Applicant Tracking Systems: Is High-Tech Always the Best Option?

<div class="grey-callout"><h2>Key Takeaways</h2><ul>
<li>Applicant tracking systems (ATS): Software designed to digitally keep track of your applicants.</li>
<li>High-tech solutions aren't always better: Simple methods like email folders or spreadsheets may be more effective and user-friendly.</li>
<li>Beware of unnecessary features: Some ATS software can complicate rather than streamline hiring.</li>
<li>Consider costs carefully: Even seemingly small monthly fees can add up significantly over time, especially for SMEs.</li>
<li>Data management is crucial: Delete old applicant data to comply with GDPR and protect sensitive information.</li>
</ul></div>

Simple Ways to Keep Track of Applicants

If you’re not careful, you might get in a muddle when keeping track of candidates. Often, the best solutions for managing applications are the easiest because they get used.

This became particularly apparent to me a few years ago, when I was researching applicant tracking software (ATS) with a Microsoft-sponsored group. I saw hiring managers track applicants with spreadsheets, their inboxes and, in some cases, by keeping everything in their heads. The most interesting case was an HR director of a FTSE 100 company. He had powerful and expensive ATS software, but he would print out and annotate CVs, throw those of unsuccessful applicants in the bin, and keep the rest on his desk. Though he signed off on the ATS software, he hated it because it was too difficult. He found a better way for him, and likely his staff did the same.

Based on this research I recommend:

• Email: If applications arrive by email, create two folders in your inbox: “Qualified”, and “Possibly Qualified”. When you decide, drag their application email into the appropriate folder. (For unqualified applicants, once you’ve sent an email telling them they have been unsuccessful, delete the application.)
• Cloud-based file sharing: If you use services such as Dropbox or OneDrive, create folders for the same two categories and put CVs into the relevant folders. This method has the advantage that colleagues can access the CVs.
• Spreadsheets: Create columns for the two categories. As you decide on each applicant, enter their name in the appropriate column. (Spreadsheets in Google Docs can be shared with your colleagues so everyone can contribute.)

You can create more advanced versions of these solutions by adding folders or columns, such as Left Message for Telephone Interview, Arranged Interview, Arranged Reference Call, Made Job Offer, Sent Job Offer and so on.

Hiring managers with ongoing requirements may use an ATS to organise applications. However, this won’t necessarily mean less work and may not be a good fit if they are complicated to use.

Having used many applicant tracking systems, I find they are all very similar. A new supplier pops up practically every week, with the same features just in a different design.

Research a few ATS providers, and you may realise that these systems have a few disadvantages:

• You’ll never use most of the features: All you might ever do is rank applicants. Software that messages applicants can be helpful, but hiring managers often prefer to use their own email because they can access it on their mobile devices.
• Overcomplicates a simple task: Too many irrelevant features can make tasks cumbersome and complicated. It’s usually the simple solutions that get used.
• Solutions with many features require training: Not just for your current staff but for future staff too.
• A seemingly small monthly subscription fee adds up: £200 per month is £2,400 per year! If you are in an SME, are you really going to get that much value?

Overall, many ATS solutions fail to deliver, hence we have a saying, “Who lasts longer, the ATS or the person who chose it?”

‍

<span class="grey-callout"><span class="text-color-purple">Note:</span> I’ve wasted over £3.5 million building an applicant tracking system that hardly anyone wanted to use. I did it with the best intentions: to build something easy and useful to make hiring managers’ lives easier.<p></p>But there was no need to reinvent the wheel because hiring managers were happy printing CVs, using their inboxes and spreadsheets.<p></p>After 12 years of development, I provided hiring managers with what they really wanted; I emailed each application, then they just managed the recruitment process the way they wanted to.<p></p>This was one of the most expensive mistakes I made, and I share it with you to emphasise that most hiring managers don’t want/need/like applicant tracking systems.</span>

‍

Delete Old Applicant Data

It’s worth considering what you will do with all your applicant data.

Applicants provide a lot of sensitive personal information. Under GDPR legislation in the UK, applicants have the right to see the information you hold relating to them (aka right of access), and request that their data be deleted (aka right to be forgotten).

There are lots of processes, definitions, jargon, and penalties that I won’t go into. I recommend consulting a solicitor if you need detailed, up-to-date information.

The best advice I can give is to delete old data. That way, it can’t be stolen, and if applicants make right of access and other similar requests, you’ll have a legitimate reason not to be able to supply the data.

A simple approach to applicant data is the following:

• Unsuccessful applicants: Send an email informing them they have been unsuccessful, then immediately delete their data.
• Interviewed applicants: Delete their data after the successful candidate has passed a probation period.
• Successful candidates: Retain their data while in your employment and for at least two years after.

‍

<span class="purple-callout"><p>I'm here if you need any advice or hands-on support! Get your free consultation.</p><p>Remember to check out my best-selling talent acquisition book for additional tips.</p><p>And for just £199, my flat-fee recruiter solution can advertise jobs on the leading job sites across the UK.</p></span>