Quality employees can make or break a business of any size but are vital to the health and success of a small business. Whether you need to replace a worker who’s left or your business is expanding, hiring top talent takes energy, time, and company resources.
According to benchmark studies conducted by the Society of Human Resource Management, the average cost per hire is $4,683. Though that number might feel like it applies more to large corporations, consider that the median cost came in at $1,244. If your budget for recruiting feels small, here are five ways to help stretch it a little further.
1. Consider Hiring From Within
Small business owners and managers often have the advantage of personally getting to know the strengths and talents of their employees. As businesses grow and change, employees may want to take on new roles within the company but may not see a clear path for a changing job description. As you define the parameters of a new job in the company, consider looking around at the employees you already have. It may require some creativity to add or subtract responsibilities from an existing employee into a newly created job description, but it’s possible a perfect candidate or candidates are already a part of your team.
If your business is undertaking a multiple hire situation, something like an anonymous survey of employees may reveal current employees’ hidden career goals or talents. This information can provide clarity on both promoting from within and drafting a job posting.
2. Optimize Your Job Postings
Armed with data from your existing employees, current and future business plans, and immediate hiring needs, spend some time carefully crafting your job postings. You could involve current managers or department leaders to help describe specific duties and desired skills. Watch out for common buzzwords in both job titles and descriptions that could be interpreted more than one way. An applicant with extensive customer service experience, for example, may apply for a vaguely described “account manager” position, but in your business, that job requires bookkeeping experience. Be sure the posting includes detailed information about requirements for:
Qualifications
Education
Experience
Skills
Special requirements (such as atypical work hours or travel)
And include details for:
Flexible work arrangements (in-person or remote work possibilities)
Paid time off (such as company holidays, starting vacation time, and sick leave policies)
Salary range
An Indeed survey revealed that employers often felt the need to revise job postings because they received too many under-qualified candidates. It will save both yours and the applicants’ time if your posting is clear about non-negotiables.
3. Evaluate Where Your Budget Is Best Spent
Small business owners often carry the load of performing various tasks. Whether your business is just starting out or you’ve seen quick growth that outpaced the hours available in a day, it’s likely there are helpful tools that you may not have had time to research. A personal approach to identifying and crafting job descriptions may feel like a valuable use of your time. Once the applications and resumes start pouring in, however, delegation of some tasks might ease some of the additional load. That’s where an applicant tracking system (ATS) like ApplicantStack comes in.
We’ve all been there: sifting through a long email thread with multiple people to locate some nugget of information about an applicant. Or trying to remember where and how you saved a resume file on your hard drive, only to come up with an empty search box. From your first application to making offers, ApplicantStack organizes and sorts relevant information for all involved to evaluate. It makes for smooth collaboration and prevents dreaded errors that can cause your company to miss out on a perfect hire.
4. Hire Young Talent
Experience and education are hard and fast requirements in some sectors, but consider if your company has room to grow by hiring young people just entering the workforce. These individuals may bring an level of enthusiasm and willingness to learn that benefits the team, and come in prepared for a starting salary commensurate with their position. Your company may consider mentorship as one of its core values to prepare new workers for a long and fulfilling careers.
5. Re-Evaluate Your Public Brand
Ask yourself (or your marketing team) some probing questions about how potential candidates are introduced to your company. It’s common practice for a job candidate to start their research with the basics.
How do you present yourself publicly?
If you have social media accounts, are they updated regularly with useful and informative posts? If you don’t post regularly, do they look neglected? Are they an important part of your business identity?
Does your website accurately reflect the current course of your business? Are hours of operation, contact information, or staff pages updated? Does it function properly or are there broken links or pages?
In terms of cost, social media and website updates can take anything from company time to the investment in an agency rebrand. Low-cost solutions like courses from a social media coach or simple text and photo website updates might make a big difference in your public persona.
