[Podcast] FDE Express | Your ATS is not a Storage locker: 8 Benefits of Effective Data Management for Talent Businesses

Your ATS is not a Storage Locker

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On this episode of The Full Desk Experience, we dive into the importance of data quality in the world of staffing and recruiting. From cleaning and maintaining candidate and client information to implementing reengagement campaigns, our host, Kortney Harmon, helps you understand how improving data quality in your Applicant Tracking System (ATS) can provide numerous advantages.

Join Kortney Harmon on this episode of FDE Express and gain quick insights on how to enhance data quality in your ATS and reap the benefits in the dynamic world of staffing and recruiting. Don’t miss this opportunity to optimize your operations and drive success in your talent business.


Kortney Harmon [00:00:00]:

Additionally, you’re going to be able to analyze data trends, better recruiting metrics, performance indicators within the ATS. It’s going to allow your staffing and recruiting firms to identify areas, improvement, track effectiveness within your recruitment strategies, optimize operations, and be able to coach your teams to do better with the same amount of time that they’re actively investing in their days today. Hi, I’m Kortney Harmon, Staffing and Recruiting Industry Principal at Crelate. Welcome to FDE Express a short and sweet format of The Full Desk Experience. We’ll be diving into specific topics to how you can grow your firm within ten minutes or less. Each episode will cover quick hit topics to give you inspiration and food for thought for your talent businesses. In today’s competitive job market, staffing and recruiting firms are constantly seeking ways to optimize their operations and deliver exceptional results. By focusing on enhancing data quality within their applicant tracking system, your organizations can truly unlock several significant benefits.

Kortney Harmon [00:01:16]:

Did you know that? So I don’t want you to be caught up in using your ATS as a storage locker for resumes for your candidates and old orders that are you’re no longer serving for your clients. It’s more than that. It truly is. I have worked with offices on implementing effective data management strategies, and I want to highlight eight key advantages of doing so, so you’re not going to want to miss out. The first one is enhancing candidate, client and employee experiences. Your three most important audiences data quality truly plays a vital role in enhancing the experience of your candidates, your clients and your employees engaged in the hiring process. When your ATS contains accurate, comprehensive candidate data information, it’s going to enable smoother, more personalized recruitment journeys. Candidates appreciate that streamlined application process and personalize interactions based on the specific qualifications and preferences.

Kortney Harmon [00:02:19]:

And clients can benefit from receiving well matched candidates promptly, improving satisfaction, and fostering stronger partnerships. And additionally, recruiters and hiring managers can provide more efficient and tailored experiences to both candidates and clients, enhancing their overall satisfaction. Who doesn’t want that? This is truly a people business, and those experiences of those three audiences truly matter. Number two you’re going to increase engagement rates. Engagement is a critical factor for success in recruitment, and high quality data will empower you to increase engagement rates. So with accurate data, information about candidates interest preference, career aspirations, what motivates them to take a new job, you’re truly going to be able to tailor your communication and your engagement strategies accordingly. So personalized messages on their preferred line of communication about relevant job opportunities, and targeted follow ups based on individual candidate profiles all significantly enhance your success rate. As a result, candidates are more likely to stay active and involved throughout the entire recruitment process, increases your chances for successful placements, and building stronger relationships with potential for talent and future redeployments.

Kortney Harmon [00:03:48]:

The number one complaint about recruiters is they call too frequently in the beginning of the process. The number two complaint is they don’t call enough once they get what they need. Make sure you’re engaged, you’re following up, and you truly get the engagement that you need from your candidates by giving clear cut information and having quality data. Number three reduce administration effort. Now, improving data quality within your ATS can reduce administration effort. It’s going to enable your internal team to focus on higher value activities that truly have an impact on your bottom line. When data is accurate, standardized, readily accessible, recruiters spend less time on the manual data entry, the verification, the correction of the wrong stuff within your ATS. Let’s face it, recruiters are people people, not data entry people.

