How to Create a Business Case for Applicant Tracking

Discover the secret to getting your applicant tracking system approved during our free webinar!Increase Revenue

In just 30 minutes, you’ll to learn how to:

  1. Define the need
  2. Make a recommendation
  3. Theorize outcomes
  4. Justify the recommendation
  5. Create a project overview
  6. Obtain approval


Six Steps to Creating a Business Case
for Applicant Tracking

Tuesday, November 18
2:00 p.m. – 2:30 p.m. ET

Register for the Free Webinar >>

Applicant Tracking System: An Overview to Choosing a Software Package

Summary: Applicant tracking systems support recruiting, gathering applicant information, interviewing and selection, and hiring. Here’s a comprehensive guide to evaluating your applicant tracking system.

Choosing and implementing an applicant tracking system has a significant impact on your business’ ability to recruit and retain top talent. Many human resource managers and company executives are unaware that there are different types of recruiting software packages on the market. Understanding your business’ needs and determining what features and systems can best support your human resources and business goals is the first step to a smart investment. Here is a closer look at the different elements to consider when choosing the right type of applicant tracking system for your needs.

Supporting the recruiting process

Applicant tracking systems need to support the full life cycle of the recruiting process. These include recruiting activities such as defining and posting the job; qualifying the applicant pool; managing the interviewing and selection process; and organizing the hiring process. Determine which steps your company needs support with and whether the systems you’re evaluating provide the right level of functionality. There are a range of products on the market, from modules that provide support for specific individual functions to comprehensive packages that manage the process from end to end.

Implementation and compatibility concerns

It’s essential to understand what’s involved with the implementation of the system you choose. Will it be hosted on a local computer or via a cloud-based technology by a third party? Does the managing company provide support in terms of setup, training, and ongoing technical management? Recruiting software may also need to integrate with other software packages that your company relies on. Specific points of consideration may involve integration with an established HRIS system, background checks, assessment software, and job boards. Having a solid grasp of these technical elements will ensure that you’re budgeting adequately for the purchase.

Applicant attraction and job management features

The best systems have a streamlined workflow that makes it simple to assign access to members within your team. Executives, hiring managers, and recruiters all have the specific needs in terms of access to information and reporting capabilities. Choose a system that simplifies job requisition from creating positions to managing the approvals process. Many systems today integrate seamlessly with popular job boards, allowing you to post ads with a single click and monitor application statistics. It’s also helpful to choose a system that has applicant attraction capabilities. These include establishing a career site that’s easy to use and optimized for search engines. Some also have the capabilities to collect the contact information of interested applicants and notify them of new job openings.

Application process management

A smooth, easy to navigate application process helps ensure that you get adequate applications for open positions and that candidates have a positive experience. Some of the features to look for include the capacity to customize the application form; the ability to include screening questions to help simplify the evaluation process; flexibility for candidates to input their data in a variety of ways; and compatibility with a wide range of mobile devices.

Applicant management and reporting

The applicant tracking system that you select should also ideally have a wide range of tools that assist your HR team in screening applicants. These include the ability to review applicants, share specific files with different team members, append notes to candidate files, and manage applicant communication management. Additional capabilities that can be helpful include managing onboarding paperwork and developing reports to help communicate on your company’s recruiting activities to your executives and board.

Implementing an applicant tracking system is a critical infrastructure decision for businesses and can help ensure that you’re recruiting and retaining the best employees. If you’re ready to learn more about a comprehensive, best in class system, contact myStaffingPro today to arrange for a personalized software demo.

SMART Need for Applicant Tracking

At my company, it is annual performance review time. As I was writing up my SMART* explanation, it got me thinking about the applicant tracking buying process. Is your buying process SMART? Meaning, is it specific, measurable, attainable, realistic, and timely?

To save time and extra running around, the applicant tracking buying process should be:

  • Specific, in that it answers:
    • Who is involved?
    • What do I want to accomplish?
    • Which constraints or requirements are present?
    • Why do I want to do this? Is it to cut costs, deliver a benefit, or correct a current process?
  • Measurable. Answer:
    • How much will it save?
    • How will I know if I’ve made a good decision?
    • How will it be better than what we are currently doing?
  • Attainable
  • Realistic
  • Timely

How do you approach buying an applicant tracking system? Are you SMART? If you are looking for a SMART guide, download our Six Steps to Creating a Business Case for an Applicant Tracking System.



* SMART is from a paper by George T. Doran called There’s a S.M.A.R.T. way to write management’s goals and objectives which appeared in the November 1981 issue of Management Review.

Choosing an Applicant Tracking System: A Guide for HR Managers and Business Owners

Summary: An applicant tracking system is a smart investment for your HR team. Here’s a closer look at how applicant systems help you streamline your recruiting process, hire better talent, and reduce turnover through quality controls.