New hires in a small business represent exciting growth. Hopefully these five tips can help you recruit quality talent even on a budget. Success awaits with careful consideration of your internal resources and external tools like ApplicantStack. You’ll be organized and on the way to hiring the best workers for your company.
Bringing a new hire onboard? It’s an exciting time, although it can also create a lot of extra work for all involved. Communication is one of the keys to ensuring a smooth and consistent process, and that often includes some digital messaging. Check out our guide to welcome emails for new hires with helpful templates you can incorporate into your own process.
What is a New Hire Welcome Email?
A new hire welcome email is a digital communication that prepares a new employee for their first day at work and future responsibilities. It serves as a virtual handshake, ensuring that a new hire feels welcome and excited about their new role. This message can also reduce some of the first-day jitters that often come with starting a new job.
The Purpose of a Welcome Email for a New Employee
A new hire welcome email can serve multiple purposes. In most cases, it exists to provide important information to a newcomer to the team, such as logistics around the first day of work and what to expect. A welcome email for a new employee can also support the onboarding process, maintaining a consistent line of communication.
It will set the tone for the overall experience of the new hire and may include introductions to team members and others who will be involved with the employee. Additionally, your welcome email can let others in the company know that the new person will be starting, their role, and expectations.
What to Include in a Welcome Email
Make sure your email includes the following items:
Position title and department
Start date
Shift times or working hours (if applicable)
Schedule for first day or week
Contact details for manager, HR rep, other relevant team members
Information about physical location, like parking space, what to wear/bring, etc. (if applicable)
9 Employee Welcome Email Templates
Need some inspiration? Here are nine templates to use for different situations, including remote vs. in-person new hires, casual vs. buttoned-up cultures, etc.
Welcome to the team template (in-person)
Dear team,
I’m excited to announce that [new hire’s name] will be joining our department as [title]. [Name] will start with us in the office on [first day] and report to [supervisor name]. [His/her] workstation will be located [outline location], so please stop by and say hi during the first week.
In this role, [name] will handle [list responsibilities]. This individual joins us with [number of years] of experience in our industry, including several years with [name of last company]. Please extend a heartfelt welcome to [name] in this new role and help [him/her] feel like part of the team!
Thank you, [Your name]
Welcome to the team template (remote)
Dear team,
I’m excited to announce that [new hire’s name] will be joining our department as [title]. [Name] will start with us on [first day] and report to [supervisor name]. As a fully remote employee, [name] will be online during our normal business hours: [list hours and time zone].
In this role, [name] will handle [list responsibilities]. This individual joins us with [number of years] of experience in our industry, including several years with [name of last company]. Please send a quick note to extend a heartfelt welcome to [name] in this new role and help [him/her] feel like part of the team!
Thank you, [Your name]
Introducing new hire to organization (in-person)
Hi everyone,
We’re pleased to announce the recent hiring of [new hire’s name], who will be joining our [department name] department as a [job title]. [Name]’s first day will be [date], and [he/she] will be working in the office alongside many members of the team.
Please take a few moments to stop by [his/her] workstation, located [outline location] to introduce yourself and welcome [him/her] to our organization. We look forward to continuing our success as a team.
Sincerely, [Your name]
Introducing new hire to organization (remote)
Hi everyone,
We’re pleased to announce the recent hiring of [new hire’s name], who will be joining our [department name] department as a [job title]. [Name]’s first day will be [date], and [he/she] will be working remotely in the [time zone] time zone.
Please take a few moments to send a quick message to introduce yourself and welcome [him/her] to our organization. We look forward to continuing our success as a team.
Sincerely, [Your name]
Background spotlight template
Hi team,
Let’s welcome our newest member: [new hire name]
[photo of new hire]
[Name] has worked in [industry] for [number of years] years and brings extensive knowledge to [his/her] role. [He/she] will be responsible for [list responsibilities] as part of our [dept. name] department.
[Name] also enjoys [input hobbies/interests]. We look forward to welcoming [him/her] to [company name] and hope you’ll join us in sending a quick message or stopping by [his/her] workstation to say hello.
