HR departments are constantly evolving, seeking new ways to streamline processes and enhance the candidate experience. Innovative technology like HRIS software not only simplifies HR tasks, but significantly impacts how candidates interact with a company. We’ll delve into the positive influence of HRIS software on recruiting, provide tips for avoiding potential pitfalls, and highlight ways this technology can revolutionize your hiring practices.

Role of HRIS Software in Modern Recruiting

Human Resource Information Systems (HRIS) software plays a pivotal role in modern recruiting by providing a unified platform for managing the entire hiring process. This technology facilitates a more organized and efficient approach to recruitment, allowing HR professionals to easily track and communicate with candidates. From posting job openings to scheduling interviews and collecting feedback, HRIS software streamlines these tasks, effectively reducing the time to hire and improving the overall candidate experience. By automating administrative tasks, HRIS enables HR teams to focus their efforts on engaging with potential hires – fostering a more personal, positive interaction and enhancing the company’s brand.

What is HRIS Software?

Human Resource Information System (HRIS) software is a category of HR technology designed to manage people, policies, and procedures throughout the organization. “HRIS. . .allows a company’s HR department to bring all aspects of HR under one umbrella, making it easier for the team to analyze, update files and create reports at a moment’s notice.” – MarketWatch

At its core, HRIS centralizes employee data, making it easier for HR departments to gather insights, make informed decisions, and report on workforce-related metrics. Many HRIS platforms have broadened their suite of features to include Applicant Tracking System (ATS) capabilities such as job post creation and sharing, pre-hire tests, candidate review, and applicant communication.

The functionality of HRIS varies widely. It typically includes applicant tracking, employee self-service payroll processing, benefits management, time and attendance, and compliance reporting. By integrating these various functions into a single system, HRIS software helps in eliminating manual processes, reducing errors, and ensuring that the HR department operates smoothly and efficiently.

Positive Impact of HRIS software on Recruitment

Offering Greater Engagement and Convenience for Candidates

HR technology has a profound impact on the level of engagement between candidates and employers. By automating initial screening processes and communication, HRIS software ensures that candidates receive timely updates about their application status and next steps. This efficiency translates directly to a more streamlined and engaging experience. Applicants encounter fewer hurdles and greater transparency throughout the hiring process, maintaining their interest and cultivating trust.

A well-designed HRIS platform offers key benefits to candidates that typically include:

• Streamlined application process
• Clear and timely communication
• Tailored interactions
• Convenient scheduling
• Security of candidate information

HRIS software offers a more interactive and responsive hiring journey for candidates by providing them with a convenient way to complete paperwork, learn about the company culture, and connect with future colleagues even before their first day. This early engagement helps build a strong employer-employee relationship that can lead to increased job satisfaction and higher retention rates.

Delivering Improved Efficiency and Data-Driven Insights for HR Professionals

HRIS software not only benefits candidates, it also makes the HR team’s job easier. These systems reduce repetitive tasks, streamline communication, and broaden the applicant pool by providing a better candidate experience.

In addition, HR professionals leverage HRIS software to gain valuable data-driven insights that can transform the recruitment process. These systems track a wide array of metrics, such as:

• Time-to-hire
• Cost-per-hire
• Turnover rates
• Recruitment channel success

By analyzing these data, HR teams can identify trends and pinpoint areas for improvement. For example, if the results show a high dropout rate at a certain stage of the hiring process, the HR team can investigate and make adjustments to enhance candidate engagement and retention. HRIS can also track the effectiveness of different recruitment channels, enabling organizations to allocate their resources more effectively and improve return on investment (ROI).

The ability to generate data-driven insights empowers HR professionals to make strategic, evidence-based decisions. In turn, it can lead to a more efficient hiring process and a better candidate experience, reflecting positively on the organization’s employer brand. Learn other ways to positively impact candidate experience metrics here.

POTENTIAL PITFALLS OF HRIS ON THE CANDIATE EXPERIENCE

While HRIS solutions propel improvements to operational metrics and enhanced efficiency, if not implemented thoughtfully, they can inadvertently undermine the candidate experience. Complex HRIS interfaces can be difficult for candidates to navigate, causing frustration and potentially deterring qualified talent.  Click here to learn more about unintentional candidate dropout.

