Are you currently using emails and spreadsheet to organize your hiring process? You’re not alone! Thousands of people are still using them. It’s true that email and Excel touch on key aspects of hiring, but neither was designed with recruitment in mind. They might eventually lead to some successful hires, but using them through habit comes at a price.
You’re probably switching between emails, spreadsheets, calendars and a bunch of other tools, wasting time and energy searching for information, running behind tight deadlines. This time-consuming and frustrating scenario distracts you from the real purpose of recruitment; making collaborative, strategic decisions about hiring great people.
Curious to know how a recruitment software can add value to your hiring process? You’ll find the answer below.
10 reasons email-spreadsheet combo is detrimental to your hiring process
I. Waste of time and resources due to admin tasks
Using email and spreadsheet, you spend a lot of time repeating tasks such as sending emails manually, copying and pasting email text and job descriptions, searching in different sources, storing information in different sources, etc. Managing your day-to-day hiring process without the right recruiting tools means a significant waste of time and resources.
II. Long time to hire
One of the most important key performance indicator is time to hire. This metric has a clear indication of how efficient the recruitment process is. There are several tasks that can be automated if you use the right recruitment software. By using email and spreadsheet, you have to manage these tasks manually, which means it will take you longer and cost more to achieve your work.
III. Poor candidate experience
By using email and spreadsheet for recruitment, your hiring process is fragmented and can’t offer the seamless, enriched, and informed process for job applicants and candidates. This will lead to a poor candidate experience.
IV. Weak brand
If you provide poor candidate experience, you’ll badly impact your company reputation and your overall business. It’s known that companies who have strong brands attract candidates with ease, hence have a lower cost-per-hire and a shorter time to hire.
V. Waste of good candidates
Without using the right recruitment software, it’s not easy to keep track of where your candidates are in the hiring process. Some candidates can get lost along the way, leading to a waste of good opportunities of hires. In addition, with poor and infrequent communication, several good candidates can drop out and get hired by other companies.
VI. Unleveraged candidate pool
If you have been hiring for years, chances are that you have a gold mine with many relevant candidates. There are great candidates to be found in your previous job applications, but they are buried in spreadsheets and inboxes. Without having the right recruitment software, the value of your candidate pool is lost.
VII. Waste of time with manual job posting
By creating and posting jobs manually, you waste a lot of time, without having the guarantee of success of your posts.
VIII. Poor business decisions
There’s no doubt that the most accurate decisions about your recruitment and business in general are driven by data and analytics capabilities. Making such decisions can be difficult with an inconsistent process and no recruiting analytics tools.
IX. Poor hiring team work
Without a structured recruitment approach, it’s very difficult to build an efficient hiring team with good communication, collaboration and access to all the relevant information.
X. Security and compliance is at risk
Without a secure system and a standardized approach for employment background checks, it’s harder to protect confidential candidate data and guarantee that you’re meeting employment laws and regulations.
Enough said about how email-spreadsheet combo are negatively impacting your business. It’s time to learn more about the capabilities of a recruiting software that can change the way you do business in the future.
What can an applicant tracking system do?
Applicant Tracking System (ATS) software has the potential to automate almost every aspect of your hiring process. It frees up significant time for the important tasks: sourcing and hiring the right people.
Using an ATS offers you a collaborative space available online for everyone on your recruitment team. A good ATS comes with capabilities that streamline, organize and centralize all your recruitment:
Efficient Candidates Contact
You can contact candidates directly from your ATS and keep track of all the communications in one place. You don’t have to leave the system to contact an applicant, which goes a long way in saving you time and improving efficiency.
Most ATS software are integrated with popular email and calendar accounts, which means that if you contact a candidate outside your ATS, the communication will still be tracked on your candidate timeline using 2-way email sync.
With an ATS, you can use the calendar integrations to check team availability and set up interviews and calls with multiple participants straight from your recruiting platform.
There are cases when you may want to contact several candidates at the same time. With an ATS, it is a breeze to contact all of them in just a few seconds. This will save you a lot of time and also provides unparalleled standardization in your communication.