Thank you, [Your name]
First day logistics email template (in person)
Hello [new hire name],
We’re looking forward to your first day with [company name] and hope you are too! We’re confident you’ll be an excellent asset to the team and want to help you feel settled and ready to get started.
As discussed, your first day of work will be [date]. Please arrive to the office by [time], where [HR rep or manager name] will be available to greet you. Our office dress code is [outline dress code].
Upon arrival, check in with the receptionist and let her know you’re here to see [HR rep or manager name]. You’ll meet with [fill in first contact here] and get your [badge/key/card/etc.] [First contact name] will also show you around the office and introduce you to some of your team members.
We’ll have lunch together as a team, so plan to take some time on your first day to enjoy that. Feel free to contact me at [email address/phone number] with any questions. We look forward to seeing you on [date of first day].
Sincerely, [Your name]
First day logistics email template (remote)
Hello [new hire name],
We’re looking forward to your first day with [company name] and hope you are too! We’re confident you’ll be an excellent asset to the team and want to help you feel settled and ready to get started.
As discussed, your first day of work will be [date]. Please arrive to the office by [time], where [HR rep or manager name] will be available to greet you. Our office dress code is [outline dress code].
Upon arrival, check in with the receptionist and let her know you’re here to see [HR rep or manager name]. You’ll meet with [fill in first contact here] and get your [badge/key/card/etc.] [First contact name] will also show you around the office and introduce you to some of your team members.
We’ll have lunch together as a team, so plan to take some time on your first day to enjoy that. Feel free to contact me at [email address/phone number] with any questions. We look forward to seeing you on [date of first day].
Sincerely, [Your name]
First day agenda template (in person)
Dear [new hire name],
On behalf of [company name], I’d like to welcome you to the team! We look forward to the knowledge and expertise you will bring to the role.
As we discussed, your first day will be [date]. Please review the following agenda so you know what to expect on your first day of work.
On [date], please report to [office location] and check in with the receptionist. You’ll meet with [fill in first contact here] and get your [badge/key/card/etc.]
[First contact name] will also show you around the office and introduce you to some of your team members. Following this introduction, you can plan on the following schedule:
[Event 1: Date, time, location, description]
[Event 2: Date, time, location, description]
[Event 3: Date, time, location, description]
[Event 4: Date, time, location, description]
We understand that starting a new job can feel overwhelming, so we’re doing everything we can to help alleviate your stress and prepare you for what to expect. Please don’t hesitate to reach out if you have any questions. We look forward to seeing you on [date].
Sincerely,
[Your name]
First day agenda template (remote)
Dear [new hire name],
On behalf of [company name], I’d like to welcome you to the team! We look forward to the knowledge and expertise you will bring to the role.
As we discussed, your first day will be [date]. Please review the following agenda so you know what to expect on your first day of work.
On [date], please sign into [communication tool]. You’ll virtually meet with [first contact name] to get settled and up to speed on the plan for the day. You can also sign into your email account using the credentials provided to view your schedule.
[First contact name] will introduce you to some of your team members. Following this introduction, you can plan on the following schedule:
[Event 1: Date, time, location, description]
[Event 2: Date, time, location, description]
[Event 3: Date, time, location, description]
[Event 4: Date, time, location, description]
We understand that starting a new job can feel overwhelming, so we’re doing everything we can to help alleviate your stress and prepare you for what to expect. Please don’t hesitate to reach out if you have any questions. We look forward to interacting with you online on [date].
Sincerely, [Your name]
Feel free to use these templates as you draft initial emails for new hires. Maintaining consistent and helpful communication is one of the best tools in the onboarding process.
You can also take advantage of the onboarding features built into ApplicantStack, an all-in-one recruiting platform that’s built for small businesses. With helpful templates, tools to text and email candidates, and other powerful features, this solution is perfect for any organization that needs to fill open roles.
