Are you tired and frustrated all the time?

Are you working long hours to accomplish tasks that should take minutes?

Are you spending too much time on tedious data entry and not enough time actually making placements?

CONGRATULATIONS! YOU, MY FRIEND, NEED NEW RECRUITING SOFTWARE!

“But wait,” you say, ”that doesn’t seem like a cause for celebration at all!”

True. But remember, the first step on the road to recovery is recognizing that you have a problem.

Now that you’re aware, it doesn’t have to be this way! You’re one step closer to shedding your current ill-fitting solution and riding off into the sunset with a shiny new recruiting software package.

DECIDE WHAT YOU WANT

First, you need to take a good, long, hard, honest look at your recruiting firm’s needs.

Remember: there is no Holy Grail Best Recruiting Software—it simply does NOT exist.

THE BEST RECRUITING SOFTWARE SOLUTION IS THE ONE THAT BEST MEETS YOUR TEAM’S NEEDS.

START BY ASKING YOURSELF THESE QUESTIONS:

What problems are we experiencing with our current system?

( Is it slow and clunky?

( Is it too big or too small for us?

( Is it user-unfriendly?

( Did we have any major issues

with implementation?

( Was the training inadequate?

( Is the tech support team cranky

and unresponsive?

( Is there a glaring lack of

flexibility with the software

vendor?

( Does the system cost us time

instead of saving it?

( Has the return on investment

(ROI) been negative?

Which of these issues absolutely must be solved by our next software package? Which ones are just “low-priority grumbles”?

Do we need something to track candidates and sift through resumes, something to manage our clients and their job orders, or both?

Do we want a software package with all the bells and whistles, or are we really not interested in whistles and we’re only likely to use a few of the bells?

What is our approximate budget for a software solution, based

on the following comparison scale?

MAKE A LIST OF YOUR OPTIONS

When you have a solid idea of what you need and how much you’re willing to pay for it, it’s time to make a list of possible solutions.

A great place to start is with software review sites such as Software Advice and Capterra. As third parties, they break down the pros and cons of various software packages more impartially than the sales departments of the software vendors themselves.

As a bonus, they also have a collection of reviews from other recruiters who were once in your very same shoes, scratching their heads as they contemplated all of the options before them.

You can learn from their mistakes before you ever shell out a single Washington (to say nothing of a Jackson or a Grant). Collect $200 and pass “Go”!

As you make your list, be wary of recruiting software with HR functions and onboarding built in. Those systems are intended for in-house corporate recruiters, not agency recruiters, and you will end up paying more for features that you don’t need.

A NOTE OF CAUTION: At this stage, it’s very easy to get distracted by all the shiny, trendy

features software vendors like to flash around. It’s even easier

to forget that you don’t really need or want any of those things!

They’re just...so...mesmerizing...

Keep your eye on the prize! Make sure you keep your firm’s specific needs firmly in mind while shopping.

After you’ve compiled a list of possibilities, it’s time to evaluate the features, support, and cost of each option. Many will enter, but only one will leave!

Remember, you’re not in the market for any old recruitment software.

YOU’RE LOOKING FOR A SOLUTION TO MANAGE AND GROW YOUR RECRUITING BUSINESS.

The software that helps you accomplish that goal with a minimum of tears, cash outlay, and effort on your part is the obvious winner.

This equation is different for every firm. But to keep this guide short, we’re going to assume that, like most small to medium-sized recruiting firms, you’re seeking a reasonably priced and easy-to-use ATS/CRM all-in-one package.

START WITH THE BASICS

Evaluate your software options for the features and capabilities that are most important to your business.

To get started, here are some features that many firms consider “must-haves”:

RESUME PARSING

• Does the software parse resumes in multiple formats, eliminating the need for manual data entry?

• Can you send resumes to your software directly from your email client?

BOOLEAN SEARCH

• Does the software have the capability to search using Boolean string logic?

• Does the software help you write the logic if you aren’t an expert?

EMAIL FUNCTIONALITY

• Does the software allow you to send email from within the platform?

• Will you be able to email multiple recipients at once?

PIPELINES/WORKFLOWS

• Does the software use one of these frameworks to help you keep your searches on track?