History of contacts and notes
If you contact your candidates from the ATS software, you will always have a copy of your entire contact history. Whoever accesses the candidate profile can see the history on which recruiters have contacted them earlier and the context.
Using an ATS, you’re able to add, manage, and search all your contact notes. If you talk to the candidate or hiring manager, you can record the conversation notes. This helps anyone else working with the candidate/manager to see the past conversations.
Efficient data upload
There are times when you receive hundreds of resumes for a single position. After working on a few jobs, you may find yourself buried in thousands upon thousands of resumes. Using an ATS, you can upload these resumes in one shot and have them available in your database.
Without a recruitment system, your resumes are most likely stored on your hard disk, which makes it very difficult to search, filter and find candidates. Moreover, if your hard disk crashes, your entire database will be lost in no time.
Using an ATS, all your resumes will be securily indexed and stored in your database. You can search, filter, and find them at anytime.
Clean and accurate data
Some candidates can apply for different jobs at the same company, which can lead to a lot of duplicate profiles. Using an ATS, you can ensure that applications are merged under the same candidate profile, leading to a cleaner database.
If you do not have a career site or if you have one that you update manually, you’re certainly wasting a lot of time and probably don’t display up-to-date data. Using an ATS, you can have a custom career site that automatically publishes all your active jobs in real time. Every time you create, update, or delete a job, your changes are automatically reflected on the career site.
From your career site, you can share job postings to LinkedIn, Facebook, Twitter, job boards and much more. This is a great way to advertise and attract brilliant candidates.
Through your career site, you can make a great first impression by showcasing your employer brand.
Having a career site integrated with your ATS can boost your brand by offering a better experience for your candidates as well as your recruitment team.
Using an ATS, you’ll allow your candidates to apply online directly from your career site. All the applications are automatically added to your database and routed to the appropriate recruiter. Candidates can automatically receive email notifications without any effort from your side. Recruiters and hiring managers can receive email notifications to invite them to act quickly and take the right actions.
Using an ATS, you won’t receive applications via email anymore. All your applications are stored in the same centralized system.
Reporting & Analytics
Using an ATS, you’ll be able to collect valuable data and insights that will help you make smarter and faster decisions about your recruitment and your overall business.
By having personalized analytics, you’ll be able to constantly optimize your hiring strategy and make bigger positive impact on your business.
By having access to a central hiring dashboard, you can quickly assess your up-to-date hiring status and make efficient decision. For instance, you can check if you have enough candidates in your pipeline or if you need to re-advertise. You can check if candidates are contacted in a timely manner and that recruiters are respecting the SLAs. You can have a clear view of how many candidates you have at each stage of the process for every job you have listed. A quick check will tell you where to focus your attention.
Using an ATS, you can build an efficient recruitment team by giving them access to a centralized system, where all data and notes about candidates and applications are accessible. All candidate profiles and interactions are in a central place, making it easier to review applicants and collaborate with your recruitment team.
Having a standard interview process can increase the collaboration between your team members and make them more effective in gathering accurate assessments and actionable feedback.
Schedule interviews and collect feedback
Using an ATS, you can find a time that works for everyone by syncing different calendars to your your recruitment platform. You can easily send reminders to collect feedback and never miss a deadline.
From your ATS you can easily generate offer letters, record decisions and keep track of offer declined reasons, and much more.
If you want to do things the hard way, you’ll continue to rely on the use of a email and spreadsheet, but if you want to make changes for the better, you’ll come to realize that there is powerful technology that can work in your favor.
Making the move from email-spreadsheets to an ATS is straightforward and doesn’t take much more than a willingness to change.
You don’t need a big budget to make big improvements to the way you manage your hiring.
Now that you understand the huge benefits that an ATS can offer, you can take advantage of our free online ATS. With Nextal you are covered for every one of the points detailed above.
We will take care of importing any existing data, and you’ll be all set for a quick and seamless transition.
Ready to get started? Sign up for a 30-day free trial (no credit card required) and start hiring better talents, faster.