January 20, 2010

© 2010 HRchitect 

Sponsored by:  In Partnership with: 

  Over 13 years of experience in the Talent Acquisition field

  Extensive Talent Acquisition experience includes:   Director of Direct and Contingent Recruiting Operations   Project manager on multiple Talent Acquisition software systems   Director of Managed Talent Acquisition Solutions   Trainer of Recruiting and Associated Systems

  Managed and consulted on many comprehensive projects in the areas of system assessments and implementations; training management; workflow analysis and development; and process re-engineering for ATS and Talent Management Systems

  Involved with the implementation of over 25 Talent Acquisition projects including Blockbuster Video, Lyondell Chemical, Kindred Healthcare, Avanade Consulting, 3M, Manpower, NCO Group, McAfee and Sabre Holdings

  Certified implementer on Taleo (Enterprise and Onboarding), Authoria and SmartSearch Applicant Tracking Systems; SmartSearch and WorkCard Vendor Management Systems; and is AIRS certified

•  Technology Strategy Development •  Business Process Redesign & Optimization •  Service Delivery Analysis •  Software Evaluation and Selection •  Implementation •  Systems Integration •  Change Management/Adoption •  Business Analytics •  System Administration Services •  ISV (Independent Software Vendor) Consulting

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Talent Management 

Talent Acquisi8on 

Performance Management 

Succession Planning 

Learning Management 

Compensa8on 

Candidate Rela8onship Management 

(CRM) 

CRM, simply put, is a method for recruiters to continually engage prospective candidates with your organization.

With the goal to hire prospective candidates that are an ideal fit for your organization; CRM is vital to that objective.

The primary components of CRM are: •  Verbal and written communication with

prospective candidates •  Documentation of conversations with prospects •  Managing and tracking follow up tasks with

prospects in structured method

•  Yes •  No, but planning on implementing w/n next 6

months •  No, but planning on implementing w/n next 12

months •  No, no plans to implement •  Not familiar with automated CRM

•  Prospects forget about or lose interest in your organization without continual interaction.

•  Without a structured method to manage/track follow-up tasks, recruiters lose focus and may not be held accountable.

•  CRM survives a recruiter. If done properly, you don’t have to rebuild history with a prospect if a recruiter leaves the organization.

•  Sources from passive and active candidate recruiting techniques

•  Applicants with an ideal profile not ultimately hired

•  Referrals

Typical functions of robust CRM software may include: •  Tools to mine for passive and active candidates on the

web, job boards and social networking sites •  Prospecting/Sourcing Workflows •  Task/Activity management tools •  Robust email correspondence and campaign features •  Tools to export prospect data or integrate data with your

ATS/TAS.

•  Yes •  No •  We don’t currently use a TAS

Most applicant tracking and talent acquisition systems can be used to perform many CRM functions, put with some limitations.

Let’s look at how we can overcome some challenges with your ATS/TAS…

Some ATS/TAS integrate with talent data mining tools and job boards. If your system doesn’t have this functionality, here are solutions for creating talent profiles in your system: •  Manually Create Candidate Profiles

•  Batch Import Candidate Profiles (.csv /.xml)

•  Import Profiles via an Email Reader

As you work with your legal resources on using your ATS for CRM with passive candidates, consider the following strategies: •  Segregate passive candidates from the applicant pool •  Use a consistent method for determining the applicant

pool •  Apply accurate source tracking data •  If possible, leverage your system’s data segregation and

permissions features

Requisition Based •  Use category specific “dummy” requisitions for CRM (apply

data segregation if possible) •  Create and apply CRM specific workflows •  Attach to an actual requisition when interest is established

Applicant Tracking Workflow 

CRM Pipeline Workflow 

Folder Based •  Use hierarchical folders per job category •  Attach to an actual requisition when interest is

established

Engineers 

Iden6fy 

Contact 

Generate Leads 

30 Day Follow Up 

60 Day Follow Up 

Project Managers 

Iden6fy 

Contact 

Generate Leads 

30 Day Follow Up 

60 Day Follow Up 

Interest Expressed 

As you move prospects through your pipeline, use your system’s various tools to manage next steps, such as: •  System task/activity scheduler

•  Scheduling features with integration with Outlook or Lotus Notes

•  If your system does not have either of the above features, be diligent in managing tasks with your organization’s calendar tools (Outlook, Notes, etc..)

Use your system’s email correspondence features to follow up with prospects or to alert them of special events: •  Tie in letters with your pipeline to

manage email campaigns •  If available, leverage your system’s

workflow auto-trigger features to send email as you move a prospect through your pipeline

•  No •  Yes, we use LinkedIn •  Yes, we use Twitter •  Yes, we use facebook •  Yes, we use multiple social networks

Many ATS career portals can leverage RSS (Rich Site Summary) feeds and social networking sites. If your ATS has these features: •  Encourage prospects to create a profile on your career

portal and create matching criteria for certain job types •  Encourage prospects to accept notifications for new job

openings •  Create a CRM specific career portal. Post “campaign”

job postings to this portal so you can leverage RSS and social networking sites to mimic your email campaigns

Items to consider when determining if you can leverage your ATS/TAS as a CRM tool: •  Does your system have many of the features and

functions outlined in this presentation?

•  Consult with your organization’s legal resources. What’s their comfort level on performing CRM in the same database with your applicants?

  HRchitect, Inc.   6136 Frisco Square Blvd. Suite 250, Frisco, TX 75034   214-619-0888   HRchitect.com

  Alex Tellez, Senior Talent Acquisition Consultant   atellez@HRchitect.com

  Matt Lafata, Vice-President, Sales & Marketing   mlafata@HRchitect.com   Twitter - www.twitter.com/mattlafata   LinkedIn - www.linkedin.com/in/mattlafata   Blog - http://PuzzlingWorldofHRtechnology.com   Weekly HR WebMingle - www.HRWebMingle.com