Hiring bias limits efforts to increase workforce diversity. Companies that do more than pay lip service to diversity identify the types of bias in their process. After that, they create a detailed plan to eliminate it. To carry out their plan, they dedicate the necessary resources, measure outcomes and modify as needed.
Working toward demographic parity is not just the right thing to do from a moral standpoint. It’s the best thing to do from a business standpoint. At the end of this article, we discuss the benefits of increasing workforce diversity.
First, we’ll discuss seven insidious types of hiring bias. After that, we will outline an 11-step roadmap to eliminate the bias and build a more diverse and inclusive workforce.
7 Types of Hiring Bias to Root Out
These are categorized as cognitive biases. A cognitive bias is a flaw in judgment. Think about a coin toss that comes up heads ten times in a row. While there’s always a 50% chance that the next flip will be tails–it seems unlikely.
1. The Halo Effect
We all know that first impressions matter. This is related to the halo effect. Once we have a favorable opinion of someone, it takes a lot to change our mind. Another element of the halo effect is the idea that because a person excels in one area, he or she will also excel in others. For example, we might assume that because someone is an excellent public speaker, he will also make a good content writer. In reality, these skills don’t necessarily influence each other.
2. Expectation Bias
This is related to the Halo Effect discussed previously. A recruiter might read through dozens of resumes. One candidate looks particularly good ‘on paper.’ When that person comes in for an interview, the recruiter may be more likely to overlook obvious flaws. For example, the person doesn’t make eye contact or is inarticulate. If you expect someone to be something–whether that’s good or bad–he or she is likely to fulfill those expectations.
3. Confirmation Bias
Confirmation bias is the tendency to seek out information that validates your current opinion. For example, people who tune into Sean Hannity are typically more conservative. People who watch Rachel Maddow are typically more liberal. As a hiring bias, it’s the tendency to focus only on the aspects of a person that coincide with the recruiter’s pre-established opinion.
4. Anchoring Bias
Anchoring is a hiring bias in which the hiring manager fixates on one piece of information. As a result, they give it more weight than it deserves. Say, for instance, you have a candidate who is the president of the local Mensa Society. Even if the candidate isn’t the best for the job, it may be tempting to overlook her flaws because ‘She’s in Mensa!’
5. Social Comparison Bias
Managers hiring for their team are especially vulnerable to this one. The social comparison bias is the tendency to dislike or feel competitive with others who may have similar skills. For example, suppose you’re known as the company’s expert on a certain software application. You may feel reluctant to hire someone whose skills exceed your own. For decades, research has shown that this is a relatively common phenomenon. Therefore, it’s an issue you’ll want hiring managers to consciously avoid.
6. Ingroup Bias
Ingroup bias is the tendency to favor people who are similar to oneself. Those who are part of the same ‘group.’ Like sexism or racism–it’s blatantly unfair. But there are less obvious examples of ingroup bias. Some hiring managers, for example, might look more favorably on fellow alumni. You may feel a sense of camaraderie with a candidate who participated in the same fraternity or sorority. There are several types of ingroups, so make sure your team watches out for them.
7. Shared Information Bias
While this type of bias may not directly affect your candidates, it can certainly draw out the hiring process. Shared information bias is the tendency for members of a group to discuss information that everybody is already aware of, rather than focusing on hidden information that is only available to some. For example, if one interviewer notices an irritating quality in a candidate, he or she should share this with the group–even if it doesn’t seem relevant. All members of the team should have the full scope of information.
Now that we have discussed types of unconscious bias, hopefully you will consciously avoid them. Many experts suggest that AI is the solution. An applicant tracking system (ATS) can be used in many ways to root bias out of your hiring process. For example, an ATS can hide aspects of a candidate’s profile that you don’t want to consider. Also, you can use an ATS to manage gender- and ethnically-neutral job descriptions. Plus, you can decrease the shared information bias when everyone keeps notes in a central location. Lastly, tracking all candidates and hires in a centralized location makes it easier to track your diversity metrics.
