Lowering Corporate Recruitment Cost with e-Recruitment Software
Introduction
Managing any recruitment project using traditional recruitment practises is often manual and resource intensive. This generally results in recruitment teams relying on advertising methods that produce fewer prospective candidates as they simply don't have the resources to handle higher volumes of applications. Unfortunately, the best candidates in your market place may not be available from these limited channels so being able to effectively manage a higher volume of applications in order to select that perfect candidate gives you a clear advantage over your competitors.
Many processes associated with your recruitment campaigns can be automated and streamlined with a suitable e-recruitment system enabling efficient management of even the highest volume campaigns without increasing your resourcing team. A sophisticated recruitment system should be central to any campaign and will demonstrate clear and measurable cost savings brought about by efficiency gains and better communication.
In today's competitive market place, the perfect candidate can choose any of the following channels to make themselves available and your campaign should ideally cover all bases: -
- Applications from job boards
- Online CV searches
- Candidates who apply direct
- Candidates from within your own organisation
- Candidate already in your "talent pool" / e-recruitment system
- Candidates sent from your agencies / preferred suppliers
This white paper looks at a market leading e-recruitment system eploy® and how it can be implemented within a matter of weeks to streamline the key areas & key personnel involved with any recruitment campaign. By implementing a system such as eploy® you will quickly be able to:
- Link with your website (career portal) and job boards to advertise vacancies instantly with automated intake from all career, corporate and employment advertising web sites
- Allow candidates to register online through your own career portal with extensive recruitment tools & automatic assessment against specific criteria (education, location, experience, knowledge)
- Automatically forward applications to recruitment managers and share live data such as specific candidate information with line managers, external assessors and HR staff
- Shortlist candidates efficiently and effectively with full search capability across all application fields, key words, CV details and Post Code radius
- Automate and monitor your communications with candidates & suppliers with electronic diary planning and daily action notification. Emails, SMS and printed correspondence quickly created and logged centrally within your database.
- Track all applications, their origin and cost from the unique work flow system with detailed activity reports on individuals, suppliers and teams with bench marking reporting against daily, weekly, monthly targets
- Access your e-recruitment system via any device with Internet access… Laptops, PDAs, iPhones etc.
- Start reducing resourcing costs with typical set up and configuration timeframes of 3 - 4 weeks
E-recruitment Benefits
The diagram below shows how all parties involved with the recruitment process can have secure access to your e-recruitment database either directly or via your branded career portal.
Delivering a Better Candidate Experience
Your career website should be easy to find on search engines & from within your existing corporate website and online adverts can link directly with your career portal.
As part of the eploy® solution many front end websites (career portals) can be linked to your database to provide access that is not only controlled and restricted but branded in your corporate image. This means that you can have one career portal for each recruitment campaign with all linked pages looking and feeling exactly like your existing web pages and the whole experience would be seamless for visiting candidates. These "front end" branded pages are also where hiring managers and agencies from your preferred suppliers can be granted limited access to perform their tasks.
By linking your websites with eploy® you will be able to offer your candidates a range of features. They will also have access to a job search tool where they can search on any criteria that you desire i.e. by position type, location, salary, job type etc. with all information displayed in what ever layout you desire as all of the information will be fed straight from the database.
Candidates will be able to register and apply for jobs through your career portal with simple registration forms. These can include all equal opportunities information which is captured separately and can be hidden (if needed) from back end consultants but still be available for statistical analysis.
Eploy® also provides another tool that imports candidate CV's directly from emails sent from job boards or speculatively from candidates that will track which job they have applied for and the job board they came from. This tool also makes use of sophisticated CV Extraction technology to further save time.
CV Extraction automatically extracts key data from a candidate CV, creates a candidate record and populates the relevant fields in the database such as personal details, work history, skills, qualifications, education history, references and languages. It also checks for and manages duplicates. To speed up the registration process for candidates you can even pre-populate fields for them when they register just by asking them to upload their CV.
Once a candidate has registered and applied for a job they will automatically receive email responses to thank them and the system will help your consultants contact candidates throughout the whole process i.e. rejecting them or inviting them to interviews. Your candidates will be able to log in at any time to update their personal details and keep track of previous applications and they can also have access to an online diary that links with your consultants and Hiring Managers diaries within eploy® for arranging interviews or assessment days.
