New Employee Onboarding Checklist for 2019

New Employee Onboarding Checklist for 2019

Onboarding a new employee can be quite challenging and time-consuming.  Every phase of the employee onboarding process is important, so make sure to have a new hire checklist to onboard your new employee.  You can use the following outline as a guide, however, every organization will have its own unique requirements.  These tasks will need to be adjusted for the type of employment (full time, part time, seasonal), but having an initial, general list will provide a good starting point for different positions.  We have outlined a new employee onboarding checklist to make it less daunting.

Step 1:

Create a list of tasks that new employees will need to complete and that current team members will need to work on/setup prior to the new employees first day.  Example tasks to put on new hire checklist could include, but are not limited to:

Prepare any State & Federal tax forms that need to be completed.  Some of these forms might require input from multiple individuals.  Having a system in place where these can be created and completed online can save time and resources.  The ability to upload these forms form a library can be beneficial to any busy HR professional.

Prepare any job-related forms that will need to be completed and/or signed by the employee or current team member.  Having a system in place to easily upload and create fillable forms can make this task much easier.

Gather any health insurance forms and benefits information

Identify any computer or other peripheral needs that need to be set up prior to the employee arriving on the first-day

Order any technology equipment

Order phone and create new extension

Obtain a new photo ID

Order business cards

Order any materials/supplies needed by the new employee

Make any arrangements for parking/transportation

Add new employee to relevant email lists

Identify any socialization tasks such as a tour of facilities or welcome lunch/meeting

Step 2:

Put together any supporting documents and links to any videos.  These should be items that do not require any input or signatures.  Example supporting documents might be included on a new hire checklist include, but are not limited to:

Welcome message for new employees

Contact namesNew Hire checklist - library

Phone/extension list

Any training material or videos that will need to be watched

Benefit packages to review

 

Step 3:

Assign tasks from the new employee onboarding checklist to current team members and new hires.  An automated process for task reminders is an invaluable tool.  Having the ability to set deadlines with reminders will ensure that the tasks will get done.  It is also helpful to be able to visually see the progress indicators that show any outstanding tasks.

Assign all tasks to any relevant person with a due datenew hire checklist - checklist

Order assignments according to time needed to complete tasks and dependencies between tasks

Create email remainders

Monitor completion of tasks on the new hire checklist

Step 4:

Establish clear communication with the new hire.  Having an employee portal to facilitate the new hire checklist can make this much easier.  An employee portal can be viewed as their own virtual assistant that can help the onboarding process run smoothly.  Here are some items to include when using a portal:

Their manager’s contact information

List of tasks from the new hire checklist

Any materials that they need to review and/or sign (from Steps 1 & 2) A progress indicator and list of deadlines to help the new hire complete all the tasks

Step 5:

Review your plan and make the necessary tweaks for the next employee.  Don’t assume that one new hire checklist is going to fit all employees!  Luckily fully-automated tools such as ApplicantStack Onboard allow for on the fly updates and customizations.

Ready to implement your new employee onboarding checklist? Download a copy of our checklist here:

New Employee Onboarding Checklist

 

Constantly Hiring? 4 Ways To Streamline The New Hire Process Fast

Constantly Hiring? 4 Ways To Streamline The New Hire Process Fast

new job, hiring and employment concept – international team of recruiters having interview and shaking hands with asian female employee at office

Do you need to streamline the new hire process? Are you a hiring manager with a mess on your hands?

In this Reddit forum, a hiring manager describes why her job is a nightmare.

  • No recruiting software
  • High turnover
  • Constant onboarding
    • Daily new hires to be processed
  • Always in panic mode
  • Bosses make unrealistic demands
  • Too many priorities to get anything done

Does this sound like your job?

Crisis Intervention For New Hire Chaos

  1. Evaluate current process (or lack thereof)
  2. Identify and prioritize problems
  3. Create plan to streamline workflows
  4. Use an Applicant Tracking System (ATS)

Assess Current Hiring Practices

If your processes are manual, measuring outcomes is difficult. Where do you start? Right here:

Get feedback from:

  • Recruiters
  • Team leads

Calculate time-to-hire:

  • Measure time from job posting to acceptance
  • Break down total duration by each step
  • Identify bottlenecks

Calculate staff turnover rate

The turnover rate is defined as the number of employees you must replace in a specified time frame. Depending on the size of your staff, calculate by month, quarter, or year.

