Driving High Volume Recruiting Workflows

“As a staffing agency, we hire thousands of applicants a year. It was important to us to ensure compliance while reducing paperwork.”

Our local Spherion franchise screens more than 14,000 applicants a year. Before they implemented myStaffingPro applicant tracking system, they would accept paper applications, manually score a skills test, and suffer through an inconsistent “open interview” process.

Sound familiar? Learn how they shed the manual application process in our complimentary case study.

Request the case study at http://lp.mystaffingpro.com/casestudy


Reducing Recruiting Costs and Paperwork

“We had an entire room allocated for files. The amount of paperwork we had was astounding and made it difficult to retrieve, let alone analyze.”

Sound familiar? My first job out of college was at a regional staffing company. Granted it was more than a decade ago, but it was not uncommon for a recruiter to interview and process more than 50 applicants a week. With more than 20 recruiters on staff, and applications hovering around eight pages, we were processing more than 8,000 pieces of paper a week.

Before implementing an applicant tracking system, our local Spherion franchise was in the same predicament. Learn how they shed the paper in our complimentary case study.

Request the case study at http://lp.mystaffingpro.com/casestudy

A Day in the Life of a Paychex Recruiter

Recruiting is changing at an unprecedented pace, and businesses must quickly adapt to keep pace with the competition for top talent. We sat down with Debra, a Paychex recruiter, to learn more about the changing dynamics of the recruiting environment and what these changes mean for today’s recruiters.


What is your number-one source of hire and how do you promote it?
Since I predominantly recruit for areas outside of my home geography, it’s imperative that I build a virtual network to open up new avenues for identifying top talent. I have found the most success on LinkedIn. In my 10 years in recruiting, LinkedIn has evolved from a nebulous website that very few professionals use, to my first stop when recruiting for a new opening. I not only use it as a starting point, but I also use it to cross-reference candidates found elsewhere.

As far as promotion, other than posting positions, I connect with every candidate with whom I speak and spend at least 3-4 hours a week building my network for future opportunities. LinkedIn works much like the Kevin Bacon game; the more people you’re connected to, the more individuals you’ll be able to reach for sourcing.


How do you interact with other departments and hiring managers?
I recruit for our Major Market Services division and cover an area ranging from Maine to Virginia and Ohio. As a remote recruiter, I don’t have a lot of opportunity to work face to face with my hiring managers, so the bulk of my communication is written and over the phone.

Paychex also uses an inter-office instant messaging (IM) program that allows me and my hiring managers to have more impromptu conversations throughout the day. I also work closely with our training, benefits, and compensation teams to assist my candidates throughout the interview and onboarding processes.


What tools make your life easier?
Once you find great candidates, you need a system to house their data, reference back to them, and share with fellow recruiters on your team. Our team recently migrated our applicant tracking system to myStaffingPro. With this migration, we had the capability to customize the system to our needs, as opposed to using a vanilla “out-of-the-box” program that would require us to shoehorn our business requirements.

In addition to being able to search resumes easily, keep notes from prescreens, and upload documents, myStaffingPro is integrated with our assessment program, our onboarding/background-check screening service, and our back office/payroll. This makes everything seamless and efficient. Not having to bounce in and out of multiple programs to workflow a candidate is a huge time saver.


How has recruiting changed in the last 10 years? What impact has social media had on recruiting?
Let’s put things in perspective. Close your eyes and imagine your social media footprint in 2005. You may have used AOL or their instant messenger, AIM. You probably still had a MySpace page or a Friendster account. Facebook was only a year old and had only 6 million monthly users. LinkedIn was still relatively obscure and Twitter wasn’t even born yet. Instagram was five years away from its debut.

When I started recruiting temps in 2005, often I was looking for people who were actively seeking work. I had a few options — job boards like Monster or HotJobs, job fairs, and walk-in applicants. But when you are looking to fill permanent positions, you must not only consider people who are looking, but also people who are currently employed and happy where they are. Passive candidates aren’t typically on job-posting sites, at job fairs, or stopping by your office to say hello. How did you target passive talent in 2005? Cold-calling into companies and networking events.

