Technology | Preparing to transform recruitment & HR systems - what you need to know

Preparing to transform recruitment & HR systems - what you need to know

We’ve asked our team of experts at Eploy to share their tips and advice on popular recruitment topics.

This month Radhika Mitchell, Head of Implementation Services at Eploy, discusses the subject of preparing to transform Recruitment & HR systems.

The million-dollar question. How long does a recruitment transformation project take to review processes and implement a new e-recruitment solution and careers?

“I always get asked this question, especially in tenders. There is no ‘one answer fits all’. The purpose of a recruitment transformation project is to deliver the goals you have set out to achieve, and these vary widely in terms of how you decide to approach it. A clear project plan with a built-in contingency, clearly assigned roles with agreed deliverables is essential, and where possible a project manager to lead the work and drive the project on your side is priceless. For the amount of work that is required to implement your perfect new system, you don’t want to rush it! 

“Essentially, you get out what you put in - an old cliché, but it’s true! An out of the box solution with little or no customisation will provide certain benefits, but this is different from transforming your Recruitment and HR systems and enhancing the candidate experience. 

“It is easy to underestimate what’s involved. The best projects are those that have realistic timescales and have the right people involved from the start; Stakeholders, Recruitment, Project Manager/Lead, Subject Matter Experts (SMEs), HR Teams and Hiring Managers. 

“In summary, giving yourself the ‘right’ amount of time for your project is critical.” 

When planning for recruitment process improvements or ATS/e-recruitment implementations and system changes, what is the ideal starting point for the Project Lead – and to ensure you identify all of the needs of the project?

“You need to have a clear end goal in mind. Then work backwards from this, building out smart objectives along the way. Not having this clear vision right from the start can mean you forget the essential things, and why you are looking to implement a new system in the first place.

“I’d recommend a session to discover, understand and gather requirements. Taking this time to scope the full specifications and the level of customisation you want will save time later in the process. It’s best practice to understand the technical considerations, especially for projects that want to include any system integrations. Make sure you involve the right people in these sessions. Early engagement in the project always leads to greater success; they will become your project advocates. 

“If you are reviewing and updating your processes as part of the implementation, you need to factor in the review and provision of your new processes. We always recommend where possible to update as much as possible when building a new system, so kicking this work off early too will help.” 

Is it possible to transform Recruitment & HR systems and processes with multiple audiences in mind – candidates, hiring managers, HRBP’s, Execs?

“In my experience, it is essential to include all of these audiences as they all form a key part of your recruitment process. They are also your key stakeholders. Whether they will be directly recruiting themselves, or they want to report on recruitment KPIs, gathering the requirements from all of these groups will mean you truly are transforming your recruitment processes, and you don’t forget anything or anyone”.

Tip: A good task to do at the start of a project is to complete a stakeholder mapping activity. Think about everyone, however big or small their role within recruitment, involving them will ensure you get them engaged and you pitch your engagement with them at the right time and level. We’ve developed handy checklists to help you to think about each audience group, grade your current capability and consider their needs. There are checklists for Candidates, Hiring Managers and Recruitment Marketers.

In the next insight, we look at how culture, values and EVP fit into the changes you are about to embark on and how transformation projects run alongside business as usual - or not!

Free stuff!

These six free handy checklists that cover key audience groups act as a guide to grade your current capability and look at the tools required to focus on the strategic delivery of your programme.

Find out more