An 11-Step Roadmap for Increasing Diversity Through Recruitment
Once you’ve identified the types of hiring bias going on, it’s time to make a plan to reduce and, hopefully, eliminate them. Use these steps to create a plan designed for your company. Many factors will affect your plan. For example; your industry, the size of your hiring team, the number of yearly hires, and your current level of diversity.
1. Set Measurable Goals
Firstly, assess your workforce. Consider gender, ethnicity, and age. Also educational background, socioeconomic status and geographic location if you have remote workers. (If you don’t have remote workers, why not?)
In addition, be mindful of not discriminating based on sexual orientation or gender identity. Though this information would be difficult and inappropriate to address in an assessment. (Under no circumstances should you ask any employee about his/her/their sexual orientation or gender identity! It would be illegal and in extremely poor taste.)
Secondly, create a diversity mission statement. Let your employees know about your diversity hiring goals. If you use an HR portal, remind your employees of your diversity mission frequently.
Thirdly–and this is most important–make a specific goal to increase your target hires in each underrepresented group by X in X months.
Lastly, include your diversity mission statement in your employee handbook and training materials. Put the statement on every piece of recruiting communication. Use it on internal documents so it’s always top of mind for your employees.
Keep in mind that diversity doesn’t just mean varying nationalities. It’s also important to hire professionals from a range of industry backgrounds and diversified levels of experience while paying attention to gender balance. The beauty of diversity is there is no perfect formula. Every team will look unique. (Sheryl Lyons, “The Benefits of Creating a Diverse Workforce,” Forbes)
2. Incorporate Employee Resource Groups
Make diverse candidates feel more comfortable by using employee resource groups (ERGs) during interviews. (Hopefully, you have ERGs. If not, encourage your staff to create them and support them in the effort.)
Employee Resource Groups (ERGs) are voluntary, employee-led groups that foster a diverse, inclusive workplace aligned with organizational mission, values, goals, business practices, and objectives. Other benefits include the development of future leaders, increased employee engagement, and expanded marketplace reach. (Catalyst)
3. Review Resumes Blind
Studies show that resumes with white-sounding names receive more callbacks or interviews than those that seem non-white. Consequently, many candidates ‘whiten’ their names and backgrounds. But why should a candidate’s name affect whether he or she is a fit for an open role? You can use an ATS to remove names and hide demographic information. This will help your team avoid unconscious bias during the resume review process.
4. Diversify Your Hiring Team
Is your hiring team diverse? Applicants will notice. If minority candidates have several job openings to choose from, the makeup of the interview team could be a factor in their decision. Diversify your interviewing team. This will help them make better collective decisions.
5. Train Employees on Hiring Bias
You can’t increase workforce diversity if your employees don’t understand unconscious bias. Therefore, it’s important to conduct formal training. You can create your own internal training program, hire a consultant, or use online resources like Google’s unconscious bias training.
The Harvard Business School’s Implicit Project (requires registration) is an eye-opening exercise. It can help people recognize and measure their biases. At the start of training, consider having participants take a few surveys to learn what social stereotypes they may be harboring. Encourage them to challenge their assumptions.
6. Retool Your Job Descriptions and Job Requirements
Do you use gender-neutral terminology? Scrutinize your job descriptions and take out any gender-specific language. Instead of ‘he’ use ‘he or she’ or ‘s/he’. You can always use the job title in place of any pronoun.
Many words used frequently in job postings discourage women from applying. Here is a free gender decoder tool. Just paste in your job description. Create job description templates after carefully crafting them to avoid bias. Manage them in an applicant tracking system.
Just as important as giving your job descriptions a makeover, consider your job requirements. If ‘corporate culture match’ is a hiring criterion, remove it. This is an easy place for unconscious bias to creep in. It will hinder your efforts to increase workforce diversity. Furthermore, if your company culture reflects a homogenous workforce, you don’t want to use it as a measuring stick anyway. Increasing workforce diversity will improve your company culture.