As part of the registration process candidate preferences will be captured, enabling them to be contacted about other or future suitable jobs as they arise. The linked career portals will also help you market your key brands and will offer you flexibility to change in the future.
Benefits for your Resourcing Team
As well as being a complete recruitment system eploy® is a full contact management system enabling you to manage and track your day to day tasks and contacts. Also, as you continue to use eploy® you will develop your own valuable candidate database and talent pool which you will be able to search using powerful search tools and Quick Match facilities.
Eploy® has comprehensive mail merging tools that will enable you to easily contact multiple candidates via email, SMS and printed letters with all information being stored and tracked. The system will help you set up templates for certain stages i.e. Interview Invites, regret letters or reference requests to name a few. Using a combination of eploy's search and mail merging tools you can easily get in touch with candidates who are interested in certain job roles or stay in touch with quality candidates who have missed out so far.
Once you have placed a new job role on eploy® you can activate it on your career portals by literally ticking a box. This job can then automatically be sent out to your favourite job boards, recruitment agencies on a PSL and suitable candidates already in your talent pool.
When candidates register through the portal you will be able to set up killer questions to automatically eliminate unsuitable candidates with an appropriate message. You can also search on key criteria at any time and easily remove unsuitable candidates from shortlists as well as being able to clearly identify internal applications from those entered by a recruitment agency through the vendor management module.
In order to manage the whole recruitment process each user will have access to various work flow tools enabling them to view their live campaigns by different criteria. These show an overview of each campaign i.e. what milestones have been reached, as well as the ability to drill down in detail. They will be able to see a diary for each campaign including key dates and actions / tasks.
This links in neatly with eploy's reporting tools as all information can easily be reported on. There are many standard reports in the system but custom reports can quickly be created and existing ones tailored to match your requirements. Searches can be run on the database before running reports and many reports also have built in parameters. These reports show information such as candidate source, time to hire, cost to hire, equal opportunities stats etc.
Benefits for your Recruiting / Hiring Managers
Recruiting managers will have access to their live campaigns through your various career portals. This will give them restricted functionality and enable them to track progress, view applications, print off applications and help with the short listing process i.e. specify which candidates they wish to reject / interview with all actions automatically being logged in your core recruitment system.
Accessibility
Eploy® is accessible by all users 24/7 (although this can be restricted for any users in your system). Eploy servers are maintained in a state of the art data centre managed by one of the worlds leading hosting companies. This ensures that the system is up and running at all times and that your data is secure.
Users & Scalability
Eploy® enables access for many types of users, i.e. HR staff, Hiring Managers, Candidates etc. It will easily cater for 1000's of concurrent users due to its advanced web infrastructure. All users and user types within eploy® can be set up with a range of access rights.
Non-Functional Benefits
Eploy® is delivered as a managed ASP solution. ASP recruiting software has many clear advantages over traditional software which, due to its very nature of requiring on site installation / maintenance and computer hardware, is time consuming to implement, expensive to maintain and needs a specialist, always available, support function when there is a problem.
By adopting a centralised On-Demand / ASP approach and combining the benefits of Internet recruiting with industry strength security, Eploy® provides a solution that radically reduces infrastructure costs, roll out timeframes and the resources required to update, support and enhance your recruiting software. This centralised approach is especially ideal for companies with multiple offices or remote workers as no networking is required for remote access. Your Eploy® system will also integrate seamlessly with multiple websites and candidate acquisition channels and you can even receive candidate registrations via SMS text message.
Training & Support
Eploy® has a dedicated support team on hand during office hours. As eploy® is managed entirely by us most support queries are normally to do with system use. Our friendly team are always willing to answer all questions no matter how large or small.
As part of the initial setup of the eploy system full training will be provided to your staff members as well as advanced training for key personnel / administrators. Additional training is offered either on site or over the telephone allowing a custom training package to be created for your company. Not only can our support team offer support on eploy® but on a full range of office applications enabling you to get all of your help and advice from one central source.