Compare your rate to the average for your industry and geographic area on the Bureau of Labor Statistics (BLS) website. Hard numbers give you insight. If your industry has an especially high turnover rate, you can take comfort that others are fighting the same battle. If you are an outlier, it means your processes are making a bad situation worse.

If you have an ATS, look at your analytics. Run reports for everything. Even those that don’t seem directly related. You may learn something new.

Gather your information and figure out what’s going right or wrong. Create a plan for fixing the problems. These steps will help:

Improve Job Descriptions

If you aren’t getting qualified applicants, fix your job descriptions.

Start with the jobs that attract the most unqualified applicants. These job descriptions need to be better defined. Consult with the hiring team members listed in step one.

All job descriptions should have:

  1. Starting date range
  2. Salary range
  3. Benefits and perks
  4. Required skills and experience
  5. Ideal skills and experience
  6. Hiring manager contact information (a real person)
  7. What does the position require on a daily/weekly basis?
  8. Timeline for the hiring process

Many companies don’t include the last two. Add these to your descriptions and differentiate your company. The posting will start performing better.

Check References Before Scheduling Interviews

If you check references after interviewing, you are wasting time. Reference checks are an important filter. If checking references takes too long, make it easier for references to contact you. Give them several avenues: email, phone call, snail mail a letter of reference.

Filter Candidates Faster

You need technology to speed this up. Especially if your workload is ridiculous. Use an ATS to filter applications quickly. You won’t need to read any resumes until the applicant pool is narrowed down.

How you speed up filtering with an ATS:

  • Create a database of all applicants
  • Track where each applicant is in the process
  • Create tasks with reminders
  • Auto emails
    • Email templates
  • Store and manage job postings
  • Application filtering
    • Create questionnaires with knockout questions
  • Integrate with background check company (if you outsource background checks)
  • Structured interviewing questions

Onboarding

Applicant tracking systems with onboarding bring the same efficiency once the candidate accepts the job offer. Managing it with an ATS is called structured onboarding.

  • When hired—simply change status—no need to enter everything again
  • New hires fill out initial paperwork online
    • They can access it from a mobile device
    • They can do it before their first day (you have to pay them for their time)

How To Convince Your Boss That An ATS Is An Absolute Necessity

ApplicantStack recruiting solutions were designed to clean up the new hire mess. With ApplicantStack Recruit and Onboard, you can tame the chaos at your company. Plus, your new hires will stay with your company longer.

Help your boss understand how ApplicantStack Recruit works and how it will pay for itself:

ApplicantStack Recruit Product Walkthrough

ApplicantStack Cost-Per-Hire Calculator

Can My Company Afford an Applicant Tracking System?

 

 

The Ideal Applicant Journey in 3 Steps: Use Hiring Psychology Like a Pro

The Ideal Applicant Journey in 3 Steps: Use Hiring Psychology Like a Pro

What is applicant journey mapping?

The process of creating a graphical representation or map of a job applicant’s journey. It depicts what the applicant experiences through each stage of the recruiting process.

What is an applicant persona?

A semi-fictional description of your company’s ideal job applicant. 

Both of these methods are components of hiring or recruiting psychology.

Why should you use these techniques to improve your applicant process?

  1. It’s becoming more difficult to find quality employees
  2. A favorable applicant journey improves quality-of-hire
  3. An effective applicant journey improves company brand

What factors have altered the employment landscape?

  1. Millennials are now the largest employee demographic
  2. Unemployment has decreased substantially
  3. Employment patterns have changed
  4. Small companies can compete more effectively
  5. There are skills shortages in emerging industries
  6. Businesses have less control over their online reputation

Are you recruiting like you did ten years ago? This will inhibit growth and lower your chances of success.

Employers Haven’t Responded to the Big Shift

The advantage has shifted from the employer to the job candidate. If your recruiting practices are still company-centric, you will continue to struggle. Hiring will get more difficult.

Consider this:

Only 28% of millennials plan to stay at their job longer than five years.

This means you are starting at a disadvantage with the largest employee demographic. Think about that. When you hire a millennial, they already have low expectations.