7. Use Structured Interviewing
In addition to retooling job descriptions, rewrite interview scripts to avoid bias. Train your interviewers to use them correctly along with EEOC guidelines. Manage your structured interviewing scripts in your ATS. Standardizing interview questions enables a consistent and fair experience for all candidates.
Lastly, remind employees to avoid asking questions that could lead to a candidate sharing his or her age, religious affiliation, sexual orientation or gender identity. This information doesn’t relate to a candidate’s ability to perform in the role and could bias hiring decisions. If the candidate volunteers the information, instruct your interviewers to steer the conversation elsewhere and discourage them from sharing the information with the rest of the panel.
8. Seek Diverse Referrals
In addition to revamping recruitment communications, use your employee referral program. Encourage employees to refer applicants from underrepresented groups. Our closest associates are likely from our same demographic group. When moving outward in our network, however, we find more diversity. Therefore, encourage your employees to look beyond their first- and second-degree connections.
Pinterest created a program designed to increase the diversity in their engineering teams. They asked their engineers to refer potential job applicants from target demographics. They discovered that if their employees made a conscious effort, they could find referrals from underrepresented groups. Pinterest’s diversity referral program was a success. They are taking additional steps to increase diversity in other departments. (Medium)
9. Improve Onboarding
You might wonder what onboarding has to do with workforce diversity. It comes after a candidate accepts the job, after all. The reason onboarding is key is because good onboarding reduces turnover. Hiring more employees from inadequately represented groups is the first step. Retaining them is the second step.
Consider the employees who have quit your company in the last five years. Identify whether minorities, women or older employees have shorter tenure. If they do, you’ve got problems with culture and management. Your company may not be welcoming to underrepresented groups. The topic of turnover leads to the next section.
10. Use Exit Interviews
Hopefully, you don’t have a lot of employees quitting. If you do, use exit interviews to learn why they are leaving. You may discover you have problems with your managers. Perhaps your company doesn’t support work/life balance. Maybe there are limited opportunities to progress along a career path. Are your advancement policies discriminatory? Find out what’s going on and fix it.
11. Revisit Your Benefits
Does your company recognize employees in different life stages? Do you support working mothers and fathers? Which holidays do you recognize? If your benefits are designed for a homogenous workforce, it will hamper your workforce diversity goals.
Offer benefits such as onsite daycare, childcare subsidies and flexible schedules, and let new hires know that you are willing to accommodate cultural and religious holidays and diversity-friendly (but office appropriate) apparel choices.
Wall Street Journal
The Business Advantages of Workforce Diversity
Let’s discuss the benefits of workforce diversity from a business standpoint. A diverse workforce has increased depth of experience, knowledge. and skills. It is more productive and innovative. It’s impossible to successfully introduce a product into a new market if you don’t understand the culture. Diverse teams can better serve diverse clients.
Through 2022, 75% of organizations with frontline decision-making teams reflecting a diverse and inclusive culture will exceed their financial targets. And gender-diverse and inclusive teams outperformed gender-homogeneous, less inclusive teams by 50%, on average. (Gartner)
The consulting group BCG found that organizations with above-average diversity on their management teams had higher innovation revenue. 19 percentage points higher, in fact, than companies with below-average leadership diversity. 45% of total revenue versus just 26%. Note that this study involved leadership teams. This underscores the importance of increasing diversity at the highest levels. If you focus only on entry-level positions, you won’t experience the same benefits.
In conclusion, let’s reiterate the steps to increase workforce diversity. First, understand the types of hiring bias. Second, identify which ones are inherent in your process. Third, create a detailed plan to eliminate the biases. Fourth, set a measurable goal for increasing diversity. Fifth, follow the plan and measure results along the way. Sixth, tweak the plan as needed until you reach your diversity goals.
Human resources functions are critical for business recovery. HR is tasked with redesigning processes for safety and compliance. They must also lower overhead. For some small businesses, survival depends on it.
How can Human Resources functions reduce labor costs?
Let’s suppose you need to reduce expenses by 20%. You can’t move forward without bringing back the employees you furloughed. Your experienced high performers will help you get back on your feet. You don’t want to cut their pay. Like your business, they aren’t exactly rolling in dough right now.