HR managers and business owners are always looking for ways to improve the efficiency of human resources departments. Your HR team’s work is essential – from managing payroll to recruiting your company’s next generation of talent. Yet many of the processes that they oversee are administratively intensive. The right technology tools can increase their ability to focus on high-impact projects, reduce hiring costs, decrease turnover, and improve your overall workforce quality. Here’s a closer look at applicant tracking systems, the features to look for, and how to choose the right software for you

Efficient, paperless recruiting process: The right applicant tracking system will help you implement an efficient, paperless recruiting process. Whether you’re recruiting for hard to find candidates or posting essential jobs that need to be filled quickly, an applicant tracking system lets you manage the hiring process from start to finish. The system will guide you through scoping out a job’s requirements, setting up a careers site to process applications, screening candidates, and managing the interview process. With the ability to oversee promotion, reporting, and candidate communications from a single interface, your HR team gets more done in less time.

Improved candidate experience: Hiring and retaining the best people starts with a smooth interview process. In-demand executives, developers, and sales talent often have multiple offers when they’re on the job market. The professionalism, speed, and overall candidate experience that’s driving your hiring process speaks volumes to potential employees. An applicant tracking system allows candidates to apply easily for jobs, monitor their application status, and receive timely communications. Your team is able to quickly vet candidates, arrange interviews, and manage both internal and external communications with ease. As a result, quality candidates have a positive experience and you’re more likely to make a successful hire.  New employees start their jobs in a positive frame of mind, based on a smooth and professional introduction to the company’s performance and practices.

Integrated processing: Today’s hiring process has multiple steps, from posting and promoting openings to processing candidates through the onboarding process. Once you’ve made a successful hire, new employees need to submit substantial amounts of paperwork in the form of employment agreements, tax information, and benefits applications. An applicant tracking system will ensure that you are able to track where people are in the process at all times. The system can also be configured to manage elements of employment screening such as background checks, verifying employment and educational histories, checking references, and even processing drug testing. Ensuring that each new hire has met your company’s standards reduces turnover, ensures a higher level of performance, and mitigates the financial and legal risks of making a bad hire.

An applicant tracking system is a smart investment in today’s hiring environment. From reducing the workload of overtaxed HR teams to providing high-value candidates with the best experience possible, automating your recruiting process has numerous benefits for your business. Are you an HR manager or business owner who wants to improve your firm’s recruitment strategies? Contact us today to learn more about our comprehensive applicant tracking system and suite of integrated services.


Applicant Tracking: How To Manage Your Biggest Hiring Challenge

Applicant tracking is one of the most demanding components of the HR process. While scoping out positions, publicizing your vacancies, and attracting qualified candidates is time intensive, once you’ve developed a list of people to interview the real work begins. Most companies have multi-step interview processes that require coordinating each phase of the interviews and keeping both hiring managers and candidates informed about feedback and progress. For today’s already overworked HR departments, the added administrative burden can be challenging to manage. Here’s a closer look at tools and strategies that can simplify your candidate management efforts.

Manage your external branding with good communications

According to a recent Forbes article, 70% of companies fail to even acknowledge job applications with an email or a letter. Disgruntled potential hires can do significant damage to your company’s brand, whether they perceive a lapse in communication or a shoddily run process. Applicant tracking systems help your company avoid these mishaps. Steps such as acknowledgment letters and rejection emails can be both automated and personalized. Your HR staff can quickly audit the status of all individuals who applied for a position, to make sure that all communications are timely and complete.

Plan for your staffing needs
Applicant tracking also plays an important role in internal business operations. Systems can help both your HR department’s internal reputation and your ability to participate in the planning process. Managers with critical positions unfilled often need updates on hiring process progress to help schedule deliverables and client meetings. Time to hire and other factors are needed by finance for budget planning and financial projections. An applicant tracking system will give you the information needed to respond to requests for reports and ad hoc information in a timely, efficient way.

Overcome unreasonable workloads and inaccurate information
Many small to medium-sized companies track candidates through a mix of shared online file drives, spreadsheets, and paper documents. This approach has several drawbacks. One of the most obvious is time. Getting updates from various interviewers and HR managers, inputting the status, and sharing updated documents take a lot of effort. Often, information will be out of date when it’s needed the most, particularly if you’re managing multiple openings. Handling permissions for who has access to what information and who can modify it is also difficult, if not impossible, to do with Word documents and spreadsheets. Conversely, a dedicated candidate management system automatically updates and ensures that information is both secure and accessible as required.

Improve the candidate experience
Improving the candidate experience has several benefits for your company. Particularly in difficult to staff fields, such as executive leadership or technical talent, a positive candidate experience will help you stand out from other companies competing for their attention. A positive candidate experience also starts new hires out on the right foot, with a solid perception of their new employer. Automated recruiting systems help make it easy to keep candidates happy with regular communications, more efficient and fast moving interview processes, and preventing requests for information that has already been submitted which can make you look disorganized.

Are you a company that’s looking for a better solution for managing your hiring processes and applicant tracking? Contact myStaffingPro today to learn more about this full-featured SaaS applicant tracking system, which provides HR professionals with the tools they need to recruit, qualify, track, and hire the best applicants. You’ll reduce the workload on your HR staff, improve the candidate experience, and be better positioned to provide information to hiring managers and other internal stakeholders as required.

