In any organization, recruitment is one of the most important responsibilities of the HR department. There are multiple recruitment teams that handle the entire recruitment process from identifying the requirement to bringing the most appropriate and productive candidate on board. However, with changing times and technological advancement, recruitment processes have now been digitized and automated by the use of recruiting software.
There is no doubt that recruitment has become more difficult and costlier than ever. Consultancies or staffing agencies face plenty of challenges when it comes to opting for a recruitment solution since their business requirements are different than that of a corporate. Although there are a lot of options available, not every recruitment software is ideal for the execution of intricate functions like client data management and invoice creation. Hence, a lot of research and planning is imperative to narrow down on the best recruitment software for agencies.
Job search and recruitment are no longer the way they used to be. With the world trying to keep pace with the changing times and rapidly progressing technology, a recruiting company now needs to depend on more than just databases. Recruitment related studies have shown that filling a vacant job position takes about 1.5 months on an average, with small businesses spending around $1,872 to complete this process. Therefore, application tracking or recruitment software has now become the most helpful tool for recruiters to reduce their hiring costs and improve quality of hire.
As a recruiter, recruitment software is a must today to ensure you never miss the right talent. There is no doubt that recruitment is a time and labor intensive process which requires a lot of manual efforts and constant collaboration between different stakeholders. There are a number of tasks involved. A heap of resumes are received for every vacancy, from which the right CVs are to be shortlisted. The shortlisted applicants then need to be interviewed, sorted and ranked as per their eligibility. Decisions are to be done based on multiple data points which are mostly scattered across the process. Then, one also has to keep a track of the generated offer letters and candidate responses. Thus, considering the complexities involved, every organization today, however big or small, should invest in stellar recruitment software.
Technology and HR are now inseparable. It is an indispensable part of a typical working day of a 21st century HR professional. Those reading this article are probably already using some kind of HR software to ease their day to day tasks. But there are so many types of HR tools out there in the market right now that it sometimes becoming confusing to identify the tool that will serve the intended purpose in the most efficient manner. Therefore, this post will try to demystify the various types of HR software that are presently being developed and marketed by various vendors along with their specific purpose.
The success of an enterprise depends heavily on its workforce. This is precisely why CEOs around the world are now concerned about hiring quality talent more than ever before. To overcome this challenge of talent shortage, there is a need to speed up and simplify the recruitment process. Recruitment automation tools have the capability to replicate the entire manual recruitment process digitally, saving lot of time, energy and resources while improving employer brand.
- What is Recruiting Automation?
- The Recruitment Software Market
- Benefits of Automating Recruitment
- Recruitment Automation Trends in 2019
What is Recruiting Automation?
Recruiting automation tools/software automates the manual processes of sourcing, shortlisting, pipelining and selecting qualified candidates for a role. These tools streamline the entire candidate search through API integrations with various job boards, allow posting jobs to different platforms simultaneously, and are equipped with intelligent CV screening and shortlisting algorithms. Recruiting automation is a powerful evolution from the traditional pen and paper model of hiring.
The Recruitment Software Market
According to research by ResearchMoz, the global recruitment software market is growing rapidly and will reach $2.7B by 2022. The research has confirmed in its findings the growing demand of SaaS-based recruitment software that will not make the recruitment process more efficient but also allow recruiters to access data and services from remote locations, anytime, eliminating the need for any on-premise server and software installation. These on-cloud recruitment software also offer other benefits such as quicker implementation, reduced costs and better ROI.
Benefits of Automating Recruitment
- Recruiting automation will enable quick sourcing of candidates
- Automation in recruiting can help improve productivity and ROI
- Recruiting automation improves the Candidate experience
Just like the sales and marketing industry has experienced huge performance benefits after adopting software-enabled automation, recruitment industry will also experience better results once they understand the full potential and benefits of automating recruitment process. While in some quarters there are some reservations regarding AI and robots replacing humans, it’s essential to understand recruiting automation in the right context. Automation is supposed to give recruiters relief from endless hours of manual screening of candidate CVs, and maintaining large spreadsheets of recruitment activities amongst others. It will never ever replace recruiters. On the contrary recruitment automation will give recruiters more time to be innovative, creative and strategic.