• Are the steps of the framework customizable to your needs?

AUTOMATIC PROCESSES

• Does the software allow you to automate any of your day-to-day processes?

SOCIAL MEDIA/WEBSITE INTEGRATION

• Can you post open jobs to your website and social media sites directly from the software?

REMOTE ACCESS

• Can you access the software remotely, or is it more of an on-site desktop solution?

• Can you and your team collaborate in the software from various locations?

It’s also vital to consider the behind-the-scenes factors and ongoing costs of each system:

• Is the system cloud-based (SaaS) or installed on-site?

ą If it’s on-site, how much ongoing maintenance will be required

on your part?

ą If it’s cloud-based, does the vendor employ redundant data

centers and backups to prevent data loss?

• How much will it cost on a monthly and yearly basis? Be sure to include things like maintenance, infrastructure, and hidden personnel costs.

• Is there a start-up cost? Are you required to purchase a minimum seat license? Are you required to sign a long-term contract?

• Is your data private and secure? What happens to it if you decide to quit the software?

• Can you “vote with your feet” if your experience is poor, or are you locked into a contract regardless?

Finally, you need to take a look at the customer support, onboarding, and training. This can truly “make or break” your experience with any software, so it’s important to get a feel for this prior to spending a dime.

QUICK RECAP!

Again, independent review sites can be a huge help. Get a live demo of the product and ask every question that comes to mind. You can also ask to speak with the training and support departments prior to purchasing. The vendor may even have a list of customers who will be able to give you a one-on-one review of the software. Find out the answers to questions such as these:

• Is user training free and offered on an ongoing basis to every user?

• Is the technical support team responsive, friendly, and helpful?

• Can you reliably get through to a representative when you have a question or issue?

• Is the software vendor dedicated to “making it right” if there is a hiccup?

BONUS FEATURES!

When you’ve narrowed your list down to a few good options that meet all of your basic requirements, it’s time to consider the “bonus” features each has available:

• Are they optional or required?

• If they’re required, do they drive up the overall price?

• Will the features be helpful to your firm or go unused?

• Are these features customizable?

Remember that the level of customization is usually directly proportional to the length, cost, and frustration of implementation. The key is to find a good midway point that works for your business.

THE BOTTOM LINE: Do you need premium (read: pricey) features such as customizable

reporting and API integration, and are you prepared to pay for them?

Or are you really just looking for a solution that streamlines your day-to-day, cuts down on tedious data entry, and helps you make placements? Make your final decision accordingly.

Top Echelon’s Big Biller ATS/CRM is cloud-based, is a monthly service, and requires no long-term contract or minimum number of users.

However, for those who want extras, there are several add-ons:

( Big Biller integrates with Top Echelon Network

using the MEGA Database, allowing users

of both to post their blinded job orders and

candidates and search those of other Network

members.

( Big Biller users can also opt-in to Top Echelon’s

job posting service, which posts jobs to the major

career sites.

ą $21 for individual postings

ą Bundled monthly subscription model available

( Big Biller users can request a quote for

a contract placement within the software,

allowing them easy access to Top Echelon

Contracting (a contract staffing back-office).

Both Big Biller pricing plans include a job board plugin for your agency’s website. This handy feature allows jobs to be posted to a recruiting agency’s website directly from Big Biller, effortlessly.

$70/MONTH/USER

OR take advantage of the annual plan:$59.50/USER (15% SAVINGS!)

Requires 1-year agreement

TIP: USE A CHECKLIST TO MAKE SURE YOU DON’T FORGET ANYTHING!

© Is the vendor financially viable? How long has the vendor been in business?

© Does the primary company profile of the software match your own company profile?

© Will the system help you focus on the areas of your business that generate the most revenue?

© Is it user-friendly? Will the system be readily accepted and used by your recruiters?

© How fast is the implementation process? How soon will the system be contributing value to your business?

© How easily does the recruiting database integrate with other systems and software? Will the customer support team help with that integration?

© Where is the data stored and “owned”? How easily will you be able to get your data back out again, should you need to?

© How secure is your data?

© Does the system have basic reporting capabilities to track productivity and KPIs?