The key to an efficient and effective HRIS process is to strike the right balance between automation and personal interaction.

View HRIS from a Candidate’s Perspective

Often when organizations struggle to fill seats, a simple, yet effective approach to maximize success is to navigate the HRIS process step-by-step as a candidate. This is a cost effective and frequently missed opportunity to find simple hangups that deter candidates.

Here’s a quick checklist to get you started.

• Place Yourself in the Role of a Candidate.

  Fill out an application and go step-by-step through the application and hiring process.

• Ensure User-Friendliness.

  Check to be sure the system is easy to access. Does it give clear instructions, realistic expectations, and support options?

• Maintain Personal Connection.

  Does the system automatically generate regular communication to ensure candidates feel heard and valued?

Take Action to Improve the Candidate Experience

A quick review can help you identify obvious snags in the candidate process. While some problems like broken links and outdated contact information can be easily fixed, other issues like messaging, delays, and bottlenecks can be more challenging. That’s why Employment Technologies offers a service to review and analyze a company’s candidate experience from A to Z. Based on 30+ years of talent acquisition expertise, this objective review identifies critical issues, opportunities for quick gains, and outlines specific strategies for creating a highly efficient and engaging candidate process.

This level of in-depth review results in marked improvements in key metrics such as reductions in processing time, improved candidate satisfaction ratings, and higher candidate completion rates.

Two recent client examples are provided below.

In working with a large state agency, Employment Technologies helped the recruiting team experience a 92% reduction in time-to-hire. The original 6-week process was expedited into 2 days, and new hires were in a seat and on the job as quickly as three business days.

Read more about their success here.

Employment Technologies also helped a leading global customer service provider achieve a 50% reduction in time-to-hire and a 33% increase in candidates over the same time period with a simpler yet more effective HR technology process.

Learn more about the company’s recruitment gains here.

Use Our Tips to Avoid These Common Pitfalls

1. Long response time or none at all

In our experience, this is the most common and perhaps most detrimental pitfall we see. Employer response times often range anywhere from one week to more than a month, leaving candidates uncertain about next steps. In today’s job market, if you don’t have a systematic way to quickly reach out to candidates and keep them engaged, you’ll likely lose the best talent to a competitor with a better process. To correct this issue, include a friendly, automated response, welcoming the candidate and outlining next steps.

2. No clear guidance OR lack of follow through

This pitfall is a close second. Offering clear guidance and setting expectations is more than, “Thank you! We will be in touch soon.” Instead, specify next steps and timelines. For example: “You’re all set. We’ve sent your application to the hiring manager and you’ll hear back from us within 24 hours.” Once expectations are set, be sure to follow through. This level of connection builds trust and helps keep the best talent in your pipeline.

3. Inability to complete process across multiple browsers and devices

Even if you’ve designed a stellar candidate process, it does no good if candidates can’t access it. So, be sure to test the candidate experience on a phone, tablet, and computer. Also, use multiple browsers like Chrome and Safari to verify access and functionality.

4. Mandatory fields that trigger drop off

We’ve likely all been asked to complete online forms that request information we may be hesitant to share. Again, place yourself in the candidate’s shoes. Don’t request sensitive information (such as Social Security numbers or state-issued IDs) too early. Wait for the right time to ensure candidates feel secure and confident in the process.

TRANSFORM YOUR CANDIDATE EXPERIENCE

Consider how HRIS can play a pivotal role in your organization. Thoughtful implementation of HRIS software serves as an integral step to modernize the candidate experience and recruitment efforts with the use of HR technology. Its implementation redefines the way HR departments are able to interact with candidates, offering smoother, quicker, and more engaging recruitment processes. Adding the right HRIS software will put your company in a position to achieve the best possible outcomes for your people—which is the real goal of HR technology.

Ready to transform your process and enhance the candidate experience?

Employment Technologies specializes in virtual hiring and development tools that integrate seamlessly with all leading HRIS and ATS platforms. Discover how Employment Technologies can help modernize your approach with expert insights into your current process. Our team is here to guide you every step of the way.

Speak with an Expert:  Click to Schedule a Free Consultation, or Call 888.332.0648.