Where do you start?
Consolidate Your Human Resources Functions
Here is your solution. It consists of two straightforward components:
1. Get a unified Human Resources portal
2. Use best practices for Human Resources functions
5 Steps to Lower Costs 20%
Drastic cost-cutting requires everyone’s cooperation. This means executives, managers, administrators, and employees.
First, we’ll do the math. Then we’ll discuss unified Human Resources portals in more detail.
1. Reduce Overtime—5% Savings
Managers can’t be full-time overtime cops. They wouldn’t get anything else done. An HR portal monitors overtime. It sends the manager an alert when an employee is approaching the end of their straight time hours for the week. The manager can take the necessary staffing actions to save the labor budget from time-and-a-half.
2. Optimize Shift Scheduling—3% Savings
Predict scheduling needs to prevent expensive overstaffing. When you unify human resources functions, the system collects data. Use historical data to forecast staffing requirements.
3. Reduce Cost-Per-Hire—5% Savings
The applicant tracking tool in the HR portal improves efficiency. It saves your hiring team all that tedious manual work they hate. The system stores job descriptions, applicant questionnaires, interview scripts, and all the email templates discussed previously. It also shortens time-to-hire which further optimizes your hiring budget.
4. Automate Human Resources Functions–4% Savings
The HR portal automates up to 80% of Human Resources functions. The best practice here is to create checklists to eliminate redundancies. Assign tasks to team members and record progress in the system. Collaborate in a centralized interface. Get rid of spreadsheets that aren’t updated in real time.
5. Reduce Employee Time Theft–3% Savings
When an employee misrepresents more hours than actually worked, it’s called time theft.
There are several different methods:
- Punching in earlier than authorized
- Punching out later than authorized
- Failing to punch out for unpaid breaks and meals
- Buddy punching
A unified HR system has many options for time tracking. Workers can clock in with a web clock or hardware clock. Depending on the type of time clock, employees can buddy punch by sharing their system pass codes, swipe cards, or fobs.
Sync your HRMS with a biometric time clock. It requires a biological identifier so employees can’t clock in for each other.
Managers set shift rules in the system. The time clock enforces schedules based on the custom settings.
What is a Unified Human Resources Portal?
A unified HR portal is an integrated suite of tools. A systems that manages all HR processes is called a Human Resources Management System (HRMS).
It is a cloud-based system employees access with a connected device. For example, a smartphone, tablet, or computer. The software has an interface (or gateway) through which employees, managers, and admin handle HR-related transactions.
How Does an Employee Use The HR Portal?
The employee opens the company HR portal. If they are using a mobile phone, they use the companion app.
They are greeted by a branded dashboard. If they are an hourly worker, they clock in for their shift. You can customize prompts for critical company messaging. For example, employers are using their HRMS to remind employees of social distancing, work from home policies, and the latest COVID-19 workplace guidelines.
HR Portal Employee Dashboard
The employee dashboard has, well…everything.
- Clock in/out, current punch status
- At a glance: next pay date, link to company directory
- Payroll: links to recent pay stubs, tax forms
- Engagement: employee recognition board, check-ins, anonymous suggestion box, chat
- Documents: employee handbook, training materials, benefits forms
- Work schedule
- Time Off: requests, approvals, PTO balance
- General HR: to do lists, employee filing cabinet
How Does a Manager Use The HR Portal?
The portal gives the manager complete employee oversight. They have all employee information in a centralized location. It is updated in real time.
They see who is clocked in and when they clocked in. GPS-enabled timekeeping lets them see where mobile or offsite employees are working.
All requests and approvals are managed and stored in the same place. Managers approve shift changes and time off requests. They monitor and approve time cards.
Manager Shift Scheduling
In the schedule module, managers create employee schedules. The scheduling tool has drag-and-drop. Just drag employees into shifts. Use the system templates or make your own. For example, if your staffing fluctuates during the year, make a template for the busy season and another for the slow season. Copy schedules forward.
