What are the Benefits of Recruitment Management Systems?

Take a second to imagine the recruitment process without technology to manage it. Recruiters would have to sort through thousands of resumes, spend hours matching the right skills for each role, and even more time calling and emailing people. 

By the time recruiters could bring a candidate into the fold and take them through the interview stage, the recruiting process will have taken much longer than today’s average 24-day recruiting cycle. 

Recruitment Management Systems are a combination of technology platforms that reduce the number of manual tasks recruiters must take on in this scenario. Here, we take a close look at the role of recruitment management systems and the benefits of implementing them in your organization. 

What is the function of recruitment management?

Recruitment management is typically the team responsible for attracting, acquiring, and retaining qualified people. They strive to coordinate the various processes that need to happen to source the best candidates at the top of the recruitment funnel and take them through the process of talent evaluation. 

A well-run recruitment management team seeks to optimize everything, including how they market open roles to target active jobseekers, manage referrals to tap into the company’s network for possible candidates, identify ideal candidates and reach out to passive talent, and then take candidates through the interview, selection, and onboarding process. 

Why do recruiters need a RMS?

A Recruitment Management System (RMS) is an integrated software platform that can automate each step of the recruiting process, from initial candidate identification and outreach, all the way through to final onboarding. 

Some of the functions an RMS can perform include:

  • Job posting to websites
  • Identify ideal candidate profiles (ICPs)
  • Manage the referral process
  • Centralize candidate application materials
  • Schedule interviews 
  • Communicate with candidates across multiple channels (email, phone, text, social media)
  • Interview recording and feedback
  • Trigger background checks and references 
  • Send offer letters 
  • Manage the onboarding process 

“All of your value as a recruiter comes from the pitch you’re making to potential candidates. The RMS is an easy way to decrease sourcing time and increase talk time. It prevents recruiters from wasting time pitching to the wrong people who aren’t a fit,” says Kayt Kelley, senior talent acquisition manager at ZoomInfo. 

A good RMS supports and empowers your recruitment team. In addition to saving them time, a well-thought-out RMS strategy helps recruiters organize internal processes, scale their efforts with automation, and provide a better candidate experience

Recruiters can leverage an RMS to: 

  • Scale recruiting efforts 
  • Manage recruiting for multiple open roles from different departments
  • Improve internal efficiency and work with hiring managers 
  • Track all documentation related to the hiring process
  • Monitor recruiting metrics 

What to include in your RMS

There are many features that could make great additions to your recruiting tech stack depending on the goals of your recruiting team. Here are the most widely used ones for creating a synergetic recruitment process. 

1. Candidate Contact Data Providers

Using a candidate data solution can save valuable time when searching for best-fit candidates. A database that allows you to pull a list of ideal candidates based on title, company, company size, location, technological skills, and other criteria can quickly fill your talent pipeline.

ZoomInfo TalentOS is an example of such a data platform. Recruiters can pull lists of highly qualified candidates and link to their LinkedIn profiles directly from the platform. Once verified, recruiters can reach out to candidates via phone or email using their contact information from TalentOS or directly through LinkedIn InMail. 

2. Job Boards and Professional Social Networks 

Job boards, niche job sites, and professional social networking groups are all critical to sourcing good candidates. Your RMS should include solutions that give you the access and ability to post jobs where the right people will see them. 

Some of the most widely used job boards include Indeed, Monster, and ZipRecruiter. The most widely used professional social network is LinkedIn, which also offers specific solutions for recruiters. 

3. Applicant Tracking System (ATS)

Once good candidates are identified, their information can be added to an ATS to monitor progress throughout the evaluation process. An ATS is one of the most important tools used by recruiters to make sure nothing falls through the cracks. 

Recruiters can use ATS to capture details from the recruiter interview, hiring manager interview, and assessment results. It can also trigger the background check and reference process, and even send out the written offer letter to the candidate once a verbal offer is made. 

Examples of some popular ATS tools include Greenhouse.io, Bullhorn, and SmartRecruiter

4. Candidate Relationship Management (CRM) and Human Capital Management (HCM)

CRMs typically come into play once the candidate accepts an offer. They are critical in the onboarding process to ensure that candidates are able to hit the ground running in their roles. Examples of CRM tools include BambooHR, Tracker, and Workbright

HCMs are used by enterprises or large corporations to run the entire recruitment process. Such solutions include Taleo by Oracle and SAP’s SuccessFactors

It’s important to note that recruiting teams often select tools and solutions based on their specific needs and the size of their team. Many tools overlap in functionality and it’s up to the individual recruiter to determine the best way to go about the process of recruiting. 

Improved Candidate Experience 

Once your RMS is set up to optimize the recruitment process, candidates will reap the benefits of an improved candidate experience. With more comprehensive engagement, they are more likely to experience a better relationship with the recruiter, have all the information they need to get through the evaluation process, and finally make an informed decision on whether or not to take the role. 

Recruitment management systems are the future of the entire recruiting industry. 

“Before the pandemic, you were lucky if you had one of the solutions needed to perform your role. You were often building Boolean search strings on your own to find the right people to target. But today, not only are there many more data-driven solutions on the market, but the process is much improved to keep up with this hot talent market” Kelley says.