Applicant Tracking System — The fundamentals

• Resume database
• Conversation tracking
• Resume ratings
• Candidate tagging
• Recruitment process tracking
• Activity tracking
• Resume search/keyword search
• Notes

Effective use of your Applicant Tracking System will lead to significant increases in the productivity of your recruiting team. Systems are also reliant on the administration of the system by your recruiting team. Zartis focuses on simplifying the administration process to ensure continuity of the quality of data available in your ATS.

Mapping your recruitment process

It is important to understand your recruitment process prior to selecting your Applicant Tracking System. This ensures the process is maintained by the use of new software. Zartis allow you to create your own custom recruiting process to map the internal process within your company. By using this functionality, your users a encouraged to stick to the most important aspects of the recruiting process. You custom process statuses then create filters within your candidate database allowing you to quickly identify suitable candidates in the future.

Applicant tracking software has more recently blended with job publishing modules. This has the effect of passing your recruitment marketing efforts into the hands of your recruiters. The effectiveness of the job boards will be the full impact of the effectiveness of your recruitment marketing as combining your Applicant Tracking System and job publishing removes the creativity from your recruitment marketing.

Zartis allows you to publish to mulitple locations, paid job boards and job aggregators. Additional intelligence is provided by providing reporting that enables the recruiter to identify the channels that receive more applications.

Social media integration

Social media is a great way to disperse you job posting links. The channel is really about discovery for the candidate. As social media is the consumption of information, your job postings to this channel must have information that is worth consuming or sharing for your target audience. If you are consistently publishing jobs without providing regular, updated and shareable content, these postings maybe wasted. In this case view the channel as a search engine and add keywords to your posts that may be searched on the media source. This way your job may be discovered amidst the noise.

Accelerate your social media recruiting campaigns by advertising. This requires you to step back and ensure that you can convert job views to applicants. Your ATS must be mobile enabled to acquire candidates on social media. 70% of facebook users login via mobile while over 60% of Twitter users login via mobile. Legacy ATS have struggled to solve this problem. With approximately 25% of job views now on mobile devices, the number is too large to alienate these candidates (remember these candidates are tech savvy).

Zartis has 2 solutions for mobile applications. Our jobs plugin for you website automatically shows the mobile application form for mobile devices to ensure you can capture these candidates. Our recent launch of Jobfiend allows companies to great mobile enabled questions that quickly filter candidates, acting as a lead generator for your recruiting.

Important considerations when buying applicant tracking software:

• Candidate facing pages are mobile optimized
• Integration with Social Media
• Candidate tagging
• Communication tracking
• Rating system
• Easy to use interface to encourage engagement with users
• Frictionless application process
• Website Integration
• User reporting
• Candidate conversion funnel reporting

Cloud based applicant tracking systems have the advantage of lower costs and increased accessibility. Engaging your hiring managers during the recruitment process has the advantage of reducing the cost and time to hire metrics. Taking advantage of the huge numbers of candidates using the mobile devices as their first screen cannot be overlooked.

The Zartis Applicant Tracking System creates a user friendly solutions to managing and tracking candidates as they apply and for future recruiting requirements. Zartis also provides feedback on your recruitment marketing efforts helping you identify successful candidate sources. Mobile enabled applications pages ensure your company can compete effectively for the 25% (and growing) of jobseekers using mobile devices.

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Gaining consistent improvements in your recruiting process requires the consistent measurement of important metrics. Without these metrics, you are managing a recruitment team on word of mouth.

“You can’t manage what you can’t measure”

Taking steps towards identifying suitable metrics that will drive improvements in your recruitment process can be a daunting task. The sooner you understand your candidate pipeline by metrics, the quicker you will achieve recruiting targets.

Beginning with candidate ‘sources’:

Job boards: Your job board account will have all the number of job views your jobs have received. They may also provide you with the number of applications or click through rates. Some job boards scrap jobs from your website to build their inventory and these views can be tracked using google analytics.

Careers site:  Google analytics will have the information you require to get started. If not, you need to add google analytics to your site ‘Now’ and read this post later. (there is no reason not to track your website visitor and behaviors)

Employee referrals: If you are not managing your referral process in a suitable system this can be difficult. If you manage via email it is probably time to start counting manually the number of referral candidates.

