People Profile Mastering (PPM), is the process of creating, maintaining, and optimizing comprehensive candidate profiles within or adjacent to Applicant Tracking Systems (ATS) or related systems. With Pretectum, you achieve this by leveraging our best in class People Master Data Management platform.
Modern Day Recruiting
Applicant Tracking Systems (ATS) have revolutionized the way organizations manage their recruitment processes, particularly when it comes to candidate management. These sophisticated software solutions have become indispensable tools for HR professionals and recruiters, streamlining the often complex and time-consuming task of sorting through numerous applications and managing potential hires.
At the heart of effective ATS is the ability to parse and store resumes efficiently.
Manually sifting through stacks of paper resumes or struggling with countless email attachments is not an efficient or effective process. Modern ATS platforms can quickly extract relevant information from resumes in various formats, organizing the data into easily searchable fields. This feature alone saves recruiters countless hours and significantly reduces the risk of overlooking qualified candidates.
Parsed candidate information feeds into a comprehensive candidate database, which serves as the central repository for all applicant information. This database serves as the backbone of the ATS, storing not just basic contact details but also work history, educational background, skills, certifications, and any other pertinent information that might be relevant to the hiring process. The beauty of all this lies in the ability to make all this information readily accessible and searchable, allowing recruiters to quickly find candidates with specific qualifications or experience.
An effective ATS does more than just store information though; it actively helps manage the entire application process. One of the most valuable features is the ability to track applications through various stages of the hiring process. Recruiters can then easily move candidates from “applied” to “screened,” “interviewed,” “offered,” and finally “hired” (or “rejected”). This stage-gated classification of the hiring pipeline not only helps keep track of individual candidates but also provides a potential bird’s-eye view of the entire recruitment process, allowing managers to identify bottlenecks or areas that need attention.
Communication is the key in recruitment, another area where ATS platforms are expected to excel. Automated communication features would allow recruiters to keep candidates informed about their application status without having to manually send out countless emails. From confirmation of receipt of an application to updates on next steps or even polite rejection notices, these automated messages ensure that candidates are kept in the loop, improving the overall candidate experience.
Some systems even allow for personalization of these messages, adding a human touch to automated communications.
Interview scheduling can be a logistical nightmare, especially when dealing with multiple candidates and interviewers. ATS platforms often include interview scheduling tools that integrate with popular calendar applications. These tools can automatically suggest available time slots, send out invitations, and even handle rescheduling requests. This not only saves time but also reduces the likelihood of scheduling conflicts or missed appointments.
Collaboration is also important in modern hiring processes, where decisions are often made by teams rather than individuals. ATS platforms facilitate this collaboration by providing tools for team members to leave comments, rate candidates, and share feedback within the system. This ensures that all stakeholders have access to the same information and can contribute their insights, leading to more informed hiring decisions.
Keeping candidates engaged throughout the hiring process is another critical aspect of recruitment that ATS platforms address. Features like job alerts can keep candidates informed about new opportunities that match their profile, even if they weren’t successful in their initial application. Some systems also allow candidates to track the progress of their application, providing transparency and reducing the number of status update inquiries recruiters need to handle.
The ability to quickly find the right candidates within a large database is essential, and this is where customizable search filters come into play. Advanced search capabilities allow recruiters to filter candidates based on various criteria such as skills, experience, location, or even specific keywords. This ensures that recruiters can quickly identify the most promising candidates for any given role, saving time and improving the quality of hires.
Many organizations recognize the value of building and maintaining talent pools – groups of qualified candidates who may be suitable for future roles even if there isn’t an immediate opening. ATS platforms often include features for creating and managing these talent pools, allowing recruiters to nurture relationships with potential candidates over time. This proactive approach can significantly reduce time-to-hire when new positions do open up.
Providing feedback to candidates, especially those who weren’t successful, is an often-overlooked aspect of the recruitment process. Some ATS platforms now include features that facilitate this, allowing recruiters to provide constructive feedback to candidates. This not only helps candidates improve their skills and interview performance but also enhances the employer’s brand by demonstrating a commitment to candidate development.
Being able to add notes and attach documents to candidate profiles is another valuable feature of modern ATS platforms. Here, recruiters can jot down their impressions after an interview, attach writing samples or portfolios, or include any other relevant information. This ensures that all important information about a candidate is stored in one place and is easily accessible to all team members involved in the hiring process.
Keeping track of all communications with a candidate can be challenging, especially in lengthy or complex hiring processes. ATS platforms address this by providing a centralized communication history for each candidate. Whether it’s emails, phone calls, or in-person meetings, all interactions can be logged and viewed in one place. This ensures that recruiters always have the full context of their interactions with a candidate, preventing miscommunications or redundant conversations.
While these features form the core of most ATS platforms, the field is constantly evolving. Many systems now incorporate artificial intelligence and machine learning algorithms to further streamline the recruitment process. AI-powered features can range from automated resume screening that learns from past hiring decisions to chatbots that can answer candidate queries or even conduct initial screenings.
Extended features
Some ATS platforms are also expanding their functionality beyond just the hiring process, integrating with onboarding systems to provide a seamless transition from candidate to employee. This can include features like automated background checks, digital document signing for offer letters and contracts, and even initial training module assignments.
Data analytics is another area where ATS platforms are making significant strides. By analyzing data from past hiring processes, these systems can provide valuable insights into the effectiveness of different recruitment channels, the time-to-hire for various positions, and even predictors of candidate success. This data-driven approach allows organizations to continually refine and improve their recruitment strategies.
As remote work becomes more prevalent, many ATS platforms are also incorporating features to support virtual hiring processes. This includes integration with video interviewing platforms, virtual assessment tools, and even features for managing remote onboarding processes.
It’s important to note that while ATS platforms offer numerous benefits, they are not without challenges. One common criticism is that overly rigid keyword matching in resume parsing can sometimes lead to qualified candidates being overlooked. As such, it’s crucial for recruiters to understand how their ATS works and to use it as a tool to enhance, rather than replace, human judgment in the hiring process.
Where the PPM fits
Using your ATS and PPM or People Master Data Management (PMDM) together brings a number of great business advantages:
- Data Collection and Organization: The ATS collects and organizes applicant data, which forms the foundation for comprehensive candidate profiles
- Intelligent Screening: ATS algorithms screen applications, while well-maintained profiles enable more accurate matching of candidates to job requirements.
- Candidate Relationship Management: Profile mastering supports long-term candidate nurturing, allowing recruiters to maintain connections with promising candidates for future opportunities without cluttering your ATS and ATS bound processes.
- Improved Decision Making: The combination of ATS analytics and detailed candidate profiles provides recruiters with data-driven insights for better hiring decisions.
- Enhanced Candidate Experience: Proper profile management within an ATS enables personalized communication and timely updates, improving the overall candidate experience.
- Encrypted, Secure and Consented: Secured data is critical approach in handling sensitive personal information. The MDM approach combines robust security measures with support for ethical data practices (encryption and consent) to protect individuals’ privacy while enabling efficient data management.
By leveraging both ATS capabilities and effective profile mastering techniques, organizations can create a more efficient, data-driven, and candidate-friendly recruitment process. Such an approach not only streamlines the immediate hiring needs but also builds a valuable talent pipeline for future opportunities.
If you’re looking for a way to create detailed candidate profiles with resumes, cover letters, and other supporting materials, keep track of candidacy through flagging and notation, and maintaining relationships with candidates over time, even if they’re not immediately hired then perhaps a People Master Data Management system is something you should look at.
Contact us today to determine the synergies of the Pretectum platform with your ATS!