Every firm that purchases a new ATS system asks the same question: What do we need to do to get the most out of our investment? Regardless of whether you are implementing an ATS for the first time or switching from another platform, you need to take steps to ensure that you get as much as you can from your new platform. As is often the case with technology, perceived shortcomings of ATS systems typically have more to do with their users’ preparation than with the systems themselves. Here are three crucial steps that will allow you to get the most from your new system:
1. Create a Measurable Recruiting Process
The first step to maximizing the utility of your ATS system is to ensure that your recruiting process is straightforward, repeatable, and scalable. If your team is progressing candidates in a manner that is efficient and consistent, adapting a new system will be intuitive. If the recruiting process has unnecessary steps, or if there is any confusion about how candidates should progress through the process, then the information being stored in your ATS quickly becomes a mess, and your recruiters will stop logging activities altogether. For this reason, it is critical that the whole team agree on a single methodology before an ATS ever comes into the equation.
2. Designate a Point Person
A second, deceptively simple step that you can take to drive the adoption of a new ATS system is to appoint a single person to take ownership of the system’s usage. If your recruiters aren’t sure who to turn to with questions about the system, you will find that they will all develop their own methods for recording data, which will defeat the point of having an ATS. This is not to say that you need to invest additional resources in hiring a specialist administrator for your ATS, nor should you ignore feedback from your team members that leverage the system daily, but there needs to be a very clear path to resolve usage questions. One person needs to have the final say regarding how information should be entered so that the data and, by extension, your recruiting process stay consistent.
3. Decide How You Will Use the Data
The final, and most commonly missed, step in implementing a new ATS system is to have a gameplan for what you want to do with the information you capture. Yes, the primary goal of the system is to allow your recruiters to structure their time more efficiently and find candidates more quickly. However, best-in-class firms also recognize a well-used ATS for what it is: a gold mine of insights about your business that you can leverage to make more placements. In order to keep expanding your business, you will need effective ways to measure employees’ performance, compare the relative value of each client, and monitor the quality of candidates you recruit from different sources.
Keep these 3 keys in mind as you implement your ATS, because it will be your best source to answer a wide range of business questions if you set it up to answer them from day one.