Smart Recruitment: How to save time?

The job market is constantly evolving . The number of companies and candidates is multiplying, while job offers are published on many different platforms.

In this wealth of information, recruitment agencies have an increasingly important role to play in supporting recruiters and candidates. It's no longer just about responding to requests, but about anticipating the needs of both companies and candidates.

Time savings must occur during the recruitment process itself, but also during the prospecting phase. This can be optimized by using unique digital tools that support headhunters in prospecting and data analysis: this is smart recruitment .

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Why save time by doing recruitment?

A lengthy recruitment process in case of a candidate shortage

Some recruitment processes are long and tedious . This can be explained by a decline in the attractiveness of a company or the entire sector.

In these cases, it is the lack of candidates that hinders recruitment, regardless of the effectiveness of headhunters.

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Recruitment is complex due to the large number of candidates.

While some sectors are seeing a decline in applicants, other companies are receiving a flood of applications . Faced with the success of their job postings, a growing number of companies are turning to recruitment agencies.

These recruitment agencies are observing the same trend: the job market is evolving rapidly, and the number of candidates is increasing. In 2018, according to APEC (Association for the Employment of Managers), the number of applications increased that same year, rising from 29,000 in the first quarter to 33,000 in the third.

This figure doesn't precisely reflect the significant disparity across sectors , but the observation remains clear. Headhunters must review an increasing number of profiles to satisfy their clients.

Meeting the needs of businesses

A lengthy recruitment process has a significant impact on employer branding . A slow recruitment process can discourage and drive away top candidates . These candidates might also be approached by other companies, which would tend to inflate the salary they are asking.

A vacancy for too long means disorganized teams and decreased productivity , but also a potential loss of motivation among the remaining employees.

For all these reasons, companies are turning to recruitment agencies to accelerate and optimize the process . They expect headhunters to be efficient and quick in managing candidate files.

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Stand out

The increasing recruitment needs of companies and the number of applications to be reviewed have triggered a proliferation of recruitment agencies.

To stand out , recruitment firms must optimize their processes to ensure the fastest and most effective recruitment possible. Using digital tools to support them in prospecting and/or screening applications is no longer optional.

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Time saved during the prospecting phase

The prospecting phase is a key moment during which data accumulates in the files of recruitment agencies. This information relates in particular to candidates, their backgrounds and profiles, companies and their specific characteristics, as well as job offers.

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Better database management

This database is constantly evolving . Some headhunters don't even know how many candidates it contains!

It's not just about accumulating as much information as possible, but also about knowing how to sort and analyze . The goal is always to match job offers and candidates as quickly as possible, while meeting client expectations.

CV databases contain all the qualified profiles that may match recruitment needs – on an ongoing basis. However, keeping this CV database up to date is a real challenge .

The Marvin Recruiter Applicant Tracking System (ATS) allows you to collect and centralize all candidate CVs , even if they applied through LinkedIn. The ATS also allows you to upload all CVs, regardless of format (Word, PDF, etc.).

If a database already exists , it is entirely possible to import it into the software and start from this database to work more efficiently with the support of the tool.

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Better retrieval of each piece of data

The database exists to be used. No application should be lost. Depending on needs , headhunters must be able to quickly retrieve information on the candidate best suited to the job offer.

Using tools makes the work of recruitment agencies easier. For example, Marvin's ATS software allows for advanced searches based on specific criteria : job title, skills, level, qualifications, experience, presence of CV/email address/LinkedIn URL, date of last contact, qualification score, etc.

It is also possible to find talent using information such as their phone number or email address. To gain a clearer understanding, more segmented candidate lists can be created.

At the heart of the vast amount of data collected , the ATS tool also ensures intelligent matching using artificial intelligence . AI is revolutionizing the world of recruitment by linking two separate data points into an optimal opportunity. The ATS selects candidates from its database or LinkedIn who best job requirements

Recruitment agencies thus receive a list of qualified candidates. Headhunters can then refocus their time and energy on a more in-depth analysis of applications to find the perfect talent. 

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A general overview of the data for everyone

Recruitment agencies work in teams. Headhunters use shared data and must have a continuous view of what has been done - or not - by their colleagues.

Again, time is of the essence, and the planning meetings don't allow for everyone to be fully informed . The Marvin Recruiter ATS tool allows for a complete history of qualifications on each candidate's profile. Everyone is kept up-to-date on overall progress in real time.

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General operation of the optimized recruitment agency or smart recruitment

Kanban board

Once the prospecting, data collection, and sorting phase is complete, recruitment agencies track an increasing number of recruitments . Here again, Marvin Recruiter's process dashboard is essential.

The Kanban board is customizable to your needs and highlights the key information the recruiter requires. Each candidate can be moved through the recruitment process with a simple drag-and-drop action.

Here again, sorting helps HR gain a clear overview of the current situation and next steps. They can create columns according to their needs and easily find all CVs, the number of interviews conducted, and interview notes.

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Strategy and general objectives

Having a broad overview is essential for recruitment agencies and HR teams whose staff grows as the job market evolves. The number of recruiters, prospects, candidates, and ongoing processes creates a wealth of information that can obscure the overall state of performance.

The dashboard provided by Marvin highlights:

• the number of contacts made compared to the number of qualifications ;
• the number of prospects versus clients and signed contracts ;
• the number job offers posted online.

Results are provided weekly, monthly, and quarterly. This allows managers to monitor team performance in real time and potentially adjust priorities.

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Team monitoring

The idea is not to monitor the work of the teams, but rather to observe their activity in order to optimize the talents of each individual . Within a general timeline, management can track the work of the teams , analyze the activity of a recruiter , and thus adapt its management style.

Each recruiter can monitor their colleagues' activity and compare themselves to their work. This fosters a spirit of competition, leading to increased motivation and productivity . Indeed, every headhunter will be proud to appear on the leaderboard and be recognized as a top performer in their company.

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Recruitment teams need to work faster and faster without sacrificing efficiency. A multitude of recruiters must work independently on their cases while maintaining an overview of their colleagues' progress. 

The collected and sorted data must be updated and the information needs to be found as quickly as possible by each of the headhunters. 

These challenges and needs justify the increasing use of ATS tools by HR departments. These software programs use artificial intelligence and increase the efficiency of all teams.

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