The schedule tool will alert you if you double book an employee at two locations. Set limits for maximum hours to prevent expensive overtime.
Do you have shift requirements for skills and/or certifications? For example, a restaurant that employs minors who can’t serve alcohol. The manager needs some servers of legal age for every shift. If this is the case, set shift skill requirements. Each employees’ qualifications are recorded in their profile. The schedule tool compares shift requirements with the employees scheduled. It will alert you if you don’t schedule the pre-set number of employees with the necessary skills/certifications.
How Does The HR Team Use The System?
The system manages the paperwork and other functions with workflow stages. Let’s discuss system actions linked to workflow stages.
Workflow Stages Trigger Actions
This begins during the hiring process. When the applicant applies online, it triggers an application confirmation email. If the hiring manager wants to advance the applicant to the interview stage, the system sends an email with a link to the interview self scheduler. The emails use merge fields to customize the message with the job role, applicant name, and other pertinent information.
As the applicant advances through the recruiting stages, the system performs actions relevant to the hiring stage.
When the hiring manager changes a new hire’s stage to onboarding, the system emails all the new hire paperwork. E-signature allows the employee to sign the necessary documents. Read receipts let the HR team know when documents have been completed.
The HR team monitors the health benefits enrollment and tax paperwork. The employee enters their direct deposit information for the payroll department.
WorkforceHUB Unifies Human Resources Functions
SwipeClock WorkforceHUB is an affordable, intuitive HRMS that can unify your Human Resources functions. If you decide to implement a unified solution, keep in mind that one million employees use SwipeClock products every day. We’ve been helping small to mid-size organizations lower labor costs since 1999.
Post-COVID business recovery depends on HR leadership. Johnny C. Taylor Jr., President & CEO at SHRM (Society for Human Resource Management), called HR professionals corporate first responders. They are on the front lines helping organizations work through pandemic-triggered disruption.
HR will need to be the stewards of physical and mental health, continuity, and wellness. Johnny C. Taylor Jr.
HR first responders will help restore economic security for businesses, communities, employees and their families.
Consider the ways the coronavirus pandemic has required HR leadership:
- Abrupt workforce relocation due to shelter-in-place and lockdown orders
- Widespread absences due to quarantined employees, sick employees, and employees who can’t work due to lack of childcare
- Mass lay-offs and furloughs for businesses that had to close temporarily or reduce services
- Employee fear and anxiety
- High-volume remote hiring and onboarding for essential businesses
- High volume hiring for essential businesses and industries
- Managing new paid sick leave, expanded FMLA and Paycheck Protection Loan qualification
- Employee health and wellness policies
How can Human Resources drive business recovery? With ingenuity, agility and compassion.
In the earliest days, we thought [coronavirus] was strictly a healthcare issue. But it became clear how quickly it morphed into a people issue and how CHROs are playing a critical role in helping their companies get through this. Johnny C. Taylor Jr.
SwipeClock WorkforceHUB Human Resources Management System (HRMS) is your first responder toolkit.
HR First Responder Toolkit For Business Recovery
WorkforceHUB includes the following:
- TimeWorksPlus for mobile and remote employee timekeeping
- Geolocation and geofencing for location tracking
- ApplicantStack for mobile applicant tracking and remote hiring
- In-application texting
- Video interviewing capability
- Structured interview scripts
- Designed for essential business high-volume hiring
- Absence management
- Remote onboarding/offboarding
- Online new hire portal with e-signature
- Onboarding checklists for administrations with completion tracking
- 100% remote onboarding/offboarding
- Shift planning platform
- Staggered schedules
- Schedule rules for occupancy limits
- Complicated team scheduling rotation for social distancing
- Employee wellness and engagement
- Manager checkins
- Recognition wall
- Anonymous suggestion box
- TimeWorksTouch employee time clock
- Biometric time clock with bacteria-resistant fingerprint register
- Customizable prompts for COVID-19 symptom checking
- Syncs with TimeWorksPlus for onsite and offsite clock in/out
HR first responders are exceptional communicators
As you create your business recovery plan, it’s impossible to overstate the importance of effective communication. The landscape has changed dramatically. As employees come back to the office, they will encounter a whole bunch of new rules. Workstations will be rearranged. There will be social distancing policies. They will have less face-to-face interaction with coworkers. Consistent, concise communication will help them succeed.