Recruiting automation will enable quick sourcing of candidates
Writing effective job descriptions and posting them on different channels repeatedly can be incredibly time consuming and frustrating at times. However, with automation tools with machine learning can now go through different job descriptions you have posted previously, analyze and predict how your new JD will perform. You can implement the suggestions to maximize the number of applicants. The job description can be posted on different platforms in a single click. What more, all the responses coming in can be prescreened by machine learning algorithms to sort the best candidates for a particular job opening. These ML algorithms learn from recruiter behavior and can provide “profile suggestions” the next time when a similar role is open for hiring in the organization by scanning through the database of CVs.
Also Read: The Importance of Sourcing in Recruitment
Automation in recruiting can help improve productivity and ROI
Tracking candidate data, maintaining record of recruitment activities and analyzing recruitment performance is a highly important part of recruitment process. However, it is also the most hated and time consuming part of a recruiter’s job and understandably so. No one likes filling up complicated spreadsheets and forms and using complex formulas to analyze performance. Automation tools that are equipped with robust data tracking and analytics not only give recruiters the business intelligence to identify bottlenecks and improve the ROI of the overall recruitment process, but also automatically provide a number of reports that give an instant primer on their productivity and help improve it.
Recruiting automation improves the Candidate experience
AI tools like chatbots can integrate with your recruiting software and provide an instant messaging experience between recruiters and candidates. While earlier candidates had to wait for recruiters to send their application status updates, recruiting software now sends automated mailers to candidates whenever there is an action on their application. This gives applicants a clear picture of their candidature, eliminating any confusion and allowing them to pursue other options simultaneously. Offer letter acceptance and document collection is also an online process now that can be completed with few mouse clicks, thereby making a complex process extremely simple for the candidates also, eliminating any need of carrying a stack of document on the joining date.
Also Read: Chatbots In Recruitment: How Do They Help?
Recruitment Automation Trends in 2019
According to Entelo survey of hundreds of TA professionals, 75% of recruiters commit to use of technology in their hiring process in 2019, saying it will play an important role. As passive recruitment becomes the most important source of “high-quality” candidates, majority of recruiters are now turning to automation tools to build a talent pipeline or a personal CV database through sourcing. Also, while 78% of recruiters believe that data intelligence would make them more successful at their job in 2019, 71% recruiters agree that intelligent tools are required to process data for them. Over 39% of recruiters believe candidate sourcing is the key area where recruiting automation is most useful followed by shortlisting and interview scheduling. However, the overarching theme of the research is the irrefutable ability of recruiting automation to increase productivity as over 80% of recruiters agree on this. This is why 22% of TA teams will increase their budget for recruiting automation technologies.
Automation is a buzzword in the recruitment industry. While we witnessed the first automation technology making its mark in HR in mid 1990s, it wasn’t until last 5 years that applicant tracking system became an absolute necessity for HR professionals and there were good reasons for that. HR Technology has come up in a big way in the last few years. While large enterprises have been quick to adapt, there are still several small and medium businesses that are stuck with the traditional ways of hiring, thus losing out on top talent and hours of productivity with every passing day. There are umpteen benefits of using an Applicant Tracking System. We have listed here the top 10.
The case for using applicant tracking systems in recruitment is becoming stronger as business heads now acknowledge the role of next generation HR technology in improving HR productivity and efficiency. The C-Suite executives now understand that talent is their biggest asset. This is precisely why, whether it is an enterprise or a startup, every business is looking to expand their HR capabilities so as to improve the talent quality and hiring process (Also Read: Top 10 Benefits of Using an Applicant Tracking System). Even if you are one of those early adopters who were already using an applicant tracking system in your organization, it is essential to keep looking for signs that you are actually getting the maximum bang for your buck.
