Define Applicant Tracking Systems
An applicant tracking system is a software used by companies to oversee the recruiting and hiring process.
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How It Works
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Companies can post jobs publicly, usually on a corporate website, and then interested job candidates enter key information and upload their resume. That information is entered into a database, called an Applicant Tracking System. Recruiters monitor the system.
Storing Information
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Once the interested candidate enters his information and applies for a position, the progress (or lack therof) can be tracked by the HR department. That information can be stored in the ATS for as long as determined by the HR department. This information can be searched and routed to make sure qualified candidates find the right place in a company.
Using an ATS
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If you belong to a large organization where different departments and business units hire employees, make sure that stakeholders buy in and reach a consensus on using a company-wide applicant tracking system. Take the time to understand how recruiters and hiring managers currently handle recruitment. Track the steps from posting a job to actually hiring a qualified individual. The knowledge of the status quo will help determine what unique features are need for an ATS at your organization.
Offer Training to New Users
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Some departments already have a database for applicants or some might just use an Excel spreadsheet. For an ATS to be successful, recruitment information from all departments and business units need to feed into the main ATS. To implement a company-wide ATS, make sure to train recruiters and hiring managers so they can ask questions and become accustomed to using it before it goes live. Also, check with the IT department to ensure previously used systems can be rolled into a new applicant tracking system.
Other Benefits
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Applicant Tracking Systems make for efficient use of time and also enable companies to evaluate talent. Not everyone who applies for a job is qualified for it, so an ATS will automatically rank "quality of hire" based on experience and education. An ATS will hopefully prevent those qualified candidates from "falling through the cracks" and being overlooked.
Warning
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Applicant Tracking Systems, while efficient for HR departments, can be time consuming for interested job candidates. Make sure that an interested candidate isn't deterred by extensive questions and doesn't need to spend hours inputting her information.
Recommendation
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Use features like automated reader, which scans a resume and automatically inserts information provided. This efficient feature speeds up the application process. Acquiring an applicant tracking system will be an investment; different providers can offer varied cost levels. Open-source versions can be adapted and developed by an organization without the need for a third-party vendor.
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