Kortney Harmon [00:04:44]:

So by reducing that administrative effort and using automation, mapped fields and forms within your system, this frees up valuable time and allows your recruiters to focus on relationship building, proactive, sourcing, and strategic talent acquisition initiatives. So reducing that burden for administrative duties, your team can operate more effectively, more efficiently, driving overall productivity and success to be faster and more efficient than your competition. Number four lower candidate acquisition costs. So by thinking about this when investing in data quality within your ATF, staffing and recruiting firms can lower acquisition cost? Accurate and well structured candidate data really enables you to effectively target the right talent pools, reduce reliance on cost of external job boards and other sourcing channels. Improved data quality also reduces the need to repeat the outreach or excessive follow ups due to inaccurate contact details or incomplete profiles. Consequently, your organization can allocate resources more effectively and ultimately reducing overall recruitment costs. Number five benefit of data quality is you can improve your conversion percentages. So optimizing data quality within your ATS can significantly improve conversion percentages.

Kortney Harmon [00:06:15]:

When you think candidate data is accurate, complete and up to date, you can make more informed decisions about the sustainability of the candidates for specific roles. This leads to better quality submissions. It increases the likelihood of converting that candidate into a successful placement. So by reducing the number of mismatches and ensuring a stronger alignment between candidate skills and client requirements, you improve the conversion rate and generally have more successful outcomes. Your ratio reportings are going to be smaller. You may have that one to one interview to placement ratio. You want to continue to make those numbers stronger, tighten them up, and help coach your teams better. But that only happens with better quality data.

Kortney Harmon [00:07:02]:

Number six improved decision making and greater business insights. This is something I talk about frequently. High quality data in your applicant tracking system empowers informed decision making and provides valuable business insights. Recruiting and hiring managers can leverage accurate and comprehensive data to make evaluations, identify top talent, align candidates with suitable positions faster, and our industry is truly about speed and efficiency. So this is going to lead to better hiring decisions, increased success with matching candidates to the right roles. It’s about the right person in the right seat. Additionally, you’re going to be able to analyze data trends, better recruiting metrics, performance indicators within the ATS is going to allow your staffing and recruiting firms to identify areas, improvement, track effectiveness within your recruitment strategies, optimize operations, and be able to coach your teams to do better with the same amount of time that they’re actively investing in their days. Today, these insights enable data driven decision making and continuous improvement of your recruiting processes.

Kortney Harmon [00:08:16]:

Seven and eight are my two favorites. I will end there. But number seven is something that we often don’t think about is competitive advantage. A well maintained ATS with high quality data gives your staffing and recruiting firms a competitive advantage. Believe it or not, accurate and reliable data enables faster response times, more efficient candidate sourcing, and improved client satisfaction. So by leveraging that data as a strategic asset, organizations can differentiate themselves in the market in your industry, attract top candidates and clients, ultimately outperform your competitors by sheer speed just because it’s so smooth, just because you can get to them so quickly. Last but not least is scalability and growth. As staffing and recruiting firms expand your operations, data quality becomes increasingly critical.

Kortney Harmon [00:09:12]:

So by ensuring the data is clean, consistent, scalable within your ATS, organizations can handle larger candidate databases, effectively managing, increase recruitment volumes, and support growth without compromising efficiency and quality. Don’t forget to do this frequently and consistently throughout your teams for best success. I love thinking about doing initiatives or campaigns each and every month, making sure that we’re having all clients with phone numbers. Without phone numbers, we address those once a year. We do that with candidates without emails. We want to make sure those things are up to date, or if we haven’t touched a candidate or a client in six months, we have a campaign to reengage them. So think about what you can do and automate those processes to get better data quality for your teams for better success. So, in conclusion, optimizing that data quality within the applicant tracking system offers your agencies and firms a significant advantage.

Kortney Harmon [00:10:18]:

Include enhanced candidate and client experiences, increase growth rates, reduce admin efforts, lower acquisition cost, improve conversion percentages, inform decision making, competitive advantage, and scalability and growth. Those are all key factors for your talent organization. By recognizing the importance of data management and implementing effective strategies that you actually focus on, your organization can unlock the full potential of your ATS. Drive success in your talent industry that you are truly thriving in. Don’t put this on the back burner. This is something you have to do today and every day for your organization. Thanks for joining us. That’s all for today’s episode of FDE Express.

Kortney Harmon [00:11:08]:

I’m Kortney Harmon with Crelate. If you have any questions or topics you’d like for us to cover in future episodes, please feel free to submit them to [email protected] or ask us live next session. And don’t forget to subscribe to our podcast wherever you listen and sign up for our monthly events to keep learning and growing your business. Thanks for tuning in to FDE Express, a short and sweet format of The Full Desk Experience. We’ll see you next time.

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