Using a legacy technology is as good as using no technology at all. Here are some indicators that tell you may be using an outdated Applicant Tracking System and there is a need to change your ATS:
- Change your ATS if it lacks a Configurable Hiring Workflow
- Switch your ATS in the absence of ATS Integration
- Replace your ATS in case of no improvement in Time to hire
- Upgrade your ATS in case of no improvement in Candidate Experience
- Lack of Social Media Integration is a sign your ATS is outdated
Change your ATS if it lacks a Configurable Hiring Workflow
Every business has its own hiring process and modalities. There are certain norms and practices that apply very well to a manufacturing business but may not hold true for an IT company. The Applicant Tracking Software you are using must take into account the nature of your business, the scale of your business and allow you to setup a hiring workflow accordingly. If the ATS doesn’t have such configurability, it is time to look for a better option.
Using your ATS, you should be able to replicate each step of your hiring process, whether it’s calling a candidate for an interview, sending out reminders, scheduling interviews, generating offers or onboarding. Also, when a business scales and grows into various departments or separate entities, its hiring process also evolves and becomes complex. Your ATS should be robust enough to handle the new, complex hiring flow. In short, the applicant tracking system you chose should completely satisfy the unique needs of your company’s hiring workflow.
Switch your ATS in the absence of ATS Integration
Whenever there is talk of B2B software, especially enterprise software like ATS, integration is a major concern. Integration becomes tricky with Applicant Tracking Systems as most large organizations use their legacy HRMS or Candidate Management Systems, which they are heavily reliant on for managing a lot of HR tasks. Replacing their HRMS to accommodate a new ATS or vice versa doesn’t make sense most of the time and therefore, ATS integrations become a key concern in such scenarios.
Make sure your ATS vendor offers integration with third-party solutions, so that talent acquisition professionals can leverage the power of latest tools and technologies without compromising on their choice. These technologies could be anything, from data analytics & business intelligence tools to chatbots, third party search, email and others. This integration should take place seamlessly on the back-end, without affecting user experience, where user can be either the recruiter himself or a job seeker.
(Also Read: What to look for in an Applicant Tracking System)
Replace your ATS in case of no improvement in Time to hire
Deploying an ATS is largely dependent on the benefits that every ATS vendor promises. Reduced hiring time is one of such advantages that an ATS user should ideally experience over a non-ATS user. The ATS is supposed to have functionalities, such as a search and parse algorithm, automated workflow, instant communication or collaboration between different stakeholders, that enables recruiters to take more effective and timely hiring decisions.
This can only happen when your ATS not only allows sourcing the best matches for a role but also supports end to end hiring. In effect that means, the Applicant Tracking Software must act as your end to end recruitment software. Time to hire is an important recruitment metric that indicates the effectiveness of the ATS in use. Ideally, the ATS should be telling you the time spent in filling a position after it is posted. This would help you compare and gauge the effectiveness of your Applicant Tracking Software.
Upgrade your ATS in case of no improvement in Candidate Experience
A report from Software Advice says that 26% of recruiters believe using ATS has a positive impact on the candidate experience (Also Read: How to Measure Candidate Experience?). Using the right ATS can go a long way in improving the candidate experience. Good candidate experience comes from simplicity and intuitiveness. A good ATS should be invisible to its users. The last thing you want is to use an ATS which may count high on features but has an overtly complicated and long hiring workflow. If your ATS is making the job application process lengthier for the candidate than it should be, it’s time to change it in favor of simpler, easy-to-use software.
Lack of Social Media Integration is a sign your ATS is outdated
If you are still stuck with an ATS that doesn’t have built in support for social media for sourcing profiles, it’s time to change it. The new age applicant tracking systems allow posting jobs on various social media channels in order to reach a previously untapped mine of talent. In addition to social media posting, social media sign in is another important feature where candidates do not have to create a new profile from scratch while registering for an account.