Social Media: Start with viewing your career site views source.

Pay per click: All this information will be available to you via the service you use to manage PPC.

SEM: Available through your web analytics account if setup correctly.

Starting Point:

Gather 3 months of data if possible (2 months will work) and break it out weekly. This will give you a good starting point.

When we help companies begin this process of analyzing their recruitment processes the results can be somewhat surprising. Careers site often result in higher conversion rates but little effort is given to the candidate conversion funnel at this point. Assumptions are made without the figures to back them up.

Once you have this data, you have a great starting point for tracking improvements and directing recruitment marketing spend. Assigning responsibility for these metrics and improvements in conversion rates will give you a competitive advantage in you recruiting efforts.

Talk to our Recruitment Marketing team to discuss how you can apply custom analytics to improve your online candidate acquisition.  Email: info[@]zartis.com

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Companies can add a job to the job map free of charge, along with a link to the companies careers site.

Anyone in recruitment will know that job discovery for candidates is difficult. When adding jobs to traditional job boards recruiting professionals have to constantly play with the settings to ensure great coverage. The candidate selects from a bunch of drop downs and and hopefully lands on the perfect role.

Today we are changing that by allowing candidates to discover a job, quickly learn about the company and see the job location (right to the front door of the office).

To benefit the company and the candidate, agencies will not be added to the map and duplication of job postings is not permitted.

Our goal is to create ‘A World of jobs’. Join us in our trip around the world to discover the best companies hiring today.

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To do this we built jobfiend.com. It allows companies to create a careers site in a couple of minutes that’s built for mobile. Not optimised or tweaked for mobile, but actually built for mobile. Here were the considerations:

We could not ask candidates to submit a CV/Resume because most people can’t do this on a mobile.
The text has to be appropriate for mobile. This doesn’t mean responsive design. It means a minimalist approach.
There’s no point asking candidates to input a lot of text. We know they won’t do it.

So what are we left with? Tweet sized job description and a mobile application process that’s fast and easy to complete. Resumes, screening and interviews can all follow. This is inbound lead generation for recruitment on mobile.

The most recent test was for an online marketing intern. We started the campaign at 9.30am this morning. We’re finished now and reviewing the results. We generated 4532 impressions from two campaigns. One resulted in an engagement rate of 12.9% but none of these completed the application form. The other had an engagement of 2.26% and five(update) seven people completed the application. The conversion rate is somewhere between what we usually see on company career sites (high) and job boards (medium).

If you’re interested in mobile recruitment and Twitter feel free to contact me at john (at) zartis.com.

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We think that the role should come first. It’s what is likely to attract the attention of relevant viewers. The ordering of the location and company are debatable.

Finally, the call to action is the attempt to get the user to click through to the destination page. This is where candidates are usually dropped into a rabbit hole. The destination page is likely a long job description that’s painful to read on a mobile. The click to apply is probably worse: a billion dollar ATS provider that can’t cope with mobile.

Here’s a three step process to help you hire from Twitter (which is primarily a mobile medium):

Figure out how to structure job Tweets that works for you.
Figure out how to get the Tweet discovered by the right people and engage them.
Ditch your legacy ATS that fails mobile users.

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Over 20% of people looking for jobs are using mobile devices to do so.

This has increased from 10% this time last year.

The expectation is 40% of job views to come from mobile devices within 12 months.

Mobile job applications are not increasing at the same rate.

Reasons

Mobile job views are increasing and now account from more than 1/5 of all job views. Logic would suggest that mobile job applications would follow. Despite the advances in technology, the business process for job applications is slow to catch up. An opportunity is being missed by employers.

Early adopters have a huge opportunity to target the large volume of mobile job views in the war for talent.

What is happening in the job discovery channels:

55,000,000 searches monthly for ‘JOBS’ on mobile devices

60% of twitter users login via mobile devices

Over 60% of facebook users login via mobile device

Jobfiend lets you create amazing job descriptions and job applications for mobile devices. Removing the CV from the process allows candidates to apply quickly from a mobile device and engages the candidates with the company.

