Your Guide to Software Selection

6 Time-Consuming HR Tasks That Recruiting and Staffing Software Automates

HR professionals know all too well the inefficiencies of most day-to-day duties.  From manually filing documents to creating new job postings to general administrative work, there’s certainly no shortage of tedious and time-consuming work.  But what if those tasks didn’t have to be be so tedious and time-consuming?  Or, better yet, what if those tasks could be done with just a few clicks of a mouse?

Get our ATS / Recruiting Systems Comparison Matrix.

What was once a pipedream has become a reality thanks to recruiting and staffing software.  These types of software automate the most tedious tasks, provide easy communication and, most importantly, complete these tasks with a high-quality end result.  If you’re in the market for recruiting and staffing software, here are some of the capabilities you should expect to see:

  1. Posting Open Positions

Some of the most monotonous tasks facing an HR professional stems from hiring new employees.  The first step can be the most difficult: posting an open position to several online job boards.  With a plethora of job boards to post to, in addition to social media, it can take an entire day and then some just to place the posting.  With recruiting software, you can write up the job posting and have it post to every job board you desire automatically, similar to social media management platforms.  Some even have the ability to post to your company’s social channels.  This not only reduces time on your end but also gets the job posted faster, so you can start screening potential new hires.  Which brings us to…

  1. Sorting Through Resumes

Part 2 of the hiring saga involves combing through hundreds of resumes sent by, let’s face it, far too many unqualified candidates.  Weeding out the unqualified resumes and narrowing down the rest into a group of interviewees takes even longer than manually posting a job.  At least, it can if you’re not working with recruiting software.  Automated screening is a lifesaver for HR professionals, not only in the time it reallocates but also by objectively sifting through each resume.  As Katrina Kibben at Recruiting Daily puts it:

“The positive part of this is that we can standardize our processes to better and more objectively assess a candidate’s ability and skills while removing the inherent biases found throughout the sourcing and selection process.”

  1. Communicating About Potential New-Hires

After whittling down the collection of resumes to a set of interviewable candidates, communication regarding these candidates needs to take place.  Setting up meetings of any kind can be difficult to schedule, let alone ones discussing resumes and interviews.  Although in-person communication will inevitably need to take place, getting as much out of the way digitally is ideal to making meetings about candidates as brief and efficient as possible.  Several recruiting software providers include communication features, so that those involved in the decision-making process can look at resumes and discuss them in the same application.  This also eliminates the need for multiple tabs, which is an incredibly first-world problem but an annoying one nonetheless.

  1. Managing Documents

You’ve finally finished with the screening, interviews and offer negotiations and reached the final stage of the new-hire saga: onboarding.  Your reward is getting to deal with a mountain of paperwork as you set up your new-hire for employment.  Not so fast: staffing software can streamline this by keeping everything digital.  From signing the offer letter to filling out documents such as direct deposit forms and W-4’s, staffing software keeps everything digital and aggregates all of the documents so it’s easy to figure out what documents have and haven’t been completed.  And you get a bonus: most employees prefer to complete documents digitally since it’s easier and faster for them, so they’re more likely to knock it out quickly.

  1. Payroll Accounting and Management

As ABD explains, the back office side of staffing software should provide:

“…invoices and paychecks, and offer different features between Temp and Direct Hire.  Good staffing software is usually able to handle timesheets, paychecks, vacation requests and invoices.”

In other words, you can forget about gathering timesheets from 12 different places every pay period.  By automating all payroll-related tasks, you can spend a lot less time on scheduling payouts and searching for past payroll information, as ledgers are recorded automatically and can be reviewed at any time.

  1. General Administrative Tasks

Similar to automating payroll capabilities, staffing software that automates administrative tasks is a game-changer for HR professionals.  Turning to software that completes clerical and bookkeeping duties turns once inefficient procedures into an efficient afterthought.  Logs and records are kept automatically, so there’s no need for sifting through file cabinets or, for that matter, having a file cabinet (just imagine what you can do with all that extra office space).  Not to mention that eliminating clerical paperwork makes it a whole lot easier to be eco-friendly.

If you haven’t yet used recruiting and staffing software, you’re missing out on a lot of time that could be better spent on other tasks.  We highly recommend any business, whether long established or startup, to invest in at least a basic recruiting and staffing software.  You won’t regret it.

Get our ATS / Recruiting Systems Comparison Matrix.

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