The ATS can pull profile details from the social media page of the candidate. Allowing employees to easily share the job posted on employee referral site to their own social media account through the click of a button will expand the company’s pool of resumes and help them tap into a greater talent pool. Thus, lack of social media integration in your ATS is no longer acceptable in the current age.
The role of Applicant Tracking Systems is vital in evolving hiring processes across departments and organizations. However, first it is important to bank your money on the right piece of software in order to maximize your gains and return of investment.
HR is going digital and the recruiters are taking full advantage of the technology at hand for maximizing their productivity and effectiveness. The existing breed of recruitment technology is advanced enough to take on any challenge and hurdle arising in your hiring process. However, since every HR technology vendor out there claims to have the best recruitment software, you should be aware of different aspects that will help you in choosing the right recruitment software for your needs.
However, before we even go deeper into making selection of recruitment software, let’s look at its functioning, benefits and features.
How Recruitment Software Works?
Ideal recruitment software should be a one stop sourcing and hiring solution. It should be the one place and the only place that recruiters should have to go to either post a job, view the applications received for a job, find the best matching profiles for the job without having to go through each profile, schedule the candidate’s interview and come up with a subsequent offer. While it might seem too good to be true, there are recruitment software in the market, which currently not only offer the above explained functionalities but are backed by latest machine algorithms, artificial intelligence and a cloud based database. Such recruitment software use semantic search and Natural language processing to match the recruiter query with the resume content and return the best match for an open vacancy.
There are mainly six components to an enterprise level recruiting software:
- A Centralized job posting platform that is integrated with company careers website, different social media platforms like LinkedIn and other job boards so that the recruiter doesn’t have to post the same job separately.
- Talent Sourcing: A Cloud based CV Database which is used for sourcing CVs from candidates, vendors and from various social media channels like LinkedIn.
- Resume Parser: A CV Parser that analyses the CVs, identifies the various elements, extracts the data and classifies it in different sections such as Skills, Location, Experience, Salary and others.
- Applicant Management: A resume screener that quickly goes through thousands of CV and returns the best match for any required skill and experience
- Analytics: A reporting and analytics module that maintains the record of various recruiter activities and other statistics related to candidates, and hiring
- Post-Hire Management: Candidate onboarding, performance management and employee retention is handled by this module
Recruitment Software Benefits
There is not an iota of doubt in the immense advantages that recruitment software brings to the table. Here are the top 5 benefits that you can expect:
- Benefits of recruitment software in recruitment efficiency
- Benefits of recruitment management software in quality of hire
- Advantages of recruitment software in employer branding
- Recruiting software benefit in talent acquisition
Benefits of recruitment software in recruitment efficiency
Any technology, however small, invariably ends up improving the productivity and efficiency of the process where it is applied. Recruitment software, through automation, increases recruiting efficiency.
Benefits of recruitment management software in quality of hire
Companies using recruiting software are able to improve the quality of talent they hire. This is because, like humans, machines does not discriminate, is not biased, and does not suffer from any fatigue, hence performs no errors. Besides, the recruitment software generates data which can be analyzed intelligently to support the decision making power of recruiters.
Advantages of recruitment software in employer branding
We have always maintained that technology is one of the most important enabler of brand value as an employer. Top talent doesn’t remain available for hiring forever. If you want to attract the best talent towards your company you will need the help of technology to make your brand appear enticing enough. Recruiting software can help you do that by improving the candidate experience (through short response time and automatic mail notifications on selection or rejection, and simplifying the application process).
Recruiting software benefit in talent acquisition
With a recruitment software not only do you improve your day to day recruiting quality, but also have time for creating and executing a well-crafted talent acquisition strategy to improve your business leadership. The future of your company relies on how able are the shoulders that carry its weight. As a recruiter, or talent acquisition specialist it’s your primary responsibility to find such future leaders.