The question style and the 140 character job application ensure the recruiter has the relevant candidate information in a readable format. The candidate is forced to put their best foot forward and avoid typical CV waffle.

AND PEOPLE LOVE IT

Love this, jobfiend, nice job @zartis @johndennehyjobfiend.com/trustev/.net-d…

— Pat (@patphelan) April 19, 2013

Check out the mobile friendly job ad by @jobfiend for @storytoys production assistant (audio) role jobfiend.com/storytoys/prod… #jobfairy #jobs

— Anu Harju (@ablatiivi) April 18, 2013

Finally an effective mobile job application process for twitter #recruiting jobfiend.com/storytoys/prod…

— John McInerney (@johnnymc59) April 18, 2013

Check out the cool new @jobfiend application process using Twitter or your mobile phone for this position! dublinstartupjobs.com/engineering/ju… #JobFairy

— Dublin Startup Jobs (@dublin_startups) April 19, 2013

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Here is an example of a Zartis Social Referral Success story.

Referrals work for many reasons: 

• Referral candidates are processed quicker
• Employees can provide initial references for candidates
• Employees tend to refer good people
• Social networks increase the power of referrals
• Retention rates are higher
• Higher candidate to hire ratio

With Zartis you can quickly get started with an employee referral program. Employees can share jobs on their social networks, track results and help their company hire more people.

Here is how it works:

Keys to success with Employee Referral programs:

• Communication with employees
• Employee engagement
• Clear employer brand

References 

In Hiring, a Friend in Need Is a Prospect, Indeed

10 Compelling Numbers That Reveal the Power of Employee Referrals

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Some regions have evolved their own hashtags to make it easier for people to find jobs. In Ireland we’re fond of #jobfairy, a creation of @unamullally.

Jobs related hashtags are great especially as the medium is in its infancy. When every recruiter in the world starts using hashtags the value will dilute in some ways.

Currently the best value add Twitter has brought to the recruitment industry is the ability to share a job spec, at no cost. Through ReTweets connections of connections are often reached. We’ve seen lots of jobs filled because of this.

We believe that the potential of Twitter for recruitment is only being scratched at. Some big barriers are holding it back:

1. Beautifully-crafted, pithy Tweets land people into ugly and arcane application processes. The transition from timeline to applicant tracking is too much for most people. The drop out rate is huge.
2. This is even worse on mobile. Twitter is primarily a mobile experience. Asking somebody to upload their CV from an iphone just doesn’t work #fail
3. If you’ve got lots of followers on Twitter you can push the message to them. But most people don’t have a huge amount of followers. And even if you do the rate of content decay on Twitter is very rapid. A lonely recruiter Tweeting jobs to themselves is not a beautiful thing.

The good news is that we’re working on something that addresses all of the above. We’ll be rolling out a solution for a client in the games industry next month. We’ll blog about the experience here and hopefully you’ll be kicking the tyres yourself shortly.

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Advantages of using facebook for recruiting

• Attract candidates already engaged with your brand
• Place your jobs where candidates login daily
• Turn fans into employees
• Engage candidates with you brand

How it looks

Adding the tab

Select ‘Social Media’ from the ‘SETTINGS’ tab in your Zartis account.

Login using a facebook account that has administration rights to your company’s facebook page.

After authenticating with facebook, then click ‘Select your facebook page now’ and select the company page.

Example

Candidates can view published/live jobs on your facebook page and apply without having to leave your facebook page. (unpublishing a job in your Zartis account will also unpublish the job on your facebook jobs page).

Facebook job view

Facebook application form

Completing the candidate application journey on facebook can increase your candidate conversion rate from this source.

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Here’s how

• Select ‘Social Media’ from the ‘SETTINGS’ tab in your Zartis account

• Select the ‘Twitter’ tab

• Select ‘Add one now’ and authenticate with Twitter
• Set your post frequency to ‘Daily’ or ‘Weekly’ and set the time of the post.

• Your job will be tweeted from your account

• Candidates are directed to your mobile optimized Zartis careers site allowing candidates to apply from any device and increasing your candidate conversion rate. 

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