Must-Know Tips For Evaluating Staffing or Recruiting Software Solutions

By: Tim Quirk
Date: 7/1/2008

Evolve. It is what every company must do in order to remain competitive. If you're still using an outdated or insufficient system like MS/Excel, ACT, Goldmine or even Outlook to operate your business, it is time to consider the newer products available that will increase your productivity, place candidates faster, and enhance your bottom line. If you haven't searched for new products lately (or even if you have), you may be surprised by the number of providers, pricing levels, and delivery options. There is local licensed software that you install yourself, web-enabled products, and the newest technology, Software-as-a-Service (SaaS), which is accessed through the web and hosted and maintained by the provider, virtually eliminating your IT snafus. Once you've familiarized yourself with the delivery models, do a basic search for staffing software providers on Google or Yahoo. You can also use industry associations (such as www.americanstaffing. net), social media or networking sites (www.linkedin.com), and recruiting-related blogs to help you find products on the market. One important thing to keep in mind when you begin evaluating new systems, however, is whether the software was developed for direct hire recruiting, temporary or contract staffing, or both. In most cases, the type of business for which the software was developed will give a clue into how it works and if it's the right fit for your business.

Tips on Selecting Staffing or Recruiting Software You know best how your office functions, so when evaluating your system requirements, be certain that the solution meets your current needs, as well as its ability to grow with you in the future. Ask yourself:

• What is lacking in my current solution?
• Do I need to access my data from more than one location?
• Is simple resume-searching sufficient or is it time for a more sophisticated ATS and CRM product?
• What is my anticipated growth in the next 24 to 48 months?
• Do I need payroll, invoicing, reporting or other back office functionality?

 

Front office solutions: Sourcing and Placement The goal is to decrease your time to fill and that suggests a system that provides the tools you need to effectively manage your entire applicant, job order and client activities. Resume parsing, email marketing, job posting, and candidate searching help automate daily tasks.

Although not available in all, some software solutions eliminate double and triple data entry and link all of your emails, notes, submission and placement activity to the relevant candidate and contact record automatically, making it easier to see history and track performance in real-time. Instead of switching from screen to screen, the system cuts through the information, presenting you and your staff with the names of the candidates most suited to current openings.

Back office: An Imperative for Staffing and Recruiting Firms

Most staffing and recruiting software guides you only to the end of the hiring process, forcing you to use other systems or services to complete invoicing, payroll, reporting, and accounting. To seamlessly work from sourcing to invoicing, it's best to use software that integrates the front and back office. Although you may not be thinking about back office solutions today, it's a function to consider for the future of your company.

Questions for the provider

Now that you have a clearer image of the tasks you want your system to perform, it is time to make a list of questions for the providers.

What features does your product have? Full-cycle applicant tracking, resume parsing, Boolean search, accounting, integrated email? Is it front office, back office or both?

• What training procedures do you provide for new clients...new hires?
• How much does your product cost?
• Are there recurring costs? Hidden costs?
• What are the annual fees or upgrade costs?
• Is there a cost to get my data if I decide to change providers?
• Is your product web-based, web-enabled, locally installed?
• How does your product track the placement process?
• What are the data conversion/migrations costs?
• What support is available? Are there additional fees and is there a guaranteed response time?

Email the questions to software providers that seem like a good fit. When you receive the responses, carefully compare them side by side, analyzing which products provide the features, solutions, and price range you desire. From the list of providers that meet your criteria, contact your top three and set up demos.

Think of the demonstration process as test driving a car. Consider how the system feels and its responsiveness to your input. Does it perform the tasks you need to accomplish in a more efficient way than what you had previously been using? During the demo, notice how the information is displayed on the screen, how many times you have to enter the data, and the functionality of the system. Don't be afraid to ask questions and take notes. If you're coming from an older system or still using paper or Excel sheets to run your business, anything is a huge step up and may initially seem overwhelming. Just remember to review your options carefully before jumping in.

There are a myriad of software solution options to consider - front office, back office, price, customer support, and don't forget to ask for references and make those follow-up phones calls. Although it may seem daunting, with new products designed to make your workflow seamless, more efficient, and organized, it is time to upgrade. It is time for your business evolution.

Tim Quirk is the VP of Marketing at Akken, a provider of integrated front and back office solutions for the staffing and recruiting industry. He can be contacted at 866.590.6695 or by email at tquirk@akken.com.