Bringing a new hire onboard is an exciting time for any organization, but it can also come with some stress. Knowing how to onboard an employee effectively is a must, and this guide to onboarding planning ensures a more effective and efficient process.
What is Onboarding?
Onboarding refers to the process of bringing a new staff member into a role within an organization. It often includes a variety of steps that begin when an individual accepts a job offer with your business. Part of the onboarding process includes collecting vital information, often through the completion of required forms and documents. But that’s not all onboarding involves, and failing to see the big picture can increase your company’s risk of high turnover and poor retention rates.
What is Onboarding Planning?
Onboarding planning involves creating a detailed plan for how the process will look every time you bring on a new hire. While some of the steps in the process will remain the same across all departments and roles, others may need to change to accommodate different responsibilities and needs.
4 Steps to Develop an Onboarding Plan
Follow these steps to engage in onboarding planning in a way that will benefit your organization and workforce.
Know your employee onboarding goal
The first step is identifying at least one goal of the onboarding process. This often includes what a new hire should be able to accomplish by a set date. In order to achieve that goal, what needs to happen? Maybe the employee needs specific training or education, or perhaps they need to do certain tasks to become more familiar with them. With a goal in mind, it becomes easier to establish an onboarding process that includes the steps needed to achieve it.
Create your onboarding training team
Another vital aspect of onboarding planning is deciding who will take part in each step. Who is helping throughout the process? In most cases, the employee’s supervisor will take an active role in bringing them onboard and up to speed on their tasks and responsibilities. But you may also have others involved, such as those working in human resources and IT. Make sure you know who is part of the onboarding team and keep them informed as to their role.
Invest in the right tools
Invest in the tools needed to manage the onboarding process more effectively. A simple option is to create a checklist with all the tasks that need to happen before the employee begins working on their own. You could also use a timeline that emphasizes when each step will be completed and what the new hire can expect.
Technology tools are also vital in ensuring a consistent and highly efficient process. The days of filling out forms by hand are long gone, and it’s time for every organization to say goodbye to this manual and hand-cramping process. Choose an HR system that includes vital documentation with electronic completion capabilities. You can also look for onboarding tools available within your hiring platform, or an all-in-one solution that keeps all data in a single place.
Map your onboarding steps
Map out the steps of the onboarding process to ensure that everyone in the organization is on the same page. You can also provide a copy of the timeline or checklist to your new hire to keep them apprised of what to expect during their first few weeks or months on the job.
Understanding the Stages of Onboarding
We cover the stages of onboarding in detail on our blog, but here’s a brief overview of what each time period should include:
During the hiring process: Collect personal and contact information from the new hire to make follow-up communication easier.
During the offer stage: When making an offer, stay in contact with the individual and answer any questions they may have.
1-2 weeks before new hire’s first day: Before they come onboard, send a welcome message and any new hire paperwork they can complete prior to starting.
Day before first day: Provide details around their first-day schedule, work location, and expectations so they know where to go and what to bring.
On the first day: On day one, make sure to greet the new hire and show them around (if in person), as well as provide all necessary tech tools to do their job.
During employee’s first week: Throughout the first week, a new hire should have someone they can count on to answer their questions and provide assistance. This may be their supervisor or a co-worker.
During first three months: Over the first 90 days, assign the employee small tasks to build their confidence and skills, set aside time for regular check-ins, and request feedback on the process.
Onboarding FAQ
If you have questions about onboarding planning and the process of bringing on new hires, we may have an answer for you below.
How long should the onboarding process take?
The timeline for onboarding often depends on the role and experience level of the new hire. But for most positions, it should last for at least a few weeks. You can also review our blog post that covers this question in more detail.
An onboarding checklist is a document used to track the process and ensure that no steps are overlooked. You can review templates and examples to build your own that aligns with the needs of your employees.
With ApplicantStack, onboarding planning doesn’t have to take a lot of time or effort. With onboarding tools built right into the platform, clients can easily find and bring on top talent. Learn more or try it for free today!