Dangerous rumors and worker fears can spread as quickly as a virus. It is imperative for companies to be able to reach all workers, including those not at the worksite, with regular, internally coordinated, factual updates about infection control, symptoms, and company policy regarding remote work and circumstances in which employees might be excluded from or allowed to return to the workplace. These communications should come from or be vetted by the emergency response team, and they should be carefully coordinated to avoid inconsistent policies being communicated by different managers or functions. Clearly this requires organizations to maintain current phone/text and email contact information for all employees and test organization-wide communication periodically. If you don’t have a current, universal contact capability already, now is a good time to create this. Harvard Business Review
Managers will need to over-communicate. They should interact with employees face-to-face (six feet apart, of course) as much as possible. They need to continue supporting at-home employees daily (or more often) by video conference. An HRMS can support communication by automating announcements, alerts, symptom checking, and policy education and reminders.
Our employees right now are looking for our leadership. They want to know that we can handle the unexpected. They want answers to their questions. While we might not know what’s happening with the virus, we do know how to run the business. Sharyn Lauby, HR Bartender
Human Resources is stepping up
HR first responders are up to the task. They will lead America’s businesses into a bright post-pandemic future.
Need to hire fast because you are getting ready to reopen?
Hire fast, hire strategically
There are more qualified people on the market than there have been since the 2008 era. Optimize your processes. Competitors who make talent sourcing a priority will snag the best candidates first.
What’s the best way to speed up hiring for re-staffing?
Get a cloud-based applicant tracking system (ATS). Hire from anywhere. While working at home, on the road, or at the office. Your team can work together while social distancing. A mobile-friendly interface lets candidates apply, interview, and onboard remotely.
Are you using manual hiring processes?
Spreadsheets? Multiple job board accounts? Paper applications? You can’t hire fast in 2020 with old processes.
Manual processes are inefficient. Plus, they are hard to analyze. If you can’t extract KPIs, how can you evaluate? Start gathering metrics.
What is an Applicant Tracking System?
An applicant tracking system is a specific type of recruiting software. It automates the hiring process from job posting to offer letter. ATS are cost-effective, easy to use, and quick to set up.
Why automate recruiting with an ATS?
- Process applicants more quickly and efficiently
- Pre-screen candidates when they apply
- Manage many job openings simultaneously
- Stop duplicating work
- Collect and track hundreds of applications
- Create branded templates for job descriptions, questionnaires, and emails
- Post to job boards with single signon
Let’s talk about some key features of modern ATS.
1. Communicate faster with in-application texting
ATS recruitment texting allows you to text candidates from the software. It stores a record of the texts. Multiple members of the team can text as if from the same person. Include links in text messages. For example, link to an interview scheduling calendar. The morning of the interview, send a map link. Include parking instructions. Super. Easy.
2. Pre-screening questions qualify candidates immediately
An ATS allows you to add application screening questions. This ensures the applicant meets basic qualifications. Like education level or certifications. Apply scoring rules to questions. Higher-scoring applicants will automatically rise in your review queue.
Does pre-screening take out human evaluation?
No. It simply eliminates the need for unnecessary evaluation. It gives you more time to engage with the most promising candidates. Pre-screening plucks the best from the larger pool. When your ATS has identified them, start the human review. Send the resumes to the hiring manager. Do phone screens. Advance to in-person or video interviews. Your ATS supports your processes. Pre-screening lets you spend your time where it will have the most impact.
3. Mobile recruiting lets you hire from anywhere
Manage candidates using an ATS mobile app. Work on any device. How are your posts doing? Which applicants have done screening? Who’s interviewing tomorrow?
You have all that in your pocket. Around-the-clock. Recruiting superstars use mobile tools. You can too.