It’s critical to raise their expectations. A so-so applicant journey will confirm their perceptions.

The Applicant Journey Influences Your Company Brand

Applicants, employees, and customers interact with your company. Each group shares their experiences online and offline. They don’t exist in separate worlds. A poor applicant journey reinforces a negative brand or reputation.

Successful companies take a holistic approach. They value their applicants and employees as much as they value their customers. Neither exists in a vacuum. Your applicants and employees are also customers.

An applicant who has a negative experience will probably never be a customer. They will discourage others from applying.

Dissatisfied employees also discourage people within their spheres of influence. As we all know, spheres of influence continually expand.

What Can You Do To Create The Ideal Applicant Journey?

Now that we’ve established that old processes don’t work, it’s time to start from scratch.

Any sized company can use hiring psychology. Don’t let the term ‘psychology’ intimidate you.

Follow these steps to create or improve your applicant journey.

Step 1: Create An Applicant Persona

This is representation of a quintessential employee. Not just an ideal applicant, an ideal employee.

How do you identify these elements? Look at your best employees. They may not seem similar at first glance. But they share traits that help them thrive in your culture and their job roles.

Talk to team leads throughout your organization. Conduct ‘stay interviews’ with high-performing employees. Identify their characteristics and what motivates them.

Here are elements in an applicant persona:

  • Biography: Address, education, job title, personality traits
  • Goals: Desired career path, personal ambitions
  • Benefits: What benefits are important to them?
  • Challenges: Why are they looking for a new job? Why are they unsatisfied in their current position?
  • Job Search Process: What avenues and tools do they use? What online sources do they consult to research your company? Who do they talk to?

Go into more detail than you believe is necessary. You may need several personas if you have diverse job roles.

IMPORTANT COMPLIANCE NOTE: Don’t let your applicant persona introduce bias into your hiring process. The point is to improve the experience for the job applicant. For example, your applicant persona may include age if you think it’s relevant. But you can’t discriminate based on age when you hire. Use the fictional lifestyle details to identify and respond to your applicant’s needs. Be especially mindful of protected classes.

Step 2: Map The Applicant Journey

You can’t disrupt your process if you can’t see your process. An applicant journey map portrays the process graphically. The point is to understand it from the applicant’s perspective.

Stages of the Applicant Journey

If you’ve mapped your customer journey, you know the stages or elements. They are only slightly different for a job applicant.

  1. Awareness
  2. Consideration
  3. Interest
  4. Application
  5. Selection
  6. Hire

Touchpoints in the Applicant Journey

What are the touchpoints in the journey? A touchpoint is an interaction between the applicant and your company.

They could include some or all of the following:

  • See your job posting on a job board
  • Visit your careers page
  • Visit your corporate Facebook page
  • Check employee reviews on Glassdoor
  • Talk to a recruiter at a career event
  • Fill out an application
  • Send their resume
  • Receive confirmation email
  • Fill out questionnaire
  • Receive telephone call to schedule interview
  • Come to your office for an interview or have video interview
  • Receive ‘Thank you for interviewing’ email or phone call
  • Receive job offer
  • Accept job offer

Step 3: Determine The Applicant’s Needs

Identify the job candidate’s needs at each stage in the journey. In the customer journey, these are sometimes called pain points. Use your applicant persona.

Their needs will vary depending upon the position. A student applying for a part-time customer service position has different needs than a 45-year-old applying for an executive-level position.

Walk your applicant through the journey. Flesh out what takes place with each touchpoint or interaction. Do this several times. Solicit feedback from everyone on the hiring team. Talk to current employees.

Now you have the tools to remake your recruiting process. The formula looks like this:

Applicant persona + applicant journey + applicant needs = effective recruiting strategy.

Applicant journey mapping will help you:

  • Create highly-targeted job descriptions
  • Identify the most effective recruiting channels
  • Tailor communications to your ideal applicant
  • Eliminate redundant steps
  • Provide multiple avenues of communication

Hiring Software is a Must-Have If You Want To Improve The Applicant Journey

An applicant tracking system (ATS) is the best tool to improve your applicant journey.

  • Create a strategy based on applicant journey mapping
  • Set up hiring workflows in your ATS: job postings, communications, filtering, interviews
  • Automate 90% of workflows
  • Measure hiring outcomes and adjust as necessary

Do you want to start improving your applicant journey today?

