Hiring 5 min

5 Processes Automated Recruitment Software Can Speed Up

August 13, 2018
Updated April 14, 2020

It’s a difficult market for companies who are searching for the best candidates or specialized skills. On average, it takes a company 28 days to fill an open vacancy, with the most difficult and time consuming-challenge being finding and evaluating qualified candidates.

The recent emergence of automated solutions in HRMS poses a real opportunity to resolve these issues. HRMS automation can reduce time spent during recruiting by streamlining the hiring process, allowing companies to gain a competitive advantage when it comes to finding the best candidates.

What is Recruiting Automation Software?

Recruiting automation software makes the task of talent acquisition extremely easy and effective by automating the process of qualified candidate sourcing. Using technology such as machine learning and predictive analysis during the following three stages of the hiring process is quickly becoming the norm in organizations all over the world:

  1. Screening
  2. Application
  3. Interviews

Software like this helps HR professionals, hiring managers, and recruiters to identify qualified applicants, improve the application process, track candidate engagement, and schedule interviews.

Processes That Can Be Automated with HR Software

Here are five processes you can automate using HR recruitment software and how doing so can improve your recruitment process.

#1 Facilitate the connection to multiple job boards.

Many organizations search on different job boards depending on the position. An engineering candidate will search on different sites than an hourly warehouse worker. One huge advantage of modern recruitment solutions is the ability to post a job ad and then choose any number of job boards where it should be posted. Gone are the days of spending hours copying and pasting the same requisition on a number of different sites. Instead, your recruitment team can dedicate their time to focusing on more important tasks while your HRMS recruitment module continues advertising vacancies and bringing in new candidates to the talent pool.

#2 Identify internal candidates.

Often your best candidates are right in front of you: they’re your own employees. A high-quality recruitment system should allow you to integrate your HRMS data directly into your system. Your employees can then be matched to posted positions based on their existing skills and invited to apply for them without the need to send company-wide vacancy emails.

Effective recruiting internally also improves employee retention; organizations that utilize internal promotions for middle-management positions experience almost half the rate of employee turnover than organizations that rely on external candidates. Sourcing internal candidates for career development opportunities fosters a positive company culture where existing employees are recognized for their hard work and then rewarded with career progression.

#3 Automatically parse and augment resumes.

Resume parsing is one of the best time savers that a recruiting software can provide to your recruiters. The increasing number of CVs per job opening has added more pressure on recruiters, with 52 percent of HR directors citing this as a key reason for a much lengthier hiring process. Using an HRMS with automated resume parsing functionality can save your recruiters hours of manually entering data and reviewing resumes that are unsuitable for open positions. Some products also connect with social media or networking sites to provide a more complete candidate picture to a recruiter and hiring manager.

#4 Provide paperless contracts and digital signatures.

In a traditional recruiting environment, the hiring process would be completed once a candidate was selected. An offer letter would be sent out and onboarding activities would continue via the HRMS once the paper contract was signed. Instead, with recruiting software, you can automate this process by generating a digital offer letter and allowing candidates to use e-signatures. Automating online contracts and offers not only saves your employees time, but also eliminates the added costs of printing and mailing contracts to successful candidates (who then have to sign and send them back, or come to the office to sign in person).

#5 Integrate your onboarding process.

Mistakes happen when you have two systems storing the same data. It doesn’t matter whether you are using a recruitment module within your HRMS or a standalone niche recruitment system with an integration—the important thing is to have one data entry point. Then you can convert a candidate to an employee seamlessly, eliminating the redundant data entry. This also allows your new hire to enter their details and submit important paperwork before their first day ensuring they can spend their time meeting the team and learning company processes instead of filling out paperwork.

These are just five of the ways automation can streamline your recruitment process; there are many more opportunities for automated recruitment software to make hiring more efficient as HR technology continues to progress.

Wondering whether or not to hire someone?
Check our our "Should I Hire This Candidate?" Flowchart!

Why Use Automated Recruiting Software?

Besides speeding up the hiring process, automated recruiting software also allows you to start the onboarding process with the click of a button; the system automatically assigns key onboarding tasks to everyone involved, making it easy for everyone to get ready for your new hire.

Your HR manager doesn’t need to go through a checklist of things the new hire needs before starting work, as the system already has it covered. When your new employee shows up to work on their first day they’ll have everything they need, from security access to the building to their own desk and computer.

Automation like this reduces time spent on operational tasks so managers can focus on getting to know their new hires and helping them succeed in their role.

What Are the Benefits of Using Automated Recruiting Software?

There are numerous benefits of using automated recruiting software, including:

  • More productive recruitment. If you want to save a huge amount of time, recruiting software is how to do it. Automating mundane tasks frees up time to focus on important in-person tasks.
  • Improved talent pool. Rather than weeding through a bunch of misaligned applications, recruiting software uses predictive analysis to better understand each candidate and predict whether they will be a good match for a given role.
  • Fewer biases. Since the software relies on data and not human biases, achieving diversity in the workplace is easier than ever.

Because of the above benefits at the front-end of the hiring process, your organization will see other long-term benefits like:

  • Accelerated time-to-fill. With automation, you may see the time it takes to fill a job decrease considerably.
  • Reduced cost-per-hire. Because software is doing the work rather than live employees, costs go way down.
  • Higher retention rates. Since candidates are pre-qualified and predicted to do well in a specific role, there is a greater chance of them staying at your organization as engaged, happy employees.
  • Insight into key metrics. Having all the data at your fingertips, analyzed and ready to go, will help in critical decision-making times.

In short, having automated recruitment and hiring software allows managers to keep working while the software handles everything else.

About the Author

Heather Batyski is an experienced HRMS analyst, consultant, and manager at HRMS World. Having worked for companies such as Deloitte, Franklin Templeton, and Oracle, Heather has firsthand experience with many HRMS solutions including Peoplesoft and Workday.

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