8 Signs your Company Needs an Applicant Tracking System

Last Updated on July 24, 2020 by bigfish-admin

Hiring is one of the most complex and challenging parts of running a successful business. Even though hiring and recruiting are inextricably tied to your growth and success, many companies struggle with these processes. With so many moving parts to manage, you may eventually need to bring in new technology to ensure you have the most effective strategy when hiring and recruiting. As companies grow, there comes a time when the hiring process of juggling dozens of spreadsheets and manually tracking hundreds of applicants becomes unmanageable.

An Applicant Tracking System (sometimes called Applicant Tracking Software or ATS), is a recruiting software that helps manage and streamline a company’s recruiting and hiring process. A good ATS will help you post open jobs to different job boards, filter through resumes and applicants, allow staff to collaborate and provide feedback as each candidate moves through the process, and provide everything from background screenings to sending an offer letter.

75% of recruiters and hiring professionals use a recruiting or applicant tracking system, and of those, 94% say that using an ATS or recruiting software has positively impacted their hiring process.

If you are still on the fence or considering the idea, here are some signs you need an ATS:

1.  Your hiring process feels too complicated.

Are you using a calendar to schedule interviews, email to sort through applicants’ documents and manage feedback, spreadsheets to track data, and dozens of other tools for additional functions? Do you find your hiring process is extremely complicated? Are you buried in email threads, struggling to track down that one great applicant? Manually posting to dozens job boards? Are your notes and information spread far and wide? If so, it’s time to streamline your hiring and recruiting process. If your team regularly experiences these struggles while trying to grow, you would greatly benefit from a single, straightforward system to manage hiring tasks.

A good ATS centralizes all hiring and recruiting information, offering you the functionality of using several desktop apps in one. If you want to schedule an interview, contact current applicants, pull reports, you can do all this and much more within a single system with an ATS. This saves hours of weekly time and administrative work. An ATS will give your hiring team more time to build relationships with your potential candidates, instead of drowning in administrative work.

2.  Your hiring process takes forever.

How long does a simple task take when you must manually repeat it for numerous applicants? When you are repeatedly emailing information to candidates, noting candidate information in spreadsheets, or posting jobs manually to multiple job boards, you lose endless hours. These tasks are essential to the process, but they can become incredibly time-consuming, reducing time available to do other jobs. An ATS will save time by housing all tasks in one place, and automating processes like email templates, scheduled messaging, and multi-posting to job boards.

Anything that slows down or clogs your recruiting pipeline—lost emails, missing applicant data, miscommunication—will cause frustration for your team and is ultimately bad for your hiring process. Such slowdowns are far less likely when your hiring workflow is clear, uniform for all candidates, and shared across your entire team. Collaboration is key and setting up an ATS can allow the entire team to get work done quickly and efficiently. Automating repetitive tasks will return hours of time to your staff members who manage the hiring process.

3.  Your hiring team is struggling and communication is inefficient.

Are there multiple stakeholders in your hiring process who need to be kept informed and tasked as candidates move through the pipeline? Are they struggling to communicate during the process? Every company has slightly different ways of approaching hiring, but the goal remains the same: coordinate and decide on which candidates will impact the success of the business. An ATS will eliminate the back-and-forth communication across multiple formats by streamlining the entire recruiting communication process between stakeholders within the software.

Serious repercussions can arise if a business fails to fill urgent roles. An ATS allows all hiring managers and stakeholders to see progress updates and communicate fully within the system, reducing miscommunication within the team. An ATS will also allow stakeholders to browse rich profiles of candidates, easily compare applicants, and keep all notes, communication, feedback, schedules, and analytics in one place.

4.  You’re not getting enough visibility on job boards.

Are you spending countless hours submitting the same job posting to multiple job board platforms? Most hiring managers want to cast the widest net possible during the recruiting process by posting job ads on a variety of the best job search platforms. While it would be nice to have a flood of qualified candidates after a single submission to a job board, it’s not realistic. The high visibility that comes with cross-posting can be a time-consuming manual process, but it doesn’t have to be. If you are struggling with job posting visibility across multiple job boards, an ATS may be a good investment for your company.