SwipeClock ApplicantStack Recruit is ahead of the curve in the recruiting industry. Our web-based hiring software was designed by recruiting professionals. You don’t need to sign a contract. You don’t need help from your IT team.

Start your Free Trial of ApplicantStack Recruit today.

Spreadsheets are Scary. Your Recruiting Software Shouldn’t Be.

Spreadsheets are Scary. Your Recruiting Software Shouldn’t Be.

Why do many recruiting teams have to use spreadsheets? Forward-thinking companies leverage the best business management tools for everyone else.

I’m talking about best-in-class software products. The kind built for a specific purpose from the ground up. There are systems for CRM, project management, accounting, tech support—you name it.

Yet the hiring team struggles with old technology and ad hoc systems.

Spreadsheets may have been cutting-edge in 1985, but there is no reason to use them now.

Applicant tracking software is affordable and easy to implement. It improves recruiting so dramatically it’s a no-brainer for business owners. Yet the adoption rate is lower than for many other types of software.

Let’s look at all the reasons that spreadsheets for recruiting are ridiculously scary.

Spreadsheets Don’t Meet The Needs of Recruitment

Spreadsheets are designed to store and organize data. Applicant tracking involves loads of data. But that’s only one piece of the puzzle. It also involves ongoing communication among all parties. This includes the applicant, hiring team, talent sourcing agencies, and managers. You have to log each separate interaction into the spreadsheet.

Spreadsheets aren’t integrated with your email system. This is a big drawback. But spreadsheet problems don’t stop with an inability to handle hiring communication.

Recruitment has a marketing component as well. Spreadsheets don’t sync with job boards or your careers site.

They can’t screen applications and advance potential hires through the process.

Spreadsheets Cripple Collaboration

Successful hiring requires real time collaboration. Spreadsheets don’t show where a candidate is in the hiring process. They don’t provide an easy way to enter interview notes or rate applicants.

Unless they are cloud-based like Google Docs, they don’t allow for centralized access. Do you need to improve collaboration to improve hiring outcomes? Spreadsheets aren’t going to cut it.

Spreadsheets Are Vulnerable to Human Error

Spreadsheets use manual data entry. As such, they are susceptible to human error. Their inability to detect and prevent errors is one of the scariest things about them.

Studies reveal that average spreadsheet error rates can be as high as 88%.

Companies of all sizes are at risk of spreadsheet errors. JPMorgan Chase, for example, suffered a $6 billion (yes, with a ‘B’) loss due to Excel errors.

Spreadsheets Take Too Much Time

Inaccuracy isn’t the only problem with spreadsheets. They’re also too dang slow. Entering each piece of data into the appropriate cell is painstaking.

If you are trying to shorten time-to-hire (and who isn’t?) you need a better option.

Companies who use spreadsheets are losing applicants because their process drags on. The fastest hirers are using Applicant Tracking Systems (ATS).

Spreadsheets Don’t Create a Great Applicant Experience

If you want to cater to applicants, spreadsheets aren’t the way to go. They don’t allow you to respond immediately to applicants. You can’t trigger precisely-timed auto-emails. Applicants can slip through the cracks.

Spreadsheets Don’t Let Your Company Shine

Spreadsheets don’t let candidates see everything that’s awesome about your company. They don’t expand your company brand to your recruitment presence. An applicant’s first impression is of an outdated application process. Candidates aren’t wowed by a manual system.

If the hiring process turns them away, you can’t draw them in with a fat benefits package or any other perks. A cumbersome hiring process is a major liability if you are trying to attract top candidates.

Why use a system that is slow, tedious, and vulnerable to errors?

Smart Automation Designed For Recruitment

An applicant tracking system (ATS) solves each of the spreadsheet problems we’ve discussed. ATS’ automate each component of the hiring process. This provides a better experience for both the candidate and everyone on the hiring team.

Respond Quickly to Hiring Needs

When you have an opening, simply write a job posting and the system takes over. ATS’ post to multiple job boards with one click. Candidates see your posting the same day you create it. There’s no delay.

An ATS Does The Heavy Lifting

An ATS can track hundreds of applications and resumes. For multiple openings simultaneously. You don’t have to enter applications manually. Nobody falls through the cracks.

