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How to Use an Applicant Tracking System to Create a Hiring Funnel

Small and medium-sized employers are using applicant tracking systems to create automated hiring funnels without compromising the personal touches that attract top talent.

NEWTON HIRING FUNNEL

 

If someone told you a technology product would make hiring employees easier, you’d try it, right? This is how the applicant tracking system came to be renowned by HR departments around the nation as a life-saver technology. At the same time, employers that solely depend on these automated programs to communicate with potential employees may be missing the mark in terms personalizing the recruiting process. What’s the rub? Well, It turns out that dealing with people works best when actual people are involved. Novel huh?  If you are working with hiring software, here are some tips to get the best results.

CREATING A HIRING FUNNEL 
In the business world, funnels are abound for everything from customer leads to potential hires, and for good reason. Business is by definition the act of being busy. The busier the business, the greater the potential for success. Finding ways to trim the fat in the corporate world means to create systems to automate tasks and bolster efficiency. Just as with the AIDA sales funnel, which was created way back in 1898 by St. Elmo Lewis, applicant tracking systems use a channeling methodology to create a systematic approach to hiring employees.

KEEP IT SIMPLE
Step 1: Use a digital job approval process to ensure that all the appropriate stakeholders agree with the request to start the hiring process.
Step 2: Attract prospective hires through content shared via ads, emails, phone calls, and/or word of mouth / employee referrals.
Step 3: Engage job prospects by requesting they submit their resume and/or online job application through your organization’s website.
Step 4: Have a human (yes, a real person) review and filter the applicants that meet the minimum qualifications for jobs.
Step 5: Use email templates to communication with the applicants who are considered most likely to get the job, and conduct phone and/or in-person interviews.
Step 6: Make a selection based on the information you’ve gathered, choosing among a small group of applicants in comparison to the large pool you started with in the process.

KEEP IT PERSONAL 
There’s no doubt that an applicant tracking system creates an efficient process for hiring new employees. However, some employers are concerned that they risk being perceived as impersonal by removing the human element from some steps of the process.  Why? In the past, some employers created automated steps that were too robotic, turning job seekers off and creating negative equity on behalf of their organization. As pointed out by Forbes, one concern with an ATS is that they dehumanize the individuals working in HR by making it appear that they are not real people. Yet,on that same token, that is the benefit of an applicant tracking system—automation – doing more with less. So what is the best way to overcome this concern?

TIPS TO KEEP IT PERSONAL
Tip1: When attracting applicants, make sure the content that you are advertising with is geared towards the individual reading it. Attempt for personal connections. Be warm yet professional.
Tip 2: When sending out emails to potential job candidates, use contact information for personalizing mass emails. Modern applicant tracking systems use mail merge functionality.
Tip 3 : Be thoughtful when crafting automated responses and acknowledgements; avoid using passive voice, i.e. “We have received your resume…” Instead, say something like, “Thank you for your submission. Once a human here on our team reviews your application, expect to hear from us within x days.”

READY TO CREATE A HIRING FUNNEL?
Contact a representative at Newton today to being the process of updating your recruiting process. Our team consists of recruiting and sales pros with years of experience in designing hiring products that will vastly improve your entire hiring process and applicant experience.

 

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About Andy Chan