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Hiring and Recruitment
How to choose the right Recruitment Management System
Sharon Monteiro
October 13, 2021
10
mins

Recruitment is widely regarded as the most time-consuming and administratively taxing process for HR departments. Which is why software programs like applicant tracking systems are growing in immense popularity worldwide. So, in today’s world, the recruiter is no longer just a people expert, but have also expanded their skill-set as software and technology experts. Because today, the success of an organization’s recruitment process depends on having the right software solution, being savvy enough to utilise the technology strategically, and achieve hiring goals efficiently.

If you want to run an organization right, you’ve got to start it right. Recruitment is a vital process to achieve organizational success. If you are planning on investing in a recruitment management system, think of this is a guide to jump start a robust and new-age recruitment.

What is a Recruitment Management System (RMS)?

There are thousands of recruiting software tools out there that it can be difficult to narrow down what you need to make your hiring process easier. Let’s start from scratch by defining what a recruitment management system is. Quite simply, a recruitment management system (RMS) is a set of tools designed to manage the recruitment process in an organization.

Apart from being the most time and administratively consuming ordeal, recruiting is also the most competitive process. The competition to acquire talent with high-demand skills is consequently driving an interest in sophisticated and intelligent recruiting systems.

A recruitment management system includes a wide range of functions, including the applicant tracking system (ATS) for managing job postings, resume filtering, interviewing scheduling, employee onboarding and customer relationship management-type function to keep applicants connected and engaged.

An RMS automates the routine of recruitment and supplements the function of an ATS. Where an ATS posts job requisitions and tracks the application process, the RMS goes further by automating additional manual tasks, helps HR engage with candidates, and improves the matching of candidates with the right job opportunities.

Benefits of a recruitment management system

1. Improves recruitment productivity

With traditional recruitment processes, recruiters are often confined to an office space to carry out recruitment processes, or more inadequately, have to carry out paper-based processes manually. This eventually leads to decreased productivity and makes the process more prone to human errors. But, by giving recruiters access to all hiring data from a single platform, a recruiting tool can increase productivity, make the process more efficient, and less prone to human errors.

2. Better communication and efficiency

For a competitive function such as recruitment, it is critical to maintain quick response time and communicate seamlessly with HR and potential candidates. Delayed communication can result in losing qualified talent. A recruitment management software can effectively speed up the whole process, allowing recruiters to collaborate with their team, keeping candidates in the loop always, and significantly reduce the snooze time.

3. Streamlines candidate data

Imagine reviewing, storing, and structuring hordes of candidate information manually and on paper. Not only is it time-consuming, but is also wasteful of HR’s resources. With an online recruitment software, recruiters can digitally store candidate data and also easily retrieve the relevant information.

4. Automates the recruiting process

This benefit is virtually pretty evident, but needed stating. A recruitment management system solves the problem of manual and tedious recruitment tasks by automating them. This empowers recruiters by giving them more control of the human side of the hiring process, like holding in-depth interviews with candidates.

5. Improves quality of hires

One of the most obvious reason to to create an effective recruitment process is to find better candidates and improve the quality of hires. First, the RMS speeds up the hiring process from requisition to selection, and provides automated features such as auto email communication, interview scheduling, and engaging with candidates. This also contributes to the organization’s brand awareness, encouraging candidates to choose you over your competitors and even referring candidates to your business.

Features you need in a recruitment management software

1. Automating time-consuming tasks

Recruiters are strapped for time and manpower with the increase in hiring volume. Which is why automating repetitive and time-consuming tasks is such a necessity. An RMS automates processes like resume screening, sourcing, candidate outreach, and interview scheduling. So, when you figure out the tasks that take up too much of your time, choose a technology that enables you to shed-off all that weight.

2. Easy software integration

Recruiters need a process that is quick and easy, and integrates just as well with their existing processes. With the presence of RMS partner marketplaces for complementary software tools, it is easy to find a recruitment software hat integrates well with your existing software.

3. Candidate management

The ATS may be a great tool for active, inbound candidates, but may not fare as well for passive candidates. A study by Lever shows that 30% of hires are sourced from the passive candidate pool - which is the second most source hire after applicants. So, the online recruitment software should help you find, organize and reach out to passive candidates, whether they are sourced externally or internally from your own existing database.

4. User-friendly and intuitive interface

Apart from a robust software, the user interface and experience needs to be seamless, intuitive, attractive and user-friendly. The best recruitment software should have options for customisations, drag-and-drop functionality, and automated data entry.

5. Recruitment analytics and reporting

Your recruitment efforts results in data, which makes the process data-driven, which also means that you need to derive insights quickly to make sense of the data. To understand how well your recruitment software is functioning, you require information such as the sourcing channel of your candidates, time to fill rate, cost per hire, conversion rate, and more.

This data can help you understand how well your efforts are going and what processes can be improved. And when you identify a function that is underperforming, the data will help you justify in investing in a better recruiting tool.

How to choose the right recruitment management system

Choosing the right recruitment management system is a critically important decision, but it can also be on overwhelming one. But, how do you differentiate on the features that actually matter and the ones that are just filler material?

1. Differentiate between your business’ wants and needs

If you want to make the best use out of your online recruitment software, you first need to differentiate between your business’ core requirements and their “wants” and “needs”. Asses your workflow and business process, find the missing link, and identify what could help your recruitment process become more efficient and streamlined.

2. Discover the tools and features that will set your business up for future success

You need to find a system that will grow and adapt as your business grows. Start by asking questions about what is important to your business - Are you trying to reduce costs and create a streamlined candidate experience? Are you trying to understand your recruitment trends and data?

There are so many tools and features available in the global recruitment software market. It is, therefore, essential that you focus and determine the functionalities that will enable the success of your recruitment efforts. By asking the questions like the ones above and narrowing-down to your core needs and wants, you can find the right recruitment management software with the tools and features that will set your business up for success.

3. Ensure a seamless integration

It’s important that any system that you adopt have the capability to integrate seamlessly with your other business platforms, including your website, email, and social media accounts. Ensure that your recruitment management tool has cloud computing capabilities, unified communication, and social networking.

4. Empower your processes with the power of mobility

A recruitment management system that you can use anywhere and at any time is a game changer for a company’s recruitment efforts. Mobile recruitment gives you the ability to manage your hiring process from the office, home, or on the go while giving you the information you need about candidates and the recruitment pipeline in real time. You can get complete access to an RMS’ capabilities, with the added advantage of mobility.

Final thoughts

The recruitment software market is ripe with choices and a plethora of features. Finding the best recruiting software will determine the success of your people operations. So, before you make this important decision, educate yourself on the full capacity of a recruitment management system and understand what features will work for your business goals.

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