Best features of recruitment HRMS

Most HRMS offer some sort of recruitment facility but exactly what that means in terms of functionality varies from system to system. From simple applicant tracking and recordkeeping to tomorrow’s gamified collaborative social hiring experience. The key question, as always, is what does your business need, both today and in the future? To help you work out the answer to that question, let’s take an overview of the main automated recruitment features available on the market.

Process management

The umbrella benefit of HRMS recruitment is the fact that it ensures your recruitment process – whatever it is – runs smoothly. From the creation of an accurate job description to posting vacancies, accepting and vetting applications, shortlisting, assessing, making job offers, all the way up to the point of onboarding your new hire. At the basic end of the spectrum, this is essentially a checklist of tasks, with automatic prompts for the relevant action at the appropriate time. In more detail, we can pick out specific useful features:

  • Job description templates, linked to your in-house standards, competence framework, etc.
  • Auto-publication of vacancies to the main job search engines and jobs boards (such as SimplyHired, Monster, Glassdoor, etc.)
  • Auto-publication to your own careers page, should you have one as part of your company website. Ideally, this includes automatic updating whenever the job specification, description or requirements change; this single feature can save hours of admin time compared to a more manual approach.
  • Tapping into social media for the broadest selection of possible qualified candidates. When such a large segment of the global population is regularly online and logged in to one of the big three social media platforms (Facebook, Twitter, and LinkedIn have 2.9 billion users as of January 2019) it’s practically negligent to ignore social media when recruiting. The best results from adding social media to your recruitment campaign come as part of a broader social media strategy using such platforms to build your employer brand and user communities that then – at recruitment time – become readymade talent pools.

Applicant tracking

To expand a little on the above, applicant tracking is likely to be the biggest timesaver in a transition from manual to automated recruitment. Not only does it enable you to easily review the current status of a campaign, an applicant tracking system (ATS) often includes some form of automatic sorting, accepting or rejecting applications according to preset criteria, including employment history, qualifications, references, etc.

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Candidate management

At each stage of a recruitment campaign, communication with candidates is critical. This includes communicating the basic scheduling of the process elements relevant to them, including appointments, assessments, and interviews, both in-person and remote.

Employee management

The other ‘half’ of the process involves your own in-house people, ensuring that they are also ready to do what’s necessary. Remember that these days, recruitment is an increasingly sophisticated process involving people beyond an HR representative and hiring manager. Often, other stakeholders are involved in this 360-degree approach, such as colleagues, future teammates, other interested managers, and sometimes even key (internal) customers.

A good HRMS recruitment module or ATS will access identified diaries or calendars and auto-book interviews and assessments – essentially, remembering all the tiny details so that you don’t have to.

Another internal facet of recruitment is the fact that the best person for the job may well be an existing employee. Automated HRMS recruitment can be used to ensure that job vacancies are communicated internally as well as externally, and potential candidates – as identified by the system – can be contacted directly with details of the vacancy.

Furthermore, broad internal communication of vacancies to all employees broadens the possibility of the referral of candidates by existing employees (often the best reference!) who may know suitable peers or contacts via their own personal networks.

Resume management

Leaving aside recruitment campaigns to fill specific vacancies for a moment, another aspect of recruitment is managing contacts from interested, would-be employees.

In a manual system, this means dealing with numerous paper or emailed resumes from hopeful jobseekers – yet another administrative task. However, many HRMS recruitment modules offer resume parsing, assessing the data contained in submitted CVs and resumes, including name, address, contact details, core skills, qualifications and experience to create a useful (and easily used) database of potential candidate profiles. In other words, another talent pool in which to fish when a vacancy comes up.

Reporting and analytics

Supporting and carrying out a process is one thing, but what about afterwards – process review, evaluation, and improvement?

Most HRMS come with a set of standard reports for easy access to recruitment data; very helpful if you’re looking to measure recruitment efficiency and impact. Common metrics include:

  • Source of hire: identifying where the best recruits come from.
  • Time to hire: the average time from identifying a vacancy to filling it.
  • The time per process stage: how long a candidate spends in each stage of your recruitment process.
  • Turnover: from which departments or teams are you losing staff; also, identifying the key features of employees ‘most likely to leave’.

These can be used to tweak and enhance future recruitment campaigns and can also be combined with other HRMS data for deeper and more strategic insights, often valued by the C-suite.

Such data can also be leveraged within a recruitment campaign. For example, you might analyze the performance data of your existing workforce to identify the common features of your best-performing employees. This information can then be fed into the job requirements and assessment process to recruit more of what’s currently working well for the business.

Compliance

One of the biggest advantages of any HRMS module is compliance, and recruitment is no exception. Not least because the issue of complying with relevant legislations and regulations, i.e. staying a legal business, can become complex when requirements vary according to state, territory or country; especially for multinational, multi-site organizations. Failure to comply can result in sanctions, legal action or some other form of brand-damaging publicity for your company.

Our complete guide to recruitment software will help you select the software you need to help with your hiring process

An HRMS can monitor your standard recruitment communications – including job specifications, advertisements, invitations to interview, and job offer letters to ensure they are free of possibly discriminatory wording around race, ethnicity, religion, marital or family status, physical or mental disability, gender, age, and possibly sexual orientation, depending on the relevant laws and rules.

The compliance directive may also use the above reporting functionality to produce mandatory reports containing hiring data. Naturally, compliance reporting requirements vary from territory to territory and therefore can represent a significant administrative burden, to be alleviated by your HRMS. To illustrate, in the US, recruitment compliance at the federal level includes:

  • The avoidance of discrimination against persons on the basis of race, color, religion, gender identity, sexual orientation, pregnancy, national origin, or individuals with disabilities in job descriptions and advertising.
  • New hires must consent to employment background checks.
  • Any job offer must be free of discriminatory language (and some HRMS include template letters that have been reviewed by employment law specialists).
  • The above grounds for discrimination must also be avoided in the wording and handling of employee references.

Employee satisfaction and engagement

While employee engagement is not within the obvious remit of recruitment, how you hire your employees can have a direct impact on their view of the organization.

Put simply, if the process was managed well, kept as simple and straightforward as possible, and presented the company in the best possible light, then your new employee is starting work with a higher baseline satisfaction – a significant influence on how they approach their first 100 days working with you.

For more information on finding the right HRMS to support your hiring processes, check out HRMSworld’s recruitment software selection white paper. 

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Dave Foxall

About the author…

Dave has worked as HR Manager for the Ministry of Justice for a number of years, he now writes on a broad range of topics including jazz music, and, of course, the HRMS software market.

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Dave Foxall

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