There are no economies of scale with spreadsheets. Entering one hundred applications takes one hundred times longer than entering one. It’s scary that so many business owners still use them!

Applicants Always Know Where They Stand

Improved communication makes the process better and faster. Customized auto-emails keep each applicant informed throughout the hiring journey.

ATS’ Weed Out Unqualified Candidates (Fast!)

An ATS stores resumes and provides an easy way to score them. You create personalized screening questionnaires for each position. Knockout questions eliminate unqualified candidates before you even look at their application.

Your ATS delivers a pool of qualified candidates soon after you receive the first bunch of applications. The system continues to add to the pool throughout the process.

The ATS handles everything that doesn’t require a human brain—all the busywork and data entry. You spend your time performing hiring tasks that require critical thinking. (You’re a brilliant hiring genius, aren’t you?)

Improved Collaboration = Improved Recruitment

Disparate recruiting systems hamper collaboration. With an ATS, every member of the team can share notes in a centralized location. This alone can shave days off the decision-making phase.

An ATS Makes You Look Good

You can’t excel with Excel. ATS’ create a professional applicant experience. This is becoming more and more important in today’s labor market. With an ATS, you won’t lose any candidates because of an unprofessional or confusing hiring process.

Customize your ATS with company branding. Your hiring and marketing presence will be seamless from the candidate’s point of view. Your organization shines from the very first ‘We’ve received your application’ email.

Your Company Needs A Mobile-Friendly System

When researching ATS’, pay attention to whether they work on small screens. A mobile application process enlarges your pool of potential hires. According to Monster, U.S. job seekers perform one billion job searches from mobile devices each month.

Ready To Upgrade Your Hiring Process?

SwipeClock ApplicantStack meets the recruitment needs of small to mid-size businesses. 2500+ companies use ApplicantStack to achieve better hiring outcomes. Start a free trial today and learn how ApplicantStack can help your company with every component of the recruiting process.

3 Reasons You Should Track Time-To-Hire (And How To Do It Right)

3 Reasons You Should Track Time-To-Hire (And How To Do It Right)

10 days. That’s how long the most desirable candidates are on the market before being hired.

Why is this a critical statistic in the HR world? Because successful companies track time-to-hire.

If you aren’t currently tracking time-to-hire, it’s a good time to start. High-demand candidates are being snapped up quickly in today’s competitive hiring market. Employers that shorten their time-to-hire gain many advantages.

What Is Time-To-Hire?

Time-to-hire is one of the most important recruiting metrics. It is defined as the number of days that pass from when you contact an applicant until you hire them. The initial contact could be the result of the candidate applying or outward sourcing.

Some organizations track time-to-fill instead of time-to-hire. The distinction is that time-to-fill starts the clock from the day you post the opening. The time-to-fill measurement can reveal slowdowns before a candidate applies. After the candidate applies, they both measure the same processes.

Cost-per-hire and quality-of-hire are additional KPIs frequently used along with time-to-hire. The three metrics help companies improve their recruiting outcomes.

Why Should You Track Time-To-Hire?

The obvious answer is ‘So you can shorten it.’ Let’s break it down.

1. Tracking Time-To-Hire Measures Recruiting Efficiency

Time-to-hire measurements are most useful when they track each step in the recruiting timeline. This allows you to pinpoint which workflows slow things down. Is it during the resume review phase? Does scheduling interviews take longer than it should? Does it take the applicant too long to complete the skills assessment?

2. Tracking Time-To-Hire Helps You Improve The Candidate Experience

A long, cumbersome hiring process is a hassle for applicants. Over half of jobseekers lose interest in a company if they believe the hiring process takes too long. Of course, ‘too long’ is a subjective evaluation. In a survey conducted by Robert Half, 4 out of 10 applicants said 7-14 days is too long! In the same survey, 23% of participants said they would wait for just one week to hear back from a potential employer.

Contrast these perceptions with real-world timelines. In some industries, the average time-to-hire is 40 days.

3. Tracking Time-To-Hire Helps You Improve Your Recruiting Processes

Companies who want to shorten their time-to-hire create a plan. A good plan will address systemic problems in the hiring process. You can’t identify the problems without tracking time-to-hire.

How Does Slow Time-To-Hire Hurt Your Business?