Now consider your social media footprint today. Facebook, Twitter, Instagram, Pinterest, the list goes on. There are nearly 1.3 billion people accessing Facebook monthly, with 728 million of them using their account daily. LinkedIn now has 260 million members, Twitter has close to 240 million, and Instagram has over 200 million. Those numbers are staggering. People are connecting in unprecedented volume and frequency because of social media. Candidates are more accessible today than ever before; you just have to know how and where to search.

Today’s recruiter needs to be social media savvy, diversified, and nimble. We need to have our finger on the pulse of whatever new avenue is just around the corner and how today’s sites are evolving. What will Facebook, Instagram, and Twitter look like in 10 years? What will inevitably replace them?


What task absorbs most of your time?
This is an interesting question and the one that took the most rumination to answer. I could easily say that recruiting and sourcing activities take up the bulk of my time, and that wouldn’t be a lie. But what do those terms mean? For me, it’s a combination of scouring my networks for candidates and conducting screening.

Also, maybe equally importantly, is reading articles about other companies within our industry, making note of changes to other organizations that may avail us of talent on the move, and sharing that information with my teammates while receiving similar competitive intelligence from them. Becoming more informed is a cornerstone to successful recruiting. Knowing the ins and outs of my own organization and what the responsibilities of the job are will absolutely help me talk to a candidate about what they can expect here at Paychex. But does it help me understand them as a candidate? Does it help me understand how to target a particular market, what’s in it for the candidate, or what might motivate them to seek new opportunities? That’s the differentiator in a candidate-driven market.

Manufacturer Benefits from using myStaffingPro

We asked the HR Generalist at Bassett Mechanical what their experience was with myStaffingPro applicant tracking system. Below, she answered your most frequently asked questions in the buying process.

How long was the implementation process? How much work was it on your end?

After deciding to go with myStaffingPro there was an initial phone conversation and demo with our Rep to go over the implementation process. This call was probably about an hour and ½ in length. There was a very comprehensive implementation guide that was also provided to me. Some of the things I had to set up were choosing which pieces of the application we wanted (and what order) and what statuses we wanted (based on our interviewing/screening process). I think we were up and running within a month from the time we signed the agreement.

How has the level of customer service been since you started with them? How long have you been using the system? Any issues with the program?

The level of customer service we’ve received through MSP has been amazing. This is actually the reason we ultimately chose to go with them when we were researching different options as well. Everything I could find about them and the references I spoke with, all talked about the high level of customer service.  Whenever I have any issues with the system I reach out to our Rep, Koji, and he gets back to me the same day (next day at the very latest). There has never been anything that he hasn’t been able to help me with. This is probably the biggest benefit I’ve seen to using myStaffingPro. Even if it’s something that I should be able to do on my end, if I’m struggling with it, Koji will take care of it for me. He was also the person I spoke with during the implementation process and he was very helpful. I can’t say enough about the level of customer service we’ve received. I’m very happy with this.

How has the applicant experience been? How has this streamlined your recruiters’ process?

I’ve gone into the system as an applicant numerous times to go through the process and make sure things are clear and easy to get through. Once someone gets into the application, it takes them step-by-step through the different required areas. One thing I think is really great is that when someone first applies to a position and goes into the application process, they enter a name and email address. If there are other positions that they want to apply for in the future, they go in and enter their name and email address and it pulls all of their information so they can just apply to the new position, without entering everything all over again. That is one piece that I would imagine applicants really like about the process.

What is myStaffingPro’s greatest benefit?

The biggest benefit that I’ve noticed with the ATS is that we can now look for applicants to see if we’ve talked with them before and what our thoughts were, as well as why we made the decisions we made. Other things that have been helpful are the “hiring manager review” option where a notification is sent to the manager via email and he/she can go in and add their own notes and input and it can get logged right into the system vs. going through email without a record of it if you look back in the future.

 Any closing comments?

I hope that some of the information I’ve provided helps you with your decision-making process. We went with myStaffingPro because it offered what we’re looking for, without all of the extra things we didn’t need (and the much higher price tag). We liked what we saw in regards to their customer service reviews as well. I’m very happy we went with MSP and put this in place and I would go the same route if I had the same decision to make again.

myStaffingPro Review by RiverStone Health

We asked Human Resources Generalist and Recruiter, Alexis Urbaniak, about her experience  with applicant tracking and myStaffingPro.  Below are her responses to our brief interview.