A good ATS can speed up your job distribution efforts, thereby increasing the number of applicants that enter the hiring funnel. An ATS allows job submissions to be posted across the most-used job search engines in the country. When you are posting to a handful of job boards, this not only saves you time—it also saves the business money on every hire.

5.  You want more qualified applicants (and fewer unqualified applicants).

Is your inbox being choked with unqualified applicants? Are you receiving incomplete applications? This is one of the biggest headaches in hiring. Once the word is out, you are faced with an influx of candidates who misunderstand (or skim) your requirements and qualifications. Getting lots of applications is great, but it becomes a problem when you end up wasting precious recruiting time sorting through dozens of unsuitable applicants.

An ATS can help with the flood of unqualified candidates in your inbox in several ways. Applicant tracking systems allow you to create customizable application forms, which can include screening questions focusing on your core job requirements. For example, if you require a relevant degree and related work experience, you can add screening questions to avoid a large percentage of applications from applicants who don’t meet those qualifications. An ATS system is designed to deliver structured information about applicants, making it easy for you to disqualify those who will not be considered. The system is also capable of automatically sending a custom rejection message, notifying and categorizing unqualified candidates – allowing you to re-evaluate if needed. An ATS does the hard work for you by sorting through and serving you the most qualified applicants.

6.  You want to attract top talent.

Are you looking for ambitious, world-class talent to take your company to the next level? If so, your roles must stand out to top candidates who are searching for jobs, beat out the competition’s open roles, and deliver a standout candidate experience throughout the hiring process. Candidates want you to communicate proactively, respond promptly, develop an engaging application, be transparent, and conduct effective interviews–all important pieces of the candidate puzzle.

An ATS can simplify each step of the hiring process for both the hiring team and the candidates. With clear workflows provided within the ATS, you can easily manage and find the best candidates, which allows your team to communicate quickly and effectively (and before the candidate can accept another offer). Candidates want to feel valued from the start, and strong communication delivers a better candidate experience. Remember, active candidates are often applying to multiple jobs at once, and an ATS can help you interact with top talent before it’s too late.

7.  You want candidates to love your company before your even hire them.

Are you striving, but struggling, to create a well-run hiring process? Do you want your company to be known for providing great candidate experiences? Creating positive candidate experiences reflects well on your company culture and can be an important referral tool for sourcing top talent. Providing a great candidate experience can increase the flow of quality applicants, leading to reduced costs, increased revenue, and an overall benefit to your organization. A key aspect of a great candidate experience is making sure every applicant who submits material is recorded, accounted for, and receives a response.

An ATS can provide an airtight hiring system in which every step—from receiving an application to rejection notifications or offer letters—is recorded and accounted for, which contributes to building a reliably strong candidate experience. Don’t risk losing out on top talent due to poor recruiting processes and hiring practices.

8.  You want to organize & track data more efficiently.

How do you keep track of your recruiting process? Are you struggling to find data from previous applicants? Are you unsure of how or where you can improve the process? Deciding which data to track, manually storing records in spreadsheets, and manually calculating trends from previous applicants can be difficult. With an ATS, you have the ability to automatically track hiring data and keep a record of everyone who has ever been considered by your hiring team.

An ATS has the capability to store and report on candidate data within the system, helping you obtain vital information quickly and effectively. An ATS will also allow you to store candidates in a ‘candidate pool’ if you suspect they may be a better fit for another job down the line—essentially placing them on hold. The ATS provides a single record of all past applicants, resumes, communication, notes, and interview feedback. By allowing you to compile data over time, an ATS will leave you with a pool of talent and hiring data that can help benefit future hiring decisions.

If this post had you nodding your head, or daydreaming about how much easier hiring could be with an ATS, then it is time to take the next step to grow your company. The perfect ATS for your business is worth the effort to save money and attract top talent.

Click here to learn more about iSolved Hire—a robust applicant tracking system designed to simplify the entire recruiting and hiring process.

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