© What will your ROI be if you implement the software? Will it increase over time?

© Does the system allow you to easily communicate with candidates and clients?

© Will the system adapt to your needs?

© Is the system a total solution for your recruiting firm?

Not so fast. You may think you know which software to go with, but until you actually experience using it from day to day, you won’t know for sure.

THE SOLUTION? Sign-up for a free trial! Most reputable providers will give you

14–30 days to evaluate the system prior to purchasing.

For example, Top Echelon offers a completely free 15-day trial of Big Biller—you don’t even have to enter a credit card. That means you don’t have to make yourself a calendar reminder to avoid being charged on the 16th day.

“Okay,” you say, ”I’ve done all the things you said.

“I’ve researched my options exhaustively, I’ve talked to sales reps, support reps, customers, and the software vendor’s president’s dog walker. I’ve worked my way down the checklist.

“I know which software I want! I’m ready!”

Recruiting software, being essentially a fancy database, is only as good as the information you put into it and the way you use it.

During the trial period, make every effort to use the software daily, as you actually would had you purchased it. That will give you the information you need to decide if it’s a long-term solution or a short-term fix for your business.

IF IT’S A “MATCH MADE IN HEAVEN,” THEN BY ALL MEANS, PLUNK DOWN THAT CREDIT CARD AND GET ROLLING!

HERE ARE OUR BEST TIPS FOR GETTING YOUR MONEY’S WORTH FROM YOUR NEW PURCHASE:

• TAKE THE TIME UP FRONT TO GET ALL OF YOUR LEADS

CONSOLIDATED INTO THE NEW DATABASE. Do not skip this step! It will make or break your efforts to streamline and organize. If you still have to check multiple places to keep track of all your candidates, then the software is not going to be much help.

• NAME ONE PERSON ON YOUR TEAM TO BE THE “GO-TO

SOFTWARE GUY (OR GAL).” This person’s job is to become an expert: go to every training, learn the software inside and out, and stay apprised of every update. When your team members have questions, they’ll know who to ask.

• TRAIN AND RE-TRAIN! Make sure your entire team participates in any available user training, especially in the early days. Don’t skimp on this—remember that you will get out of the software what you put into it. Make sure everyone is comfortable navigating and using the system.

• CREATE A MEASURABLE PROCESS AND BE CONSISTENT. This means every team member uses the same fields to record the same information using the same terminology. Every. Single. Time. There’s nothing worse than trying to interpret someone else’s “methods” when you need to pinch-hit on their job order.

• AND ANOTHER THING ABOUT TRAINING... PROPERLY TRAIN YOUR

NEW HIRES. Have them learn directly from the software trainers, not from a co-worker who only uses 40% of the software on a daily basis. A game of “telephone” is really not what you want here!

• AUTOMATE AS MANY PROCESSES AS YOU CAN. This is where you’ll save the lion’s share of time on tedious data entry and other repetitive tasks. Don’t let your shiny new software turn into nothing more than a fancy spreadsheet!

• USE THE COOL TRACKING AND REPORTING FEATURES YOU’RE PAYING

FOR. Collecting data and insights, tracking productivity, measuring the value of a client, determining where your best candidates come from, etc. You can use these insights to make business decisions, set goals, and make more placements!

We have now reached the end of the “5 STAGES OF THE RECRUITING SOFTWARE BUYER’S JOURNEY.”

To recap, these stages are:

1 Recognizing the problem

2 Gathering information

3 Evaluating your options

4 Pulling the trigger

5 Getting your money’s worth

This journey may be finished, but now another journey begins for you, Dear Recruiting Software Buyer. That’s because once you make your selection and choose a software package that you believe is the best one for you and your team, the REAL quest is underway.

If you’ve chosen wisely, then during the course of this quest, you’ll no longer...

) Be tired and frustrated all the time.

) Work long hours to accomplish tasks that should take minutes.

) Spend too much time on tedious data entry.

Instead, you will actually have enough time to make more placements, bill more on your recruiting desk, and generate more revenue as a firm!

Network Software Contracting

Helping recruiters make more placements

AND THAT IS MOST DEFINITELY A CAUSE FOR CELEBRATION!