors sometimes offer free online recruitment software, such as the free version of Recruiteze’s ATS. Even our paid versions are only $9.95 and $39.95. Just about any business can afford that.
It’s also possible, and recommended, to purchase recruiting software with a monthly payment plan rather than a contract so you can upgrade or downgrade and even change recruiting software as you need to.
It’s Not Too Hard to Learn
Vendors make recruiting software easier and more enjoyable to use all the time. The most difficult part, if there even is one, is the initial setup of connecting accounts.
You can ensure you get recruiting software that is easy and enjoyable for you personally to use by utilizing free trials and demos. Free trials are an excellent opportunity to learn more about recruiting software in general and to discover what it will actually be like to use an individual software option in your day-to-day operations. Demos allow you to try out the program with the aid of an expert so you don’t have to waste time winging it.
Recruiting software is actually a safer option than just keeping your hiring information on your device. The security measures you’ve taken in your business to prevent hacking are not as strong as those a reputable vendor of recruiting software would utilize. Because most small business recruiting software works via the cloud, your information is stored in a secure server offsite and backed up frequently, so you are protected from disasters that could cause devastating data loss.
How to Purchase and Use Recruiting Software
You begin by defining your hiring goals and your reasons for using recruitment software. Your primary need may be to reduce hiring times, attract and hire better candidates, or reduce turnover. Consider these goals to determine the type of recruiting software you need and the features it should have.
Select recruiting software you are interested in, try it out, purchase it, and follow the instructions for tailoring the software to your business.
Use your business’ unique culture and the goals you defined to create your initial strategy for keywords, how you write the emails the system will automatically send out, and so forth.
Run a couple of test candidates through, or pretend to be a candidate yourself, and see if the system responds as you expect it to. Since it will pick and reject candidates based on your specifications, you want to be sure you set it up correctly.
Enjoy the system for a while, and use the time you save from the system to reevaluate your strategy and improve on it.
You should create new hiring goals to:
- create job ads and a careers page that creates or complements your employer brand and helps you self-screen candidates
- send more communications to candidates during the hiring process and to make communications more informative
- create a hiring process that better suits your needs, including the number and structure of interviews
- Find even better keywords than the ones you started with
- Evaluate your strategy for selecting candidates to see if there is room for improvement. There always is!
Repeat this improvement process on a regular basis such as every six months to a year.
Also, check the recruitment software periodically, such as every six months, to ensure it is still functioning as you intended. Run some test “candidates” through to see what it does and tweak it if it isn’t matching your expectations.
You don’t want to run your recruiting software and assume it’s doing your work for you or that it is perfect. It is as perfect as you make it, and it’s just a helper to you. Yes, this requires a little setup and maintenance, but the overall time and money saved and the improvements in your business will be staggering.
Recruiting software is a broad term describing software that aids in hiring. It is beneficial to almost every single business, no matter how small. If you hire more than an employee or two a year, you need recruiting software to help you hire faster and better. Save yourself headaches, wasted time, and wasted money. Recruiting software is secure, not hard to learn, and an inexpensive, invaluable investment in your business. There really is no reason to not use online recruitment software, but you should take a little time before purchase to ensure you are getting the right one for your needs and tastes.