What is your experience with using an applicant tracking system?
I have used an ATS for 5 years.

How long have you been using myStaffingPro?
I have been using MSP for 1.5 years, since fall of 2011.

How has myStaffingPro affected your processes (i.e. cost effectiveness, time to fill, etc.)
I would estimate it saves me 10 hours a week directly.  Since bringing on MSP with my employer, it has reduced time to fill by 2 weeks.  Not only is it cost-effective, it tracks everything, so there is no need to worry about sending out paper information and getting it back- it’s so easy to email things back and forth to managers and update in the system as you go! You can also email applicants directly out of the system, and update the candidates’ status, so it eliminates time spent playing phone tag scheduling interviews and updating information.  Instead of spending hours each week returning phone calls to candidates who inquire about the status of their application, our receptionist directs candidates calling in to log back into their applicant portal to view status updates 24/7.  The system tells candidates when applications are not complete, when their status is updated, and when an electronic offer letter has been sent, so it takes a lot of administrative weight off HR’s shoulders.  We connected MSP to Microsoft Dynamics Great Plains, our fiscal/HR software, so new hires feed into the record so we don’t have to create a new employee record manually.  This service saves us another hour each week.  Its automated live job feed to high visibility job posting websites such as Indeed.com has cut 2 hours a week out of my recruiting function alone.  Now I have time to focus on analytics and sourcing instead of posting to various job boards!

What is your favorite myStaffingPro feature?
My favorite feature is the ability to see all the requisitions that the candidate has applied to and notes with their record.  If someone declined a position a year ago and re-applies, I can look at their information electronically instead of digging through paper files to see what the reasons were.  It creates a streamlined and compliant process.  Plus, the service provided by Koji is FABULOUS! I can email a question and always get a quick response back.  The team at MSP is great to work with and you feel like a valued customer!

What would you say to other HR professionals about myStaffingPro?
Don’t spend another day tracking paper applicants and worrying about being legally compliant for tracking and screening purposes.  Not only is the cost of myStaffingPro very reasonable, the features such as automated job board positing are necessary in today’s market and the service you will receive is worth its weight in gold! You cannot go wrong- utilize myStaffingPro!


A huge thank you to Alexis for taking the time to complete our interview!  To learn more about her company, RiverStone Health, please visit www.riverstonehealth.org

myStaffingPro Review by Ocean Dental

We asked Dani Pendleton from Ocean Dental about her experience with applicant tracking and myStaffingPro.  Below are her responses to our brief interview.

What is your experience with using an applicant tracking system?
Previous to using myStaffingPro, I used a different online applicant tracking system for about two years before we made the switch to MSP.

How long have you been using myStaffingPro?
We went live with MSP in February 2012.

How has myStaffingPro affected your processes (i.e. cost effectiveness, time to fill, etc.)
MSP has more features/tools than the previous system we used, which allows us to be more interactive with our applicants. It also assisted us with streamlining our onboarding process. We receive a fast response to questions or concerns and have resources available to keep us educated on updates and changes.

What is your favorite myStaffingPro feature?
The ability to tailor the system to meet our individual needs..but also the response I receive when I have a question or concern. It’s almost immediate and always thorough and helpful. (THANKS, KOJI!)

What would you say to other HR professionals about myStaffingPro?
This system is progressive, responsive and allows you to track your applicant from an incomplete application to their hire date. We have no regrets about converting to this system.

We would like to thank Dani for taking the time to tell us about her experience with myStaffingPro applicant tracking system.  For more information about her company, Ocean Dental, please visit http://www.oceandental.net/

myStaffingPro Customers are Very Satisfied

We recently conducted our 2012 customer satisfaction surveys, and the overwhelming result is that our customers love myStaffingPro!

96% believe myStaffingPro is valuable to their organization.

9 out of 10 are satisfied or very satisfied with our quality of service.

4 out of 5 are likely to recommend myStaffingPro to others


What are they saying?

“It is important to be able to relate to those you partner with. Your team is very friendly, competent, and I am highly satisfied with this relationship.”