Recruitment Software Features
In order to extract maximum value out of your purchase of recruitment software, you should know what all features are important for you.
Here are some vital features that your recruitment software should have:
- Intelligent search and matching algorithm is a key feature of recruitment software
- Requisition & Interview management are main characteristics of recruitment software
- CV import from multiple sources is a key recruitment management system feature
- Recruitment solution should be Cloud based
- Job distribution should be a recruitment management system feature
- Key recruiting software feature is API integration
- Main component of recruitment software is Reporting & Analytics
- Recruitment management system should have Collaboration feature
- Key feature of recruitment software is Customization
- Main characteristic of recruitment software is Customer support
Intelligent search and matching algorithm is a key feature of recruitment software
A new age recruitment software should take the help of artificial intelligence and machine learning to devise algorithm that identify the best match from the database of CVs for a role.
(Also Read: Benefits of using Semantic Search in Recruiting)
Requisition & Interview management are main characteristics of recruitment software
The recruitment software should have a robust and extensive requisition management module that takes care of requirement creation at various levels and for different groups/departments. With an interview management module at place recruiters can schedule interviews, provide feedback, approve or reject a candidate and place an offer.
CV import from multiple sources is a key recruitment management system feature
In order to execute talent sourcing efficiently recruiter’s personalized CV database is essential. For the same, the recruitment software should provide options to upload CVs, import from social media channels like LinkedIn, bulk uploading, and importing in excel formats.
Recruitment solution should be Cloud based
Gone is the time of legacy Applicant Tracking Systems that took ages to deploy and required multiple resources for maintenance and updates. Now cloud based recruitment software have taken their place and how!
Job distribution should be a recruitment management system feature
A recruiter should be able to post his job on multiple job posting platforms and channels through a centralized interface in the recruitment software. The whole point of having a one stop recruiting solution is that the HR doesn’t have to waste time and efforts in posting same jobs on different channels separately.
Key recruiting software feature is API integration
Main component of recruitment software is Reporting & Analytics
How will you measure the success or failure of your recruiting campaign? How will you justify the Return on Investment of deploying the recruitment solution? How can you determine the productivity of your recruitment team? You need an extensive reporting and analytics section for all of these that can provide you with all the data you will ever need.
Recruitment management system should have Collaboration feature
Very rarely does a recruiter work solo. In most organizations, there are teams that handle recruitment of various departments like IT, Finance, Marketing, and these teams work together with Hiring managers, and department heads or managers. Your recruitment software should enable a seamless collaboration through timely communication with all stakeholders.
Key feature of recruitment software is Customization
What if you want a new feature added to the solution which is important specifically for your company? Does the vendor support personalization? Will the vendor be willing to customize or tweak a certain feature to suit your organizational goals and requirement?
Main characteristic of recruitment software is Customer support
Onboarding and customer support is like a sail in a wind boat which guides the boat into the wind or against the wind keeping it on the right course. Make sure to buy a solution that has the support of a well-trained and robust customer support.
(Also Read: How to Get Most Out of Recruitment Software?)
Talent sourcing is simple. You have an open vacancy in your organization. All you have to do is perform search basis keywords, designation, location, job title, experience, skills and other requirements in your ATS which obviously will return the best profiles matching your query and behold! You have found your candidate.
Okay. That was all in good humor!
We all know talent sourcing is the trickiest part of hiring because the software that you rely on may return the highest qualified candidates, but it may or may not return the best candidates for that role depending on the search and matching capabilities it comes equipped with. Today vendors may entice you with fancy words like Artificial Intelligence, Machine learning and cognitive computing but before these technologies exploded on the scene, most Applicant Tracking Software relied on Boolean search for their search and matching capabilities (and they still do).
