When it comes to making significant investments within an organisation, like purchasing applicant tracking software, it can be difficult to know what to listen to – your heart or your head.
It’s an age-old question. I really like Product A, but the facts are telling me that Product B is the sensible choice (typically in terms of cost). Do I buy what I think looks best, or do I buy the one that probably does the job best? If we are buying personal items (a new pair of shoes? A new coat? A new bag perhaps?), then in those circumstances the line is more likely to fall on the side of looks, not practicality for many people.
However, should we allow that to influence choice in the workplace when buying products and services?
A number of years ago, we were invited to tender for a provision of an applicant tracking system to a Central Government department (I’ll spare the blushes with this story by preserving anonymity). We were part of a field of around 17 that set out with the tender; this was reduced to 9, then 5 and then a final presentation involving us and 2 other providers. Only after we were successful, did the team that were selecting the solution reveal that there was a huge sigh of relief when they totted up the scoring matrix.
Why? Because (they revealed) they all loved our platform, but had forgotten to include the ‘look and feel’ of the solution in their criteria and as such it could not be taken into account!
Clearly this is an example of where practicality was wholly intended to win out against style. After all, when did Whitehall ever select on sex appeal? It was and should have been a crucial factor. If people are being expected to use an online recruitment system every single day, then they should at least feel it is easy on the eye and intuitive!
But does the same work the other way around? Do we see examples of people buying on predominantly on looks and not functionality? Unfortunately, the answer is an all too common yes! In many ways this is a reflection of what we see in a world where people select partners using Tinder! It’s based initially on pure looks and the assessment thereafter can be clouded by a ‘halo’ effect.
There are many criteria that organisations should use when assessing the value of a recruitment system as a long-term partner. Sure, looks is an important element, but please don’t fall in or out of love based on that alone. What I would strongly advise would-be buyers to consider are elements that are not exactly riddled with sex appeal, but are critical if you are going to enjoy a long and productive relationship with the provider. Security, support and flexibility are probably the three that I would choose to highlight. And let’s face it, those criteria do seem relevant for a personal relationship as well! But in the world of applicant tracking software, it is imperative that the provider you choose to work with has robust basics.
Just imagine the negative press that the company would receive if your candidate details were hacked? Just ask TalkTalk or Ashley Maddison what it has done to their market standing. Personal details are not something to be messed around with. Under the GDPR legislation that replaced the Data Protection Act, all companies have, at the very least, joint responsibility for managing and protecting data – that means the liability is shared between you the company and your provider.
Unless you want to be inadvertently held to account for a slip of shoddy security, then you should (at the very least) make sure the supplier of your online recruitment system supplier meets with certain security demands. For example; have they had a full Penetration Test completed on their system? Don’t just take ‘yes’ as an answer, ask to see the scope of the test and the results.
Is all the data stored in the UK (or at least Europe)? Where is all the data stored (a tier 2 supplier or higher is ideally what you are looking for – the same level of security banks have). Tier 3 can be acceptable, but can lead to instability at times. If anyone quotes tier 4, then you may need to call the meeting short – it is little more than storing the data in their bedroom.
We all want support at different times. There is nothing more frustrating than wanting to finish a job, but finding yourself stuck with a particular issue and no-one to talk to who can help.
Make sure your applicant tracking system comes with very good telephone and email support. But not only that – how often can you expect to see a Client Success Consultant, who will spend time with you to look at how your system is working for you? Perhaps changing elements; offering you new features? Perhaps asking you whether you wish to be involved in the planning or testing of some new piece of functionality? Or just offering more training for existing or new staff in the business?
People buy people and it is people that make systems work, not the other way round.
Therefore, make sure you know who the people are behind the scenes and who you will be dealing with on a day-to-day basis (and connect with them on LinkedIn to find out more and do your own research).
This is a biggie! The old maxim that if it sounds too good to be true then it probably is, is never further from reality when it comes to looking at the flexibility within applicant tracking software. It’s quite shocking how some providers seek to charge for all sorts of changes to your system. That may be anything from re-configuring regions and departments, to simply adding on a new application form or a new email template.
Most changes within the ATS should be configurable – either by you or by the provider. If your provider wishes to charge for that, then that is their choice (or rather, ultimately, it is yours). There may be occasions where you feel this is justified, but buying a system is not licence to issue a blank chequebook. So, make sure the flexibility is built in – and then ask for guarantees that the cost will not change, even if you want to make amendments to the system during the course of the licence fee.
Nevertheless, if you follow all the above steps, it may not guarantee that you have a long a fruitful partnership. After all, you still have to like the look of what you are working with! However, you will have mitigated the main mistakes and you should have something at that stage that you can work with to create sustained improvements.