When you’re looking to fill a role, you may need to think outside the box in today’s uncertain labor market. Many jobseekers are looking for flexibility and independence, which is why remote and gig work have become more popular. However, it’s not as easy to find and hire workers who fit into these categories, especially if your company is used to putting a “now hiring” sign in the window.
This guide outlines how to update your hiring practices to source and hire people who may not fit the traditional mold of a full-time, in-person employee.
What are Remote Workers?
A remote worker is an employee who performs the duties of their job from a location that’s outside of the traditional office environment. Many remote workers choose to do their tasks from home, although some opt for co-working spaces or public locations with internet connections.
As technology has continued to advance, coupled with the pandemic response, remote work has skyrocketed across many industries. It’s estimated that 27 percent of American workers are able to work remotely at least some of the time. Offering remote work can be appealing to jobseekers who want a better work-life balance and improved flexibility.
What are Gig Workers?
Gig workers perform specific duties for a particular project on a short-term basis. They are not bound to any type of long-term employment contract, but rather take on tasks as they desire. A gig worker is part of the gig economy, which is characterized by an on-demand and highly flexible pool of laborers. Examples of well-known gig work include food delivery and transportation (such as rideshare drivers).
Many gig workers seek the independence and flexibility of this type of professional venture. Those who choose gig work may also enjoy variety, as they can tackle different projects for various clients to keep their work life more interesting.
Find and Hire Talent for Your Organization
Hiring remote and gig workers is different than hiring in-person employees, as you may not physically interact with them on a regular basis. But with the right process, you can find and bring on top talent to fill the needs of your organization.
Use the Latest Tools
No company can afford to waste time and effort on manual hiring processes anymore. Be sure you’re using all the tools available at your disposal, including a hiring and onboarding platform that simplifies the process of finding and bringing on new hires. With the latest technology, you can cast a wider net and find top talent, whether you want to hire a gig worker or bring on a new remote full-time employee.
Remote onboarding is easy with ApplicantStack, a fully integrated platform that allows new hires to review and sign onboarding documents and update their personal information. Your hiring teams will love it too, thanks to features like simple onboarding checklists, reminders, and reports that provide insights into the success of your process.
Craft Detailed Descriptions
A detailed job description is vital, whether you’re hiring a gig worker, a remote employee, or an in-person team member. Strong descriptions attract the right candidates with the experience and skills needed in the role. You can also establish expectations from the start while ensuring legal compliance with applicable labor and discrimination laws. Ensure your job listings are highly detailed, free from potentially discriminatory language, and clear.
Make Sure Your Listings are on All Boards
Gig workers tend to use different job boards and hiring sites than those seeking full-time work. Therefore, it’s essential to make sure your job ads are visible across multiple platforms to get the widest possible reach.
If you’re hiring for a remote position, look for job boards in major cities that locals may use to find work. Be sure to note the flexibility of the location for the role you’re trying to fill.
Stay in Communication throughout the Process
Whether you’re hiring remote or gig workers, it can be difficult to stay in contact. But maintaining an open line of communication speaks volumes about your organization and the overall employee experience. Make sure you’re finding ways to stay in touch with those who have applied for open positions.
Since gig workers are always on the go, it’s important to reach them where they are – on their mobile devices. Texting is an effective communication method that’s built into the ApplicantStack platform. Hiring managers can send quick texts to let their top candidates know where they are in the process and what to expect.
By following these steps, you can improve your efforts when hiring remote and gig workers to fill various roles with your organization. ApplicantStack makes it easier to find and bring on top talent with powerful features and customization options. Plus, it’s built (and priced) for small businesses. Take a closer look now!
Did you know that 95% of job seekers who click on a job ad will never finish filling out an application? Since the cost per click increased 54% in 2021 and 43% the year before, according to Appcast, the cost of losing the attention of candidates has skyrocketed. In order to cut through the noise, a positive candidate experience is becoming increasingly critical to drawing and retaining top talent.
