Deployed in March 2014, I've used the solution to recruit over 20 UK roles now. I have found Vacancy Filler particularly well suited for recruiting IT and professional posts, saving time for the hiring managers whilst enhancing the candidate experience. Applicant communications are integrated into short-listing, testing and interviewing processes. Expired vacancies are removed automatically, which prevents application submissions after the closing date.
Costs have been reduced by using Vacancy Filler's integrated job board service, which has reduced agency fees and helped improve applicant calibre as well as quantity. Print advertising costs, postage, and stationary have also been reduced, whilst being able to centrally manage all applicant communications including scheduling of interviews is a great time saver.
Being cloud-based, new features are being added all the time. I've just deployed the customised application forms and have found their training and support services to be excellent.
Work out the full cost of your existing recruitment process, then ask for a free trial of the software so you can see how it works for your organization and how much you'll save in time and money. Here's my tips for a successful rollout of any new recruitment software:
- Phase your roll-out: It is best to implement a system, particularly over multiple sites / departments, especially when other IT projects are not scheduled as they may divert resource and focus.
- Timing is important. When implementing any new system bear in mind the seasonality of how the organisation works as a whole. It may be better to roll out a system at recruitment a quieter time of year.
- Identify champions and lead users in each department. You might not want to rely solely on an IT lead to bring about organizational efficiencies, project-manage and technically implement a solution – this can create too many dual responsibilities! A better approach is a HR-led project with separate technical resources.
- Some roles need a different approach. Although online recruitment systems can be extremely effective, not all vacancies can be filled this way. Recruitment of manual workers who may not even have a CV, for example, may still require a traditional approach. Some candidates go online to look for jobs but need support to complete their applications. Vacancy Filler support can step in here, offering candidate assistance where needed, taking this burden from the in-house HR team.
The business aims of the solution were to:
- Improve the efficiency and effectiveness of the recruitment process in quality and cost terms
- Enhance the reach of vacancy advertising, securing improved candidate calibre and response
- Streamline and automate the process of short-listing and communicating with candidates
- Enhance candidate experience and improve the professional image of the employer
- Free up time spent manually co-coordinating candidate communications, e.g. posting out packs
- Reduce unproductive time dealing with applicants, agencies and job boards.
- Eliminate applications being received after closing dates.
- Using the integrated job board service has dramatically increased the number of applicants.
- The online system permits the efficient handling of high volumes of applications.
- Good candidates are easier to identify; the short-listing panel having simultaneous review.
- Expired vacancies are removed on the given closing date.
- Replaced a previous paper based recruitment process with efficient on-line solution.
- Reduced long paper trails with shorter time too appoint achieved in some cases.
- Provision of an audit trail of recruitment decisions and all candidate communications.
- Lower costs associated with multiple search channels and simplify the advertising process, with the cost
- Reduced need for agency recruitment and contractors, with associated fee savings
- Achieved a full payback within 12 months of the initial deployment.*
*Metrics based on a detailed comparison of the 12 months before and after deployment:
- Average number of applicants per role increased from 18 to 34
- The average search & recruitment costs per post fell from GBP 1,817 to GBP 1,156