Smart recruitment: how to save time?
The job market is constantly evolving. The number of companies and candidates is multiplying, while job offers are published on many different media.
In this multitude of information, recruitment agencies have an increasingly important role to play in supporting both recruiters and candidates. It's no longer a question of responding to requests, but of anticipating the needs of companies and candidates.
Time savings must be achieved not only during recruitment itself, but also during the prospecting phase. This can be optimized through the use of unique digital tools that support headhunters in prospecting and data analysis: this is the smart recruitment.
Why save time with recruitment?
Time-consuming recruitment in the event of a shortage of candidates
Some recruitments are long and tedious. This may be due to a decline in the attractiveness of a company or the sector as a whole.
In these cases, it's the lack of candidates that slows down recruitment, no matter how effective the headhunters.
Complex recruitment due to the large number of applicants
At the same time as certain sectors are losing candidates, some companies are receiving a multitude of applications. Faced with the success of advertised vacancies, more and more companies are turning to recruitment agencies.
These recruitment agencies are seeing the same trend: the job market is changing fast, and candidates are multiplying. In 2018, and according to APEC(Association pour l'emploi des cadres), the number of applications had increased in the same year. It rose from 29,000 in the first quarter to 33,000 in the third.
This figure does not accurately reflect the great disparity between different sectors, but the observation remains clear. Headhunters have to study more and more profiles to satisfy their clients.
Meeting business needs
Long recruitment times have an impact on the employer brand. Recruiting too slowly can discourage and drive away the best candidates. These candidates could also be approached by other companies, which would tend to inflate the salary requested.
If a position remains vacant for too long, this not only leads to disorganized teams and lower productivity, but also to a potential loss of motivation among the remaining employees.
For all these reasons, companies are turning to recruitment agencies to speed up and optimize the process. They expect headhunters to manage candidates' files quickly and efficiently.
Stand out from the crowd
The growing number of recruitment needs and the sheer volume of files to be processed has led to a proliferation of recruitment agencies.
To stand out from the crowd, recruitment agencies need to optimize their processes to ensure the fastest, most ideal recruitment possible. The use of digital tools to support them in prospecting and/or sorting applications is no longer an option.
Save time during the prospecting phase
The prospecting phase is a key moment during which data accumulates in the files of recruitment agencies. This information concerns candidates, their backgrounds and profiles, companies and their specific features, as well as job offers.
Better database management
This database is constantly evolving. Some headhunters don't even know how many candidates it contains!
It's not just a question of accumulating as much information as possible, but also of knowing how to sort and analyze it. The aim is always to make offer-candidate matches as quickly as possible, and in line with customer expectations.
CV libraries contain all the qualified profiles that can be matched to recruitment needs - as and when they arise. But keeping this CV library up to date is a real challenge.
ATS Marvin Recruiter collects and centralizes all candidates' CVs, even if they have applied on LinkedIn. The ATS can also be used to upload all CVs, regardless of format (Word, PDF, etc.).
If a database already exists, it 's perfectly possible to import it into the software and use it as a starting point for more efficient work with the support of the tool.
Better retrieval of each piece of data
The database exists to be used. No application should go to waste. Depending on recruitment needs, headhunters must be able to quickly find information on the right candidate for the job.
The use of tools facilitates the work of recruitment agencies. For example, Marvin's ATS software enables advanced searches based on precise criteria: job, skill, level, qualification, experience, presence of CV / e-mail address / LinkedIn url, date of last contact, qualification grade, etc.
Talents can also be found using information such as their telephone number or e-mail address. For greater clarity, more segmented candidate lists can be created.
At the heart of the multitude of data collected, the ATS tool also ensures intelligent matching using artificial intelligence. AI revolutionizes the world of recruitment by linking two distinct pieces of data into an optimal opportunity. ATS selects the candidates from the database or LinkedIn most closely matching the criteria of the vacancy.
As a result, recruitment agencies receive a list of qualified candidates. Headhunters can then refocus their time and energy on a more in-depth analysis of applications to find the perfect talent.
An overview of data for everyone
Recruitment agencies work as a team. Headhunters share data, and need to have an ongoing view of what has been done - or not done - by their colleagues.
Once again, time is of the essence, and it's not possible to keep everyone fully informed at meetings. The ATS tool Marvin Recruiter enables us to record the entire qualification history on each candidate's file. Everyone is kept informed, in real time, of general progress.
General operation of the smart recruitment agency
Kanban board
Once the prospecting, data collection and sorting phase has been completed, recruitment agencies follow up an increasing number of recruitments. Here again, the Marvin Recruiter process table is indispensable.
The Kanban board is customizable to your needs, and highlights the key information the recruiter needs. Each candidate can be moved forward in the recruitment process with a simple drag-and-drop gesture.
Here again, sorting helps HR to have a clear view of the current status and next steps. They can create columns according to their needs and easily retrieve all CVs, number of interviews completed and interview notes.
Strategy and general objectives
Having an overview is vital for recruitment agencies and HR teams whose teams are growing as the job market evolves. The number of recruiters, the number of prospects, the number of candidates and the number of processes underway create a mass of information that can make it hard to keep an eye on the overall state of performance.
The dashboard proposed by Marvin highlights :
- the number of contacts versus the number of qualifications;
- the number of prospects versus customers and contracts signed;
- the number of job offers posted online.
Results are provided on a weekly, monthly and quarterly basis. This enables managers to monitor team performance in real time, and redirect priorities if necessary.
Team follow-up
The idea is not to monitor the work of teams, but rather to observe their activity in order tooptimize the talents of each individual. In a general timeline, management can follow the work of teams, analyze the activity of a recruiter and thus adapt its management.
Each recruiter can follow the activities of his or her colleagues and measure themselves against their work. A spirit of competition can develop, and with it increased motivation and productivity. In fact, every headhunter will be proud to appear on the Leaderboard and the company's top performer.
Recruitment teams have to work faster and faster, without losing efficiency. A multitude of recruiters need to work independently on their files, while maintaining an overview of their colleagues' progress.
The data collected and sorted needs to be kept up to date, and the information needs to be found as quickly as possible by each headhunter.
These challenges and needs justify the growing use of ATS tools by HR departments. This software uses artificial intelligence to multiply the efficiency of all teams.