The Pillars of a Positive Candidate Experience
A successful candidate experience is built on several key elements. Together, these factors help create an environment where each job seeker feels valued, respected and motivated to pursue opportunities with your organization. More recently, these three pillars have become a focal point for many employers:
Candidate-focused job application: Write clear, concise and engaging job descriptions that accurately reflect the role’s responsibilities, requirements and career potential. Be sure to highlight your organization’s unique selling points and employee benefits. A well-written description not only attracts the right job candidate but also helps them understand how they can contribute to your organization’s success.
Inclusive hiring practices: Develop and implement inclusive hiring practices that promote diversity and eliminate potential biases, including using a dedicated talent board and diverse platforms to advertise a job opening. These standardize interview questions and train your hiring team in diversity principles. You can foster an inclusive environment that appeals to a wide range of applicants.
Post-interview follow-up and closure: Provide timely follow-up and closure to each potential candidate after an interview, regardless of whether you make an offer. Informing candidates of their status promptly shows respect for their time and effort, leaving them with a positive impression of your organization. Give constructive feedback if you can; they’ll appreciate the candor and it helps maintain an open line of communication for future opportunities.
Empowering Your Employer Brand Through a Positive Candidate Experience
Understanding the connection between a better candidate experience and employer brand is essential for success. A strong brand communicates your company’s values, culture and commitment to employee growth and satisfaction. Showcase these qualities and create a desirable image for potential team members.
To make the most of candidate engagement, incorporate it into your marketing. Encourage prospects to share their positive experiences with your company, both online and offline. Use testimonials, success stories and social media to showcase your commitment to giving candidates a great experience. This not only reinforces your brand reputation but also helps spread the word that your organization is an excellent place to work.
Measuring candidate experience is another part of continuous improvement. One way to gauge success is using candidate experience surveys. They provide valuable feedback on your hiring process and help identify stages of the recruitment process to enhance.
How to Implement a Candidate-Centric Hiring Process
Many traditional hiring methods are failing to deliver the desired results. According to Linkedin, 73% of hiring managers find it challenging to discover the right talent for their company. Many recruitment issues can be resolved by reworking strategies around candidates, rather than expecting candidates to adapt to outdated processes.
Here are some of the ways to achieve this goal:
Simplify your application process: Keep your application form short and user friendly, asking only the most relevant questions to avoid overwhelming job seekers. Appcast reports that in 2021, nearly 70% of job applications were submitted via mobile devices. Make sure your listings are mobile-friendly to make it easier for applicants.
Prioritize communication: Keep each applicant informed throughout the recruiting process, sending timely updates on their application status and providing clear next steps. You can reach candidates where they are, on their devices, by staying in contact via text.
Utilize technology: Use an effective applicant-tracking system to improve the candidate experience by automating tasks, optimizing the hiring process and ensuring a seamless application venture.
Personalize the experience: Tailor your candidate communication to reflect the applicant’s specific skills, background and interests. Show that you have taken the time to review their application and understand their unique qualifications.
Demonstrate your company culture: Share information about your company’s culture, values and commitment to employee growth and satisfaction in the job description. Candidates should envision themselves as part of your organization and have a strong incentive to join.
ApplicantStack plays a pivotal role in shaping a positive candidate experience, setting your organization apart from competitors. Quicker feedback, a personalized candidate journey and inclusive recruitment practices allow you to attract and retain top talent with ease. Harness the power of ApplicantStack to elevate your hiring and onboarding process and strengthen your employer branding, ultimately securing a diverse and highly skilled workforce that will propel your business forward.
When a business needs to hire, it’s important to have the right tools at its disposal. An applicant tracking system is a must, regardless of company size. Explore this type of system and how it can benefit your organization’s recruitment efforts.
What Does an Applicant Tracking System (ATS) Do?