A lengthy hiring process doesn’t only reveal problems with your operations. It reflects poorly on your corporate culture.

‘Most of the top talent are fast and accurate decision-makers, it is highly likely that they will view slow hiring decisions as an indicator that once on the job, business decisions will be made just as slowly.’ -Dr. John Sullivan, Talent Management Expert

How Do You Measure Time-To-Hire For Multiple Job Candidates?

Hiring managers can use a calculator, spreadsheet, or applicant tracking system (ATS).  

To use a calculator, add up the number of days from initial application to offer acceptance. Record the totals in a document. When you have tracked it for several applicants, you can compare by applicable variables. These include position, department, supervisor, and job boards used. Look at the breakdown of the workflow. Which processes take longer than they should?

With a spreadsheet, you can use the built-in calculator to tally days spent in each phase. Enter each phase (or task) in your hiring process in a row or column. Enter the number of days for each phase, per applicant. Add all the cells in the ‘number of days’ to reach a total. Compare and contrast as described previously.

The calculator and spreadsheet method require manual data entry. It is tedious and time-consuming. If you are doing a lot of manual data entry, let us show you a better way.

This brings us to the ideal method.

What’s The Best Way To Track Time-To-Hire?

Since you are on the ApplicantStack blog, you won’t be surprised to learn that we recommend an applicant tracking system (ATS).

We have the perfect solution: ApplicantStack Recruit.

ApplicantStack: A Better Way To Track Time-To-Hire

ApplicantStack Recruit is an affordable, web-based solution for candidate sourcing, evaluation, and hiring.

Why Use An ATS To Track Time-To-Hire?

Companies that use ATS’ are more likely to shorten their time-to-hire. Many recruiting teams that use an applicant tracking system can hire for a position in 10 days or less!

An applicant tracking system:

  • Automates hiring processes
  • Measures their effectiveness
  • Helps you fix problems

Tracking time-to-hire is just one feature of an applicant tracking system.

How Do I Identify Roadblocks That Slow My Time-To-Hire?

In your ATS, run a report that shows how long each hiring phase takes. These are the workflows to concentrate on. Do you need to assign the task to another user? Do you need to send more reminder emails? Are you waiting too long for manager approvals?

How Does An ATS Remove Process Bottlenecks?

In many cases, your ATS can provide a solution to recruiting process bottlenecks. Suppose there is a lag time between an application and the candidate receiving a confirmation email. If you are used to writing an individual ‘thanks for applying’ email, consider using the auto-email feature in the ATS.

All you need to do is write an email and the system will send it automatically when an application is received. Create an email for each position and hiring phase. Modify your template as necessary.

Speedy Scoring

The candidate scoring process is a bottleneck for many companies. With ATS’, you create a questionnaire for each position. Score each question as appropriate. Include knockout questions that disqualify candidates. Knock-out questions help narrow the pool quickly.

When a candidate applies, they are automatically emailed the questionnaire. No lag time there. When they complete it and send it back, it’s time for the hiring team to review the scoring.

The questionnaires (and all other documentation) live in a centralized location—your web-based ATS. This is key if you’re used to paper applications.

Universal, Anytime Access

With electronic documents, each member of the team can access the system from any mobile device. The hiring manager, team lead, and department head can all review the applicant at the same time.

Each user can enter notes for all to review. Use checklists to show where each applicant is in the process. If everyone is dedicated to shortening time-to-hire, there will be no lag time here.

Intelligent Interview Scheduling

Interview scheduling can also lengthen time-to-hire. The most efficient system is for the applicant to choose a slot on an online calendar in your ATS. (Some systems integrate with third-party calendars like Microsoft Outlook and Google Calendar.)

You set up the calendar to show slots the interviewer is available. This eliminates the need for back-and-forth texts, emails, or phone calls to coordinate a time. It’s simple, yet brilliant. Best of all, it shortens time-to-hire.

Add Onboarding For A Comprehensive Solution

Time-to-hire is only half the battle. Time-to-productivity is just as critical. If your onboarding processes aren’t working, improving time-to-hire is not enough. ApplicantStack Onboard brings our 10 years of expertise to your onboarding processes.

For more information about ApplicantStack Recruit and Onboard, visit SwipeClock ApplicantStack applicant tracking solutions.

