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CHOOSING A STAFFING MANAGEMENT SOLUTION
Given the importance of human capital to the success of an
organization, recruitment of staff and then effectively managing it
could be one of the most important decisions that a company will make.
So what is important when making this crucial decision for your
organization? Architecture. Basic features and functionality are nice
but, alone, they’re not enough if the right architecture is not in
place to support and employ them.
Key Constituents For
Effective Staffing Management
The first item to determine when assessing a staffing management
solution is: Is it a fully-integrated, end-to-end solution?
This means that the
solution is architected from conception with the front-end (the
candidate experience) and the back-end (the applicant management
capabilities) successfully integrated on the same platform. As a
result, actions can be processed in real-time. Likewise, a position
posted to the career site is instantly available to internal and
external candidates to apply to. And once a candidate has applied, his
or her file is instantly available for review on the back-end.
The second item to
determine is: Is it a profile-based system?
This means that the solution is architected in such a way that each
candidate has one unique file in the system to which all of his or her
job-specific applications and history are attached. In a non
profile-based system, each time a candidate applies a new record is
created. Over time it would be conceivable to have multiple records
for every candidate in your database. For this reason, if a system is
not architected to be profile-based, benefits such as candidate
relationship management, reporting and EEO metrics, searching of the
candidate database and tracking of candidate history becomes very
difficult, if not impossible.
Profile-based System
Enhances Communication with Candidates.
Candidate relationship management is the key to turning your talent
pool into an ongoing source of qualified candidates for your
organization. In a profile-based system, it is possible to send
invitations to candidates inviting them to apply to jobs as they
become available, which is known as a ‘job-agent.’ Or invite
candidates to a seminar or open house that is relevant to his or her
backgrounds. Or contact candidates who haven’t visited your site in a
while and ask them to update their profiles. The key to really
capitalizing on your talent pool is the capability to continually
reach out and touch your candidates and keep your employment brand in
front of them.
A third item to
determine when assessing a staffing management solution is: Is it a
skills-based platform that enables automated candidate prescreening?
This means that the solution is architected from conception with the
ability to define, in a structured way the skills, certifications and
interests required for a given position; all candidates on a
requisition can then be sorted against that criteria for efficient
pre-screening. And the company, rather than the system, should have
control over how the candidates are sorted as some requirements will
be more important to your company than others. In a resume-based
solution, each individual file needs to be reviewed before it can be
determined if the applicant is a potential candidate for the role. In
a skills-based solution, candidates will be automatically sorted and
filtered by the tool, saving hours of manual pre- screening work. The
resume then is a supplementary piece of information that may be
reviewed when it is verified that the candidate has the correct
skills. Ultimately your time to fill metric will improve, as will the
quality of hires made; and, your legal risk regarding candidate
screening will decrease, therefore enhancing compliance with OFCCP
regulations.
A fourth item to
determine when assessing a Staffing Management solution is: Is it a
global, enterprise-wide solution?
This means that the
solution is architected from conception to support everything from
localization and multi-lingual needs to multiple staffing processes
for your organization. Additionally, such a staffing management
solution will offer different tools to allow the participants in the
process to easily interact with each other, including hiring managers,
in real time.
A fifth important item
to consider is workflow that will allow your organization the ability
to support various hiring processes globally.
Different business units, countries, and regions within those
countries can all have substantially different hiring processes
related to them. A well-architected solution will support multiple,
configurable candidate selection workflows based on the individual
company’s needs. This workflow makes it possible to deploy consistent
staffing processes enterprise-wide and globally; and a consistency of
process leads to better hires within your organization.
A Quality Process that Cuts Across Business Silos.
Self-service with online collaboration. Online collaboration among the
different participants in your staffing organization is a key benefit
of implementing a staffing management solution. If your solution is
only accessible to the recruiters in your organization, staffing
cannot become an enterprise-wide function. An easy to use, intuitive
tool that integrates your hiring managers into your staffing process
will help your staffing team to be more effective. Information that
can be exchanged between your hiring managers and recruiters online in
real time will speed the hiring process and reduce your time to fill.
And hiring managers and recruiters can become more collaborative in
defining the needs of the organization on the front-end, when creating
the job requirement, and on the back-end when assessing candidates and
moving them through the selection process. Additionally, candidates
can be notified about his or her status in the hiring process.
Enterprise-wide staffing management solutions using the self-service
model deliver higher quality processes and enhance productivity for
the entire organization through enhanced hire quality.
Cost and time.
Another key benefit of
implementing a staffing management solution is the ability to find
good candidates that now exist in your database without having to
spend sourcing dollars on each new position you have. In a profile-
based system, the search tool can help locate candidates that will
only contain unique candidate profiles to review. Matching these
candidates to the appropriate requisitions or sharing them with hiring
managers within your organization can then happen with a simple click
of a button and also result in a greatly reduced time to fill.
Relationship Management.
The right staffing
management solution will bring an organization the ability to capture
and retain a complete application history on each applicant in the
database. Each time an applicant interacts with the system, whether he
or she is applying on a job or updating a profile, activities are
captured in the file. And as recruiters (and even hiring managers)
move the candidates through the hiring process and make notes in the
system, these changes in status and comments are captured and kept on
file for future information and reference by other users of the
system. The value of this candidate history grows over time and helps
reduce redundancies in the staffing process.
Reporting.
One of the key benefits of implementing a staffing management solution
is the ability to report on key metrics and EEO statistics. The
ability to generate accurate sourcing effectiveness reports,
applicants to interviews / offers / hires reports, reports on new
candidates based on areas of interest, EEO stats and many other
reporting metrics becomes impossible in a non profile- based solution
because there can be multiple versions of the same candidate record. A
profile-based solution ensures a one-to-one ratio of candidates to
candidate files and guarantees accurate reporting.
The human capital assets
of your company continue to be a key competitive advantage for every
organization. The four components discussed above will bring a
complete solution that offers an organization competitive advantages
in today’s marketplace by improving the quality of hires and reducing
the time it takes to bring value-added contributors on board. Having a
well-architected Staffing Management solution will get you there while
basic features and functionality alone will not.
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