An applicant tracking system (ATS) is a type of software designed to manage an organization’s recruiting and hiring efforts. As the name suggests, its process involves tracking candidates who may be good fits for open positions. Additionally, an ATS houses data and often includes automated workflows to simplify tasks like:
Scheduling interviews
Notifying candidates of status updates
Issuing alerts
Sending messages to applicants and those involved in the hiring process
Benefits of an Applicant Tracking System
Many benefits come with using an applicant tracking system to find and bring on top talent. Review a few of these advantages and how they can benefit a small-to-midsized business.
Searches for keywords
While the description of an ATS may make such a system sound like a data organization tool, it can do much more. When seeking top candidates, recruiters, hiring managers, and others involved in the hiring process may struggle to locate talent. Sifting through countless resumés and applications takes a lot of time, and some may not be relevant to the open position.
An ATS can sift through data and make recommendations based on keyword searches, algorithms, and other tools that analyze applications and resumés. With an ATS in place, it becomes easier to review applicant data and select the right candidates to interview.
Posts jobs more efficiently
Another advantage of an ATS is integration with external job boards, which tend to be the most common tools for job seekers. Posting an open position individually on multiple boards can take a lot of time. Some organizations stick to just a few boards, which limits visibility. The ideal hire for a role may not even see a job ad if it’s not posted on the board they use regularly.
Using an ATS makes it easier to push a listing to many boards with a single click. By getting a job in front of additional people, a company will likely receive more applications. Hiring managers can choose from a wider selection of candidates to get the right fit, rather than choosing from a handful of semi-qualified individuals.
Maximizes productivity
Hiring managers and recruiters can easily spend hours looking for candidates manually. But this isn’t a good use of their time. Those involved in hiring can spend less time on these tasks without sacrificing candidate quality. Open roles get in front of the right people, but the automation side of the software saves time and effort.
Boosts company morale
A positive hiring and onboarding experience can make a big difference in the eyes of a candidate considering a new role. And when a business can get good people hired faster, there’s less of a burden on the existing employees to take on additional work. The result is improved company morale all the way around.
How Does an Applicant Tracking System Work?
With various systems available to organizations, it’s important to note that each will have its own list of features and functionality. However, programs within this category tend to share a few key steps to ensure a consistent and straightforward process.
Creating a job requisition
In most recruiting systems, the process begins with the creation of a job requisition. When a company needs to hire, the person responsible for recruiting requests approval for the creation of a new position or the filling of a vacated position. Upon approval, the requestor can create a job listing.
Creating a job listing
The next step is creating a job listing, or the description of the open position. A listing should include several key components:
Position title
Position location
Department
Salary range (if applicable)
Responsibilities/duties
Candidate requirements or qualifications
Description of work environment
Of course, a job description should be more than just a bulleted list of details about a role. In fact, it’s more important than ever to appeal to potential applicants and draw them in, encouraging them to apply.
The writing style for job descriptions differs from other business writing styles. Using engaging language can help a posting stand out in a sea of similar content.
It’s also important to consider the legal requirements of a job listing. Make sure to avoid language that could indicate discrimination or hiring preferences. Examples include gendered language (“The individual in this role will use his strength to lift heavy packages, 50+ pounds”) or phrases that may rule out members of a protected class.
Posting the job description
After creating an engaging description, the next step in the process of hiring with an ATS is posting it to various boards. There are hundreds of online job boards, each with its own niche and target audience. It’s helpful to consider which boards might yield the best results. For example, an entry-level tech job might get more responses if posted on a board that caters to recent graduates in the technology sector.
Explore different options, including industry-specific boards and those designed for members of a particular demographic. By posting a listing in the right places, an organization can improve its chances of attracting qualified applicants.
Receiving applications
The next phase in the applicant-tracking system is receiving applications from those with an interest in the role. Some systems can issue rankings to applicants based on specific data, including keywords on the resumés and in the answers to questions on the application.
