Whether it has been a few years since you have implemented your recruiting and onboarding system, or perhaps you’ve just gone live with a new system, it is always a good idea to consider how you can improve user experience, utilization, and functionality, which ultimately can help maximize return on investment. Here are 9 ideas you can use to do just that.
Create application workflows.
Streamlining your application process can help candidates get in the door quicker. You might want to consider creating (or revising) a second application to gather information needed later in the process to shorten the initial application experience. Targeting what information to get and at what point is critical for ensuring that candidates do not drop out of the process.
Clean up recruiting message correspondence.
Take some time to update existing offer letters. Deactivate unnecessary correspondences to help streamline your user views.
Re-examine recruiting forms.
Review your recruiting forms including requisition, candidate profile, submission, and offer forms. Do the forms strike the right balance between capturing enough information, but not asking for too much information? Is the user experience clunky? If so, it’s time for some adjustments.
Haven’t gotten around to setting up that mobile career section? Candidates are increasingly utilizing mobile devices to apply for jobs, so you’d benefit by setting this up. These configurations can be tricky, so you may want to bring in some help on this project. Make sure to follow guidelines from your Applicant Tracking System (ATS) vendor.
Hiring process workflows.
If you’ve adjusted your recruiting processes, make sure your Hiring Process Workflow reflects these changes. This will make your recruiter’s jobs easier and give your candidates a more seamless experience.
Review system integrations and related impact.
Over time, it’s common for an organization to make some changes to its HRMS/HRIS system. It’s easy to overlook the impact to HRMS system changes on integrated systems, particularly recruiting and onboarding systems. Review any errors that may have occurred and make it a priority to correct those.
Onboarding process reconfiguration and compliance.
Although the work may be tedious, it is important to stay compliant and update your forms and verbiage within messages to be compliant with annual government updates. In addition, if your organization has made changes to your onboarding process, update your documentation and re-map accordingly. It’s also helpful to analyze to find bottlenecks within your processes.
Gather key metrics and calculate ROI with custom reporting.
Examine the reports your organization is utilizing. Are you getting the information you need? Standard reports may not always work with your business processes. If that’s the case, consider building some custom reports. Think about, and carefully document your report requirements. If you’re not a reporting guru, you can leverage a resource to have these reports built for you or brush up on your skills with some reporting training.
Administrator training and ongoing support.
If you’ve had turnover on your recruiting team since your recruiting and onboarding system was implemented, this may be a sign that your current power users could benefit from some additional administrator training, since they weren’t around for the training you received around system go-live. This is much more cost effective than closing your recruiting zone and re-implementing because a new team isn’t comfortable with a new configuration. Additionally, every organization has times when internal staffing may be tight due to vacations, leave of absences, or the whole team attending a user conference specific to your recruiting software. In these instances, having a dedicated consultant on hand to cover system administration is clutch. The same logic applies to having an expert on hand to help with complex issues you might not have time to work through.
Feeling inspired to make some system changes now? I thought you’d be! As you examine your system configuration and begin making those positive adjustments, contact HRchitect if you have questions, or want to bounce some ideas off an expert. Are you thinking that you’d like to make changes, but you just don’t have the extra time to do so on top of your existing workload? We can help with that too – just ask about ad hoc support or ongoing support packages where you’ll have a dedicated consultant at your fingertips.
About Samantha Colby
Samantha Colby is the Marketing Director at HRchitect, the leader in HCM systems strategic consulting. Samantha has several years of experience in the payroll and benefits administration space. Samantha has B2B and consumer marketing experience in several industries including consulting, higher education, and sports and entertainment. When not preparing for upcoming trade shows or executing marketing campaigns, Samantha can be found following Boston-based sports teams or reading a book from the local library.