“Highly configurable, very easy to use, very easy to set-up and maintain through the Checklist.”

myStaffingPro is proof that you don’t have to hate your applicant tracking system. Contact us at http://myStaffingPro.com to learn more about myStaffingPro, and how we keep our customers satisfied.

Be Like Midmark Corporation and Achieve Social Media Recruiting Success

Should we or shouldn’t we.  Should we or shouldn’t we.  I’ve read hundreds, maybe thousands of blogs about social media and recruiting.  As a marketer, I’ve always been on the “for social media” band wagon.  Now, I finally have the proof to back it up!

On Monday, we released a case study in cooperation with Midmark Corporation about how they utilize social media and myStaffingPro applicant tracking system to overcome the recruiting challenge of gaining visibility.

Get the Midmark Corporation Case Study

The case study explores Midmark Corporation’s recruiting challenges and identifies how:

  • Social media expanded their recruiting reach
  • Internal employees were educated and encouraged to participate in social media
  • myStaffingPro provided the tools and technology to achieve their goal

Interested in learning how myStaffingPro can help you achieve social media recruiting success? Visit http://mystaffingpro.com to download the case study and request a one-on-one demonstration of myStaffingPro applicant tracking system.

myStaffingPro Review by River Valley Bank

We asked River Valley Bank’s HR Specialist, Linda Derocher, what she thought about myStaffingPro applicant tracking system.

What is your experience with using an applicant tracking system?
Using myStaffingPro was the first experience I had with using an applicant tracking system.  I love it!  The electronic application process we formally used was ineffective, cumbersome, and most importantly did not allow us to communicate with applicants as we moved through the interview/hire process.

How long have you been using myStaffingPro?
Since March of 2010

How has myStaffingPro affected your processes (i.e. cost effectiveness, time to fill, etc.)
We are just now starting to use HR Metrics to measure how MSP has affected our processes.  I do believe that the use of this software has had a positive impact on how we communicate with applicants.

What is your favorite myStaffingPro feature?
The HM feature.  I love forwarding application documents to hiring managers knowing the system will prompt them to review application documents if they fail to do so within the allotted time.

What would you say to other HR professionals about myStaffingPro?
Set up and customization of this software to mirror your present process is easy and simple!  If you are hesitant to adopt myStaffingPro because you don’t have time to learn another new software system don’t worry about that happening with MSP!

With all the time you have saved since using MSP, what do you do with your extra time?
Due to the effectiveness and efficiencies created by using this system I am doing the job of two HR employees.  A co-worker who was performing the same recruiting duties as me resigned and we made a decision not to replace her.  So, I can’t say that I have more extra time because we adopted MSP.  I can say I am able to meet the hiring needs of our company as a single recruiter because we are using MSP.

We would like to thank Linda for taking the time to tell us about her experience with myStaffingPro applicant tracking system.

myStaffingPro Review by Crossroads LCACS

We asked Birgid Werley, a myStaffingPro user from Crossroads LCACS what she thought about myStaffingPro applicant tracking system.

What is your experience with using an applicant tracking system?
It has been a great experience. It took some time to understand the workings and I’m still finding new features.

How long have you been using myStaffingPro?
We have been using the service for about 2 years.

How has myStaffingPro affected your processes (i.e. cost effectiveness, time to fill, etc.)
myStaffingPro allows for a much faster screening process by eliminating non-qualified candidates. Because all of the applicant information is stored electronically, there is no longer a need for paper applications and mounds of filing. The report feature also eliminates the need for maintaining spreadsheets.

What is your favorite myStaffingPro feature?
I love the fact that myStaffingPro interfaces with BackTrack, who does our background checks. In the past, I would have to enter all of the information on BackTrack’s website manually. Now it just transfers over.

What would you say to other HR professionals about myStaffingPro?
I would recommend MSP to other HR professions as a useful and time saving tool.

With all the time you have saved since using MSP, what do you do with your extra time?
Using MSP has freed up time to work on other HR projects, which would have otherwise been placed on the back burner.

About Crossroads

Crossroads is a private, nonprofit, community-based organization dedicated to providing a range of services to children and adolescents who are experiencing emotional, behavioral and substance abuse problems.  To join the Crossroads team, please apply at http://www.crossroads-lake.org/