Why Proper Staffing Software Implementation Is the Key to Success!

When it comes to tools that are essential to a staffing company’s success, staffing software is at the top of the list. Staffing software is something that every person in the organization uses in their day to day operations and the implementation of this tool is just as critical as the process of finding the right solution for your company. All too often staffing firms do not take into account the implementation, training, and data migration process when selecting a staffing software vendor. Such firms end up paying the price down the road.

Purchasing and implementing new software is one of the largest investments a staffing company will make. In order to ensure an effective and efficient transition to your new staffing software solution, you should be assigned a pre-implementation specialist to assist you with this. This person will guarantee that all deadlines and expectations are met so that you won’t miss a targeted “go live” date.

Proper project planning and scheduling is imperative to any successful execution of a new staffing software solution. A series of short meetings should be used to stay on top of any tasks and is best to keep realistic expectations of what is needed. These planning meetings are great to help determine how you want the software to be utilized at your firm and what data you want to be migrated.

The data migration from one software system to another is a key component in the implementation process. This is where it pays off to work with a company that has a specialized team to help analyze your data and make sure it is all allocated to the correct fields. The information and data you’ve accumulated throughout the years needs to be available to you and your staff at all times. With the right experience and expertise, a smooth software data migration will warrant that you and your team will not skip a beat.

To make the best out of the company’s new staffing software tool, hands-on training will help a staffing operation become more profitable by knowing the product thoroughly. Through guided software training, a firm’s employees can learn through real life examples. This is highly recommended to be done in-person so an instructor can have a better understanding from your team as to what material they are grasping and what might need a little more attention. Without face-to-face training, interaction and attention is known to decrease. Staffing team training should not get interrupted by daily tasks, which reduces the quality of the overall staffing software training experience.

Proper staffing software implementation is a large factor to the overall success of a staffing company getting the most out of the investment they are making. Without having an experienced project manager, thorough data migration, and the right training, it is hard to ensure this is done to the fullest extent. Accurate software execution backed by exceptional ongoing staffing software support guarantees that staffing software will help get your firm to the level of revenue that you’ve always envisioned.

How Your Staffing Software Solution Wins Candidates’ Trust

Candidates have a choice about which staffing firm represents them. Every touch point with your company does one of two things: convinces candidates to trust you or to move their search elsewhere. Your recruiters are obviously part of that equation, but what about your staffing software solution? You better believe it.

When the staffing experience is catered to a candidate’s needs, that candidate will be faster to respond and more likely to trust your recommendations. Here’s how the best staffing software solution adds a human touch to every placement.

Conscientious Hiring Is Good for Business

Before even speaking with a recruiter, candidates have made several decisions about whether or not to work with your firm. Strong and clear messaging on social media indicates that you are reputable. How does your application process hold up?

Every touch point should accommodate the candidate. Interfaces should be easy to understand. Resume uploads should streamline the data entry process. Forms should be simple and stick to what you need from the candidate for your first meeting. In short, the total experience should be unobtrusive and hassle-free. Staffing firms able to provide solutions at that level will build trust with candidates from the start.

What the Ideal Application Process Looks Like

What does a good candidate portal look like? For starters, it makes resume importation a breeze. The underlying staffing software quickly and accurately parses PDFs and Word documents to fill application fields. Candidates should be able to insert information and know that information will carry over to all relevant fields going forward.

Once information is uploaded, the best staffing software solutions remember candidates’ information and their location (if your company has several offices). That way, candidates can apply to other positions as quickly as you post them with no need to reupload their resume.

And when that application is submitted, the power of staffing software automation can help you send out an automated message (which you can customize, of course) reassuring the candidate that his or her application made it straight to its target.

Candidate Portals in the Right Staffing Software Solutions

Providing a good candidate experience shouldn’t end once agreements have been signed and the candidate has started. For contract workers, payroll functions need to be just as comprehensible. Do staffing software solutions come into play? They should if the vendor you chose was dedicated to making a strong back office staffing solution.

10 Staffing Software Essentials

Staffing and recruiting software is an integral part of any competitive staffing firm. Company growth, profitability and high market share are impossible without use of an enterprise staffing software solution.

What are the “got-to-have” features to look for when considering an enterprise solution?

1.) Candidate Onboarding with electronic signature for forms.

In order to handle any type of volume, candidates need to be processed, classified and identified in a fast and efficient manner. Candidate information must be securely stored and easily located.

The expectation is that the staffing firm will have an electronic means for candidates to apply from a staffing company’s website. Candidates want an easy way to scout out opportunities. Most prefer applying for jobs on-line, and at a time that is convenient for them. Offering this service will bring more high quality applicants into the pipeline and allow you to work with a richer candidate database. This is a tremendous time savings.

2.) Resume Parsing

The ability to parse resumes to automatically create applicant records saves time, is more accurate than data entry and allows you to build a database of searchable candidates. Most processors can parse resumes right from your email in-box, from job boards and more.

3.) Mobile Access

The ability to access your database from your phone or other mobile device allows you to stay productive and responsive even when out of the office. In the competitive world of staffing, this is invaluable.

4.) CRM (Customer Relationship Management)

Although CRM is primarily associated with client and applicant “last contacts” and “follow-ups”, true CRM offers much more.

A true CRM brings together notes, email logging, assignment and interview activity, plus billing and payroll information. It allows departments to communicate on important client matters such as collection and credit, sales, and payment history. This also improves service to customers and candidates who may call with questions about invoices and checks. The byproduct is time savings, customer service and better cash flow.

5.) System’s Ability to Handle Contract and Direct Hire Business

Although contract and direct hire work harmoniously to serve client and candidate needs, each are a totally different type of job order. Systems that handle the two as such will allow you to focus on the specifics of each type of business, yet gain the benefit of sharing information when appropriate.

6.) Social Media and Job Board Integration

The ability to post job order and candidate information from your staffing software or bring in resumes from popular job boards is essential if you utilize these types of services. Why double your effort when the process could be seamless?

7.) Candidate Portal

Self-service portals for candidates are commonplace. What candidate doesn’t appreciate the ability to enter their time on-line, view schedules, enter availability, view checks and even reprint W2’s? Some portals even allow this from a mobile device.

8.) Client Portal

Clients expect that they can look up invoices, retrieve reports and approve time on line, and even from mobile devices. Any firm that offers contract services will find this tool a necessity. It not only is a highly valued customer service item, but this saves your firm a tremendous amount of time and makes the process more effective and efficient.

9.) Dashboards

“A picture is worth a thousand words”. What busy executive doesn’t appreciate an “at-a-glance” view of the business? Even better, a true dashboard allows you to drill-down for a detailed view.

10.) Integrated Back Office

The benefits of an integrated back office cannot be underestimated. This piece completes CRM. Integration assures quality, eliminates duplicate entry, saves time and improves business reporting. Customer service immediately improves as data is made available to all essential personnel. Decisions are better and business forecasting becomes a reality.