Search engines like Google have been the flag bearer in this area as they first introduced Boolean in their search algorithms which was followed by much complex Semantic search and quickly progressed to AI based deep learning algorithms for returning search results to user queries. Recruitment has been quick to pick up the clues and has followed in the feet of the online search industry. The current breed of recruitment software has vastly improved algorithms to source candidates more effectively. We will see now how the search technology in ATS has moved from Boolean to Semantics and why the shift was necessary.
- Boolean search strings in recruiting
- Limitations of Boolean search techniques
- Evolving to Semantic search recruiting
Boolean search strings in recruiting
Recruiters have relied on Boolean search for returning matching candidates from their company’s CV database in an ATS, or from other systems such as LinkedIn for a long time now. The search technology in most applicant tracking systems is an application of a standalone Boolean logic or combination of a two or more Boolean logics. Being equipped with a Boolean search functionality means you can use “OR”, “AND”, “NOT” , word operators to find candidates for particular requirement. In addition to these, we also have the “” and ().
So in total, Boolean logic works through five operators
For example, if you are searching for a marketing executive for your digital marketing team, and the manager insists on a Google Adwords certified individual, all you need to input is Marketing AND Google Adwords through a text query. If your recruiting solution has well-built taxonomy you might not even have to type Google Adwords in the query box, as it would automatically show in suggestions or fetch a Google Adword certified individual once you input Marketing as a key skill. However, taxonomies are more of a semantic search concept than pure Boolean logic.
Other boolean search recruiting examples can be:
- Job skill AND Experience AND Location
Software Development AND 5 years AND New York
A candidate who has software development as a skill, 5 years of experience and preferred location as New York.
- (Job Skill OR Job Skill) AND Experience AND Location
(Software Development OR Software Testing) AND 5 years AND New York
A candidate who has software development or software testing (any one of the two) as skill and 5 years work experience and preferred location as New York
- (Job Skill NOT Job Skill) AND (Location OR Location)
(Software Development NOT Software Testing) AND (New York OR London)
A candidate who has software development as a skill but software testing is excluded and preferred location is New York or London.
In an ATS these logics are also applied through check boxes and extensive filter
As it is evident, Boolean is a pretty easy way of constructing a query that fetches some relevant data.
Limitations of Boolean search techniques
True enough, boolean logic can find you candidates from your database as long as the search is syntactically correct. But that doesn’t mean it is finding you the best candidates. One limitation is that Boolean search works on exact terms specified in the query. For instance, a recruiter searching for “Web Designer” would certainly miss profiles that do not have the term and are alternatively listed as “Front End Designer”, or “UI Designer”.
The other problem that comes with Boolean search is the limited parameters around which you have design your query. For instance, if you need a candidate with 5 years’ experience in a particular skill set, such as software testing, there is hardly any way to specify this using Boolean, unless the developers of the Applicant Tracking System went to extreme pains of creating the most advanced Boolean search system. Another limitation is the sheer number of results that a Boolean query returns and that too not in any particular order. To get to the best possible candidate, the HR might have to open each profile and find the best match, which again is a time taking process depending on how large is your database of profiles.
Evolving to Semantic Search Recruiting
Some ATS’s have fought this drawback by providing functionality where candidates are divided in Premium and Other category based on predefined parameters like their College, Experience Years, and Current Employer. But that’s not good enough. Therefore, it’s time to look beyond and incorporate new search technologies with Boolean to make the most effective talent sourcing machine. With arrival of Semantic search and the age of artificial intelligence we have big hopes for sourcing and recruiting industry. How this search technology is different from their previous counterpart, we will study in our next post.
(Also Read: The Benefits of Semantic Search in Recruiting)
NAUKRI RMS ADVANTAGE
ABOUT NAUKRI RMS
“Naukri RMS is the Enterprise Cloud Business division of Naukri.com. Since its inception, Naukri RMS has developed a bouquet of customized recruitment solutions addressing needs of different market segments. Naukri RMS intends to evolve recruitment into more productive and efficient process through automation of the entire recruiter workflow, right from requisition to offer. It aims to become India’s largest one stop recruitment platform. “