Case Study for Project Management of new Recruitment Software

Brief:
Source and implement a new recruitment database which fits into the current and future business needs of the recruitment agency. There were a number of key requirements for the agency which had to be fulfilled. The system had to be hosted locally and not web based, integration with the agency website and applicant tracking systems were also must-haves. Advanced searching facilities were also extremely important for the purposes of quickly and accurately identifying strong candidates.

Current Scenario:
The agency was based in a single office with a team totalling seven staff. They work on both Permanent and Temporary multilingual roles within sectors such as Finance, IT, Sales and Marketing. The existing recruitment software system was implemented within the first year of trading. However, we are now five years on from this stage and both the business and the technology available have changed hugely since this time.

To begin, we conducted a recruitment audit of the existing setup, which identified that there were a number of areas where significant improvements can be made which would allow for increased productivity, a streamlining of key processes and provide a healthy return on investment. We were also conscious of the key requirements as stated earlier in this case study.

The results of this audit were presented to key stakeholders within the business and a firm business case was put forward that upgrading from the existing system would be hugely beneficial to the business and would play a key part in the business’ overall growth strategy.

Process:
The aforementioned audit provided us with the foundations on where to begin this process. We compiled a considerable checklist of features that were required which were either essential, desirable or optional. As we knew that the system was to be hosted locally, we immediately ruled out any web based systems, which naturally reduced the number of systems options.

A full requirements analysis was performed which involved key stakeholders within the business from Directors through to end users. It was by this process, that a complete picture was formed on what the ideal system should be and how it should work.

With our audit results and requirements analysis documentation completed, we were now at a stage where we could begin entering into discussions with recruitment software vendors.

Selection Process:
Our recruitment industry knowledge allowed us to hit the ground running when it came to approaching potential suppliers and saved considerable time in creating a preliminary shortlist of products to demo. In total, five recruitment CRM’s were shortlisted and demonstrations were carried out (either face to face or via the web). Throughout each demo, we rigorously questioned each supplier to get past the “sales speak” and drill down into the finer details. This is a vital element of the screening process as it allows one to gain a valuable insight into the workings of the system so that you can then relate this to your own recruitment agency.

From the demo’s and research we conducted, there were workflows of some of the systems which just felt cumbersome and unnecessarily complex at times. That’s not to say that they weren’t good products, but they were just not relevant to THIS recruitment agency. It’s pertinent to point out that the adage of “one size fits all” does definitely NOT apply to recruitment software!

Again, this proved how valuable the audit and business requirements details we put together were. It would have been easy contact the bigger players, line up a few demo’s, haggle them down a few quid and then sign on the dotted line! I’ve heard of real instances where this is pretty much the case. The representatives of the recruitment systems we shortlisted were surprised by the detailed level of questioning we put to them and most commented that this is a very rare occurrence. Typically it’s a case of “What does it do?” and “How much does it cost?”

Following this round of screening, the shortlist was whittled down to two products. Both systems made a compelling case to be great fits for the business, but there were specific elements of one of the systems that we felt pushed it slightly ahead in the pecking order. With this in mind, went through another round of “ticking the boxes” to make sure all was in order and the Directors of agency gave the thumbs up to proceed. The recruitment CRM chosen in this instance was Influence.

Rollout and Configuration:
It’s important to note that once a decision has been made to purchase a recruitment CRM, another phase of work begins to ensure it fits as well as possible in to your business. At this stage, the audit and requirements document had to be referenced to ensure an accurate implementation was conducted.

As mentioned previously, there will be a process of data migration and configuration plus a variety of nuances and tweaks that will need be made to any new system. It’s only by taking the time to construct efficient recruitment workflows that this configuration process can be done for maximum benefit to the recruitment agency.

There will be elements that the supplier themselves will manage, but 9/10 it will become your responsibility to ensure the product you have purchased is setup for your recruitment agency. Remember, one size does NOT fit all!

Outcome:
Following our work, the agency had in place a fully-fledged recruitment CRM that not only met the core requirements, but also exceeded these in many respects. They were able to benefit from simplified workflows, seamless website / 3rd party integration, advanced reporting tools and far more productive workforce!

It would be naive and misleading to suggest that any system you put in place will be fully firing on the first day of use. Users need time to adapt and issues will crop up which need tweaking or addressing. But with the correct preparation to move across to a new recruitment CRM, extensive research, investigating the market, configuring the system for your business and educating the end users on best practice, the process can be made swifter whilst fulfilling the needs of your recruitment agency.

If you are exploring upgrading your recruitment CRM, moving across to a different product altogether or simply want to get more out of your existing recruitment software, then we offer a range of services which can assist. From carrying out a Recruitment Audit on your existing system to managing the entire Project lifecycle to move across to a new recruitment software system.

Contact us today for a no-obligation chat to discuss how we can help.