I’ve been a part of hundreds of applicant tracking system implementations (via myStaffingPro), and the most successful hiring organizations take advantage to technology to add some checks and balances into their hiring process, ensuring that the people involved in the hiring process are following the organization’s hiring guidelines. Below are some suggestions that have been successful for many organizations:
Use Pre-Screening Questions
A simple way to enforce basic qualifications is to build a pre-screening questionnaire into the online application. Take your time, and determine those qualifications that are a “must have” for each job type, such as eligibility to work in the job location country, minimum age requirements, minimum education requirements, etc. Mark the answers that are instant knock-outs as disqualifiers. In the ATS, the candidates that fall into those knock-outs will be assigned a specific status.
Limit the Applicant Statuses Hiring Managers Can View
Configure the Hiring Manager Portal to only display applicants that fall within “pre-qualified” statuses. With some organizations, the statuses include only those applicants who have been manually vetted by the HR team. Other organizations will allow hiring managers to view any applicant that passed the pre-screening questions. Some go as far as to require the applicant to pass an assessment before the applicant appears on the Hiring Manager Portal. Just be sure your limitations don’t negatively impact your AAP goals.
Enforce Status Progression
Limit the next status your users can advance an applicant to. For example, if the applicant is in the stage “Application Complete”, s/he can only be advanced to “HR – Reviewed – Qualified” or “HR – Reviewed – Not Qualified”. The applicant can’t immediately be jumped from “Application Complete” to “Hired.” This functionality makes a hiring manager stop and think before skipping important hiring process steps. (Of course, allow at least one administrator the ability to jump stages).
Limit Export to HRIS Until Verifications Are Complete
If your organization enforces that a background check is complete before the new hire’s start date can be assigned, limit the system to not export to HRIS until a valid background check, or other verification, is on file.
One of the great advantages of technology is the ability to help us make better choices. With just a little planning, and a powerful applicant tracking system, you can build automatic checks and balances, resulting in the enforcement of hiring policies, and ultimately, better quality hires.