 

Sources:

Robert Half

John Sullivan

 

6 Things Every Business Owner Should Know About Applicant Tracking Systems

6 Things Every Business Owner Should Know About Applicant Tracking Systems

6 Minute Read

What Are Applicant Tracking Systems (ATS)?

Applicant tracking systems are specialized Human Resources software that automate the hiring and onboarding process. Each solution provides a different set of features. Most systems collect, track, and filter resumes and applications.

1. An Applicant Tracking System Saves You (Lots Of) Money

Applicant tracking systems provide an impressive ROI. Companies of all sizes can save directly and indirectly. How much? A small company can save up to $10,000 in wasted time and effort using an ATS.

Another way companies benefit financially is by improving the quality of employees. An ATS help you identify top candidates and present an offer before the applicant is hired by a competitor. These high-demand employees drive productivity and innovation.

ATS’ help you fill positions faster. This shortens the time it takes for the new hire to generate revenue. ATS with onboarding tools further shorten the time-to-productivity.

When it comes to administration, ATS automation is truly impressive. Systems can handle hundreds (even thousands!) of applications, resumes, and other workflows. Not only do you save on the cost of labor for the hiring team, but you also free up their time.

They can use that time on improving hiring strategies. Improved hiring strategies can then help your business grow even faster

With the strategic use of an ATS, you can become the budget hero in your company.

2. Your Competitors Are Using An ATS

If you haven’t implemented an ATS, take note. 98% of Fortune 500 companies and at least 66% of large companies use it. The adoption rate for small companies is lower, but growing quickly. Last year, it was estimated that 35% of small organizations use ATS.

Keep in mind that you are also competing with talent sourcing agencies. The ATS adoption rate for professional recruiters is nearly 100%.

3. Applicant Tracking Systems Can Quickly Narrow Down The Application Pool

First, you create a job posting. Your ATS posts it to multiple online sites (of your choosing). The applications start coming in. The system collects and organizes them in a central database. It creates a profile for each applicant.

As you know, job seekers format their resumes in a variety of ways. The ATS extracts the information and organizes it in the same format for each candidate profile. In the profile template, there is a field for each relevant piece of data.

For example, there is a field for each degree earned, each previous job title, and each skill.

This type of organization gives you searching superpowers. You can analyze and compare by work experience, education, or previous employers. Or job titles, skills, or demographic variables.

Let’s talk about resume filtering. The software uses keywords from the job posting. It matches the keywords with those found in the resumes. Consider how long it takes you to read one resume. An ATS can parse thousands of resumes in seconds.

This process weeds out the candidates who don’t have the necessary qualifications and it delivers a pool of qualified candidates before you need to read a single resume!

4. ATS’ Can Post To Multiple Online Job Boards

With an ATS, your job posting gets maximum online exposure. Most will post to LinkedIn, Indeed, ZipRecruiter, Glassdoor, CareerBuilder, and Monster (just to name a few) with one click. While you’re at it, post it to your social media sites and careers page.

You create the job posting in the ATS, and the software takes care of the posting. This is a huge timesaver for busy hiring managers.

5. Applicant Tracking Systems Improve Collaboration

You are more likely to find high quality candidates if multiple stakeholders can weigh in.

But if expanding the hiring team slows down the process, the top candidates will lose interest. They will seek out firms that move faster.

ATS databases enable effective collaboration. Each decision maker can enter notes and applicant ratings. (The rating system is customizable, by the way.) Mobile apps allow recruiters to access the ATS from any internet-enabled device. Some systems include video interviews that team members can watch at their convenience.

6. Applicant Tracking Systems Can Help You Comply With Labor Laws

To say that recruitment compliance is complicated is an understatement.

The laws are always in flux and they vary by location, industry, and business size. Small companies have fewer resources to ensure that processes are compliant.

ATS help you comply with regulations related to hiring. Vendors update SaaS systems to stay current with hiring regulations.

In addition, ATS generate reports to protect you in case of a legal challenge.

For example, suppose a rejected candidate alleges discrimination. Don’t worry. Your ATS has the documentation to validate your legal hiring criteria.

SwipeClock ApplicantStack is the intuitive ATS of choice for small to mid-size organizations. View a free demo today.

By Liz Strikwerda