The Odds at HR Technology

The Odds at HR Technology

We are back in Las Vegas on October 7-10 for the HR Technology Conference and exposition. Once again, the conference is packed with excellent sessions. I’m going to be running in and out of the Paychex Blogger Lounge, but I’ll also be stopping by for:

What are you going to attend?

Making a Job Posting Sticky

The nuts and bolts of a job description consist of:

  • Title
  • Description
  • Position Requirements
  • Location
  • Hours
  • About Us

What do you write between the title and about us? I’ve seen everything from the blah to the trendy, and some that have let me with a myriad of questions. How do you say what you need to say, yet stand out and encourage the right candidates to apply?

Stand out from the crowd, and make your job posting sticky by following these tips:

  • Bullets: Please use bullets! Candidates are sorting through countless job postings and are trying to be as efficient and effective as possible. Cut the nonsense and give them exactly what they are looking for. I would much rather read:
    • B.S. in Business Administration required

    Then, “the ideal candidate possesses a four year degree in the field of business administration from an accredited university.”

  • Speak my language: Record yourself describing the job to someone outside of the company. Think about the words that you are using and what it is known as in the marketplace. Avoid internal lingo that could confuse potential candidates. In addition, write the description at the appropriate Flesch–Kincaid Grade Level.
  • Spell it out. Otherwise, you may fall victim to this beauty:

    ISO a CUA to work at CU in IT. (In search of a certified usability analyst to work at Columbia University in the information technology department).

  • Be Specific: Tell candidates what you are looking for and what is needed so that they can make an educated decision as to whether or not to apply. If a B.S. is a requirement, then say so! If it’s preferred, then use a prescreening question to rank candidates instead of immediately disqualifying them.
  • Give it a personality: Clear and concise doesn’t mean that it has to be boring. Utilize a tone that reflects your company culture and hopefully entices appropriate candidates to apply.  Better yet, embed a video from your President or Manager about the company and the role.

Creating captivating job descriptions can be a challenge.  Thankfully, templates and use of an applicant tracking system can make it easier.  For information on how myStaffingPro can help, please visit

5 Questions to Obtain Employee Testimonials

What’s your biggest selling point to potential hires? Uncertain? Just ask your current employees. Here are five questions to learn more about the offer approval process, gauge your ability to meet that commitment, and ultimately receive testimonials.

5 Questions to New Hires

  1. What persuaded you to accept an offer at our company?
  2. What are three benefits of working here?
  3. Is there anything that surprised you?
  4. Do you have any suggestions for improvement?
  5. Would you refer a friend to work here? If so, why?


Once you’ve completed the interview:

  1. Compile the responses for further analysis and review.
  2. Identify trends
  3. Pinpoint key responses for use on your career site.
  4. Reconvene with the employee to receive their authorization for use.
  5. Work with marketing and/or your applicant tracking system to update the career site
  6. THANK the employee for their time and effort, and provide a link to the published content


Looking for inspiration? Refer to our client, Midmark Corporation, a two-time candidate experience award recipient.

Does your Recruiting Process Resemble a Kid’s Game?

Sometimes recruiting can feel like an endless game of Marco Polo, where you are blindly posting job openings and hoping that someone will respond. Being in the dark about your recruiting effectiveness can leave you disoriented and disillusioned. Thankfully, there are tools to help.

With myStaffingPro applicant tracking system, you can track your recruiting initiatives and pinpoint the best sources. Instead of relying on candidates to select the correct source, we appended the apply link from job boards with tracking tags. In turn, the candidate’s sourcing information is automatically populated with the correct value. The result is accurate information about the reach of the job board posting and its results. Using the sourcing reports, you can then identify which job boards are referring qualified candidates and how many are hired. With myStaffingPro, you can analyze your recruiting spend against the source information of your hired applicants to maximize your expenditure.

Interested in learning more? Visit to request a demo.

Is Your Recruiting In A Hopeless Place?

Sometimes pop songs can remind you of a moment. A moment in time, an experience, a milestone, a job. The Rihanna hit “We Found Love” brought me back to my recruiting days at the temporary staffing desk. A typical week would involve interviewing and hiring thirty plus candidates, placing twenty of them, following up on the hundred placed else ware, and terminating a handful. Through the experience, I learned how to handle employees spitting on managers, sleeping in closets, failing drug tests, and stealing. Then, there was the paperwork! I would go through a ream of paper a week. From paper employment applications, WOTC forms, Forms I-9, W-4s, as well as testing and payroll; it never ended. Not to mention the countless hours I spent manually entering applicants into an HRIS (even though it wasn’t tied to payroll).

Thankfully, in the last ten years technological advancements have reduced the administrative burden and reams of paper. Applications can now be accepted online via an applicant tracking system that is also integrated with a payroll and HRIS system. With the right software, recruiters can now find love in a once hopeless place.


Looking for an applicant tracking system?  myStaffingPro provides an online requisition approval, application, and workflow processes.  For more information, please visit