4. Post jobs faster with single signon
To hire fast, you need to post your jobs fast. With an ATS, your job posting gets immediate online exposure. Post to LinkedIn, Indeed, ZipRecruiter and Glassdoor (just to name a few) with a couple clicks. While you’re at it, post to your social media sites. And careers page.
5. Accelerate hiring with self-service interview scheduling
Top candidates are on the market for 10 days or less. Slow interviewing scheduling can extend the timeline considerably. Self-serve scheduling makes everything faster and easier for the candidate and your hiring team. Let candidates pick an interview slot from a calendar. Eliminate a bottleneck by integrating with Office 365 or Google Calendar.
6. Interview strategically with structured interview templates
Structured interviewing is a best practice used by successful companies. It not only helps you hire fast, it helps you diversify your workforce. It makes EEOC compliance easier. It helps your hiring managers improve their interview skills. This brings us to a related ATS feature: candidate scorecards.
7. Hire faster with candidate scorecards
Standardized candidate scoring is fast and slick. And speed isn’t the only advantage. It improves the effectiveness of your evaluation process. This is how it works: 1. Create scorecards for each candidate. 2. Each member of the interview team fills one out. 3. Your ATS tallies the scores. 4. Sort on top scoring candidates.
8. Stage change email triggers
In your ATS, create a workflow with hiring stages. Base it on your team’s manual process. Create email templates for each stage. “We’ve received your application,” “Your interview has been scheduled,” etc. Insert merge codes to pull the candidate name, job position and other information. Then let automation do its thing. When you move a candidate to a new stage, your ATS sends an email. Keep your applicant informed and engaged.
Recruiters without auto-emails often ghost candidates. This is not only rude, it trashes your employer brand. Auto-emails are indispensable if you want to hire fast and protect your reputation.
9. Turn fast hiring into fast onboarding
It doesn’t make sense to re-enter information once an applicant is hired. Don’t go half way with your process upgrades. If your onboarding has been unstructured, automate it. You’re already making a major transition by automating the hiring tasks. Don’t disrupt everything down the line by waiting to implement onboarding software.
Want to learn more about how to hire fast with an ATS?
This is not an exhaustive list of ATS tools. There are a lot more! (We highlighted nine in this post because we thought it sounded good with “nifty” in the title.)
Get a free ApplicantStack trial for fast, smart hiring. ApplicantStack is SwipeClock’s affordable, easy to use ATS solution.
One silver lining of post-crisis rebuilding is the chance to create something better. The team at SwipeClock wishes you success as you move your business forward.
Updated April 16, 2020
If you’re switching from manual to automated hiring, let’s talk about ATS implementation.
Has the pandemic suddenly increased your staffing needs? Is your hiring team overwhelmed?
Now is the time to switch from manual hiring processes. Get an applicant tracking system (ATS) you can get up and running this week.
Let’s talk about the rollout of your new ATS.
Pulling off a successful ATS implementation is as important as choosing good software.
Make sure the transition is handled correctly.
5 Steps For a Successful ATS Implementation
Here are the steps for a smooth rollout:
- Get approval for a new system
- Choose your recruiting software
- Create an implementation plan
- Appoint an Implementation Manager (IM)
- The IM creates an implementation timeline
- Transition in stages
- Create redundancies until every process has transitioned
- Learn the system
- Train your hiring team
Let’s talk about each step.
1. Get Approval For an ATS
Find out exactly who must approve the purchase of an ATS. Your company might have a formal process—forms, signatures, budgeting, etc.
If you are having trouble persuading the decision maker, present a report. The report should detail how the system will improve recruiting metrics. Then show the second-stage benefits that will follow. Increased profitability. Higher quality employees. An improved company culture.
2. Choose Your Recruiting Software
Research features. Don’t settle for a sub-par system. Make sure it integrates with other software you are using.
The main focus of this article is ATS implementation. After we discuss the implementation process, we’ll describe important ATS tools.