You may be able to set up an automatic rejection process based on answers. For example, if knowledge of a specific coding language is a requirement for a developer role, any candidate who indicates that they don’t know that particular language would be automatically rejected.
The application phase can remain open for as long as needed. The length of that period often depends on factors like the quantity of applications received and the need to fill the role within a specific timeframe.
Undergoing the review process
Anyone granted access can view applicant data and determine whether to move each candidate forward in the process. Moving someone to the next phase should be simple. A recruiter or hiring manager can select which candidates to interview and which to reject.
Upon interviewing each candidate, those involved in the process can take notes to reference when reviewing all candidates. Keeping those notes within the system makes it easier to recall what was discussed during the interview and whether to move forward.
Sending notifications and follow-up
It’s important to keep candidates in the loop throughout the process. But sending emails to everyone who applied isn’t a good use of your time. With an applicant tracking system, the hiring manager and recruiter don’t have to worry about notifications or follow-up messages. Automatic notifications keep candidates informed of their progress and whether they’re moving forward to the next phase.
For example, if you select a candidate to interview, the system can automatically send a notification requesting to schedule. If you decide not to move forward with a specific applicant, they can receive an email or even a text message informing them of the decision. Each company can establish the messaging for these notifications to adhere to its brand and voice.
Extending an offer
Upon selecting the best candidate, the final step in the recruiting process is extending an offer. Using an applicant tracking system even makes this step easier. You can tap into pre-built templates to ensure that offer letters are thorough and informative.
When your selected candidate accepts the job, their information remains in the system. You can flow it into your company’s HR system to minimize errors from manual data entry. Additionally, you can use this information to stay in contact with the applicant until their first day of work.
Managing candidate data
Of course, every individual who applies for a job with your company won’t get hired immediately. But if an applicant has skills or experience that make them a good fit for another role in the future, their data remains within the system. You can reach out if a job opens up that aligns with their skillset, rather than starting the entire process over again.
Creating an account/onboarding
Bringing a new hire on board is a key step in the hiring process. Doing so successfully could determine how the employee feels about their role and the organization overall.
According to a recent Gallup survey, approximately 12 percent of employees think their company did a good job onboarding them. With so much room for improvement, it makes sense for companies to invest in onboarding efforts. After all, a poor onboarding experience can be the difference between an engaged employee and one who bails out for another role.
Employee turnover can cost a company up to nine months of an employee’s salary to find and bring on a replacement. This is an expensive undertaking for any business. But for small companies, the cost could wreak serious havoc on the budget. Onboarding is something that no business can afford to ignore.
With an applicant tracking system, onboarding becomes more seamless and consistent. ApplicantStack Onboard makes it easy to:
Import hires from ApplicantStack Recruit
Upload new hire forms (W-4, I-9, etc.)
Create and assign tasks to track progress
Invite new hires to view documents, input their information, and complete paperwork
E-sign documentation
View and download reports to measure onboarding success
Not all applicant tracking systems include onboarding functionality. But given the importance of this process in employee retention and engagement, it’s essential to choose one that does.
FAQ about Applicant Tracking Software
Still have questions about applicant tracking? We answer a few of the frequently asked questions around these systems below.
What should you look for in an applicant tracking system?
Every business might have its own unique hiring and recruiting needs, but some of the best features to look for in an ATS include:
Integration with other systems (HR, payroll, benefits, etc.)
When should a business use an applicant tracking system?
An ATS can benefit any business that plans to hire. This software is designed to organize candidates to simplify the process of hiring. It can also filter out applicants who don’t meet the qualifications for a role or highlight those who might be a better fit based on skills and experience. If your company has employees (or will hire employees in the future), an ATS is beneficial.
ApplicantStack is the applicant tracking system that’s built for small business needs. It doesn’t skimp on features or functionality, but it’s priced to fit into the budget of just about any company. Still on the fence? Try it free today and find your next hire faster and more efficiently.
