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How To Make Your Recruitment Software Work For You

Sep 8, 2008
The recruitment industry relies on traceability. The administrative side of recruitment, whether it be permanent or temporary, is essential for the success of the business. Best practice comes from the centralisation of all data using recruitment software so that all users can access data from personnel to financial. This means that one file can be updated by many users creating a centralised point of information.

Many recruitment agencies still operate either a limited recruitment software package or in some cases, none at all. One of the main problems that arise from this is a waste of time resources spent looking for paperwork, correcting errors and follow paper trails to maintain traceability. Another problem is accountability as manual filing systems can be inaccurate and records can be lost or even falsified.

Many consultancies use recruitment software however do not optimise the main features. The best feature of recruitment software is the reports that can be delivered from running all your data through a central point. A user can log in, enter new clients then log every call made to this client and eventually enter the billing information when a client is placed so that a traceable data history can be maintained.

This enables managers to process the data of calls made, new candidates entered, new clients entered, new clients billed and assess it for overall productivity. This data can then be used in more accurate business projections and business plans allowing a business to grow more organically. The main areas the recruitment software develops are sales, candidate records, billing and marketing.

Recruitment software changes the face of sales if utilized correctly. Specific client information can be stored from main contacts hobbies and interest to when the next call must be made. The same file can be updated by a all users which means that by clicking on a client call history, one user will know when another last called and what was said. This avoids the sales nightmare of unknowingly harassing a client with too many calls.

This allows a sales manager to monitor exactly the weight of calls being made by any user, the quality of the calls and follow up calls being met. The recruitment software also is a valuable tool to consultants as reminders and tasks can me set of calls to make meaning that they are delivering on commitments to prospective clients. The call record is invaluable as it allows the consultant to pick up where they left off from the last call.

The candidate records in recruitment software allow a user to input specific details about a candidate abilities and requirements which can be matched to the data of client requirements which has been recorded via sales calls. Then notes can be kept on the interview and successful candidate information can be stored, accounts data inputted and eventually the client can be billed at the click of a button.

The main neglect of recruitment software is the financial features. Many accounts departments will use a more generic, specialist accounts package however this neglects all the benefits that you can obtain from the financial reporting features. These can include anything from individual consultant productivity to annual financial statements and can save valuable resources in billing.

Recruitment software is a valuable tool for marketing, as mail merge documents can be accessed at the click of a button allowing users to contact clients and candidates alike for whatever purpose they choose. The true value of recruitment software is the centralised repository of data and the system is only as good as the data inputted in it, which makes extensive training essential for the recruitment software to be effective.
About the Author
Dominic Donaldson is an expert on recruitment software and contributes to trade publications on the subject.
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