3. Design an ATS Implementation Plan
A good plan is specific and realistic. Anticipate problems and include solutions.
Appoint an Implementation Manager
If your company is small, this might be you. If you have a hiring team, there might be a better person for the job. The IM sets the tone for the rollout. They should be competent, organized, enthusiastic, and persuasive.
Set a Timeline
Your IM will create your plan. Transition processes in stages. Break it down to the steps and sub-steps.
Create a timeline. Depending on the size of your organization, two or three weeks per process should be sufficient. You can modify your timeline if necessary.
Build in an overlap period so you have backup until the ATS has fully taken over the workflow. For example, send manual emails until you are sure the auto-email triggers are set up correctly in the software. Test each workflow repeatedly. You may have to adjust ATS settings.
4. Learn How to Use the Software
When you’ve purchased your software, learn how to use it. Do this with your IM. This may sound obvious, but you would be surprised at how many hiring managers skip this step. Don’t assume you can figure things out while you teach your hiring team. For a smooth software implementation, know how to use the software inside and out. Your expertise will instill confidence in those who will use it.
5. Train Your Hiring Team
Augment your hands-on training with resources from your ATS vendor. While you are training, document the process. When you hire recruiters going forward, you’ll have documented training materials. Make it an onboarding workflow in your onboarding tool.
For the first few months, remind your hiring team to use the system. Old habits die hard. Sometimes people forego the quick and easy way for the old, familiar way. If you end up with an incomplete software implementation, you can’t use your ATS to its potential. Your hiring metrics won’t improve as projected.
Don’t Make It Optional
Don’t make using your ATS optional. Even if you encounter resistance. Pretty soon, everyone will be comfortable with the system. They will appreciate the convenience and ability to accomplish so much more in less time. (By the way, ApplicantStack clients report that their hiring teams embrace the system immediately, learn it quickly, and never look back.)
Make sure your IM is available to help during the transition and going forward. Show that you are dedicated to making the system a success.
Does Your ATS Have These Functions?
As mentioned previously, we’ve included a rundown of ATS must-haves. These functions are available in current generation ATSs.
Single sign-on posting to multiple job boards
It’s a hassle to remember login credentials for Indeed, ZipRecruiter, CareerBuilder and the other job boards you post to. Single signon makes sure the posting process doesn’t slow you down.
Customizable pre-screening questionnaires
Many recruiters choose an ATS based on filtering powers alone. No hiring team has time to do a first-pass review of hundreds of applications. Automation lets you filter out the vast majority. Your time is best spent on the small pool of qualified applicants.
Standardized candidate scoring
Standardized scoring is more important than you might realize. If you treat candidates differently, bias will influence selection. You will miss great candidates. If you’re trying to add diversity, this will hamper your efforts.
Texting engages applicants. Plus, it eliminates scheduling confusion. And it speeds up the whole process. But texting needs to be documented and managed carefully. In-application texting saves a record of conversations.
It doesn’t make sense to re-enter information once an applicant is hired. Reducing tedious processes is one of the main reasons you are getting an ATS. If your onboarding has been unstructured up to this point, now’s a good time to automate it. You’re already making a major transition by automating the hiring tasks. Don’t disrupt everything down the line by waiting to implement onboarding software.
Candidates love picking an interview slot from a calendar. Self-serve scheduling makes everything easier for the candidate and your hiring team. Eliminate a common bottleneck.
Structured interview templates
Structured interviewing is a best practice used by successful companies.
Stage change email triggers
Let automation do its thing. Your ATS should send emails to keep your applicant informed and engaged.
Share hiring team feedback
Review the collaboration tools. Will they work for your team?
E-signature simplifies new hire paperwork and benefits enrollment.
The Right Software + The Right Hiring Techniques
To experience all the benefits of an ATS, consult our series How To Hire Your Next Employee. Combine best practices with good software. That’s the winning combination for successful hiring.
ApplicantStack Recruiting Software
ApplicantStack has the tools described here plus many more. You can try it for free for 15 days. Let us help you have a smooth ATS rollout.
By Liz Strikwerda