Job searchers today are often spoiled for choice, which has made the job market incredibly competitive for recruiters. As a result, Applicant Tracking Systems (ATS) have become indispensable tools for modern recruiters. In fact, according to a study by Jobscan, 97.4 percent of Fortune 500 companies were using an ATS in 2023. 

This is only slightly less than the 98.8 percent who were using an ATS in 2019. And the reason they’re so popular is that an ATS streamlines the hiring process from candidate sourcing to onboarding. 

But if you want to maximize the effectiveness of your ATS, it’s crucial to follow best practices so that you’re getting optimal functionality and efficiency out of your chosen platform.

Choose the Right ATS

Efficient talent acquisition and retention depends on you choosing the right ATS for your company. Some key considerations to keep in mind when making your selection include:

  • Company Size and Hiring Volume: Consider your current hiring volume and planned growth. Will the ATS be able to handle your needs now and in the future?
  • Features and Functionality: Compare features and decide which ones are essential to your recruitment processes. This may or may not include things like resume screening to filter out unqualified candidates, candidate sourcing, interview scheduling, onboarding and more.
  • Integration Capabilities: Make sure the ATS will integrate with your existing HR systems, such as your HRIS, payroll, and email software.
  • User Experience: A user-friendly platform is crucial for both recruiters and candidates. Consider how easy it is to navigate, the customizations it offers, and mobile accessibility.
  • Cost and Pricing Structure: Evaluate the total cost of ownership, including licensing fees, implementation costs, and potential ongoing expenses. Also check for ‘hidden fees’ such as customization charges to determine the long-term value and ROI of the ATS.

To properly assess the suitability of different applicant tracking systems, find out about trials and demos. This will help you test their functionality, evaluate how each integrates with your workflows, identify potential issues and assess the overall experience. 

Customize the ATS to Fit Your Needs

Not only does tailoring an ATS system to your specific needs help you streamline workflows, it also improves the experience for potential candidates and helps make sure that your hiring decisions are always driven by data that’s relevant to you. 

Some common things you may want to customize include:

  • Workflows: Your hiring process is unique to your company, and you want to automate as much of it as possible. Plot out the process from the moment you determine a position needs filling until someone is properly onboarded, and design your workflows accordingly, 
  • Data Fields: Essential candidate information is different to every industry, every company, and even every department in a company. With custom fields, you can gather specific information relevant to each role.
  • Branding: Customize the look and feel of your ATS to align with your company’s branding and provide a cohesive candidate experience.
  • Job Posting Templates: Create branded templates to ensure consistency and speed up posting.

Regularly gather feedback and/or suggestions from both recruiters and candidates, involve key stakeholders in discussions about what they feel is lacking or unnecessary and collaborate with the vendor or your IT department to ensure the system is meeting everyone’s needs in the most efficient way possible.

Integrating Your ATS with Other Systems

No business software today is truly standalone. All rely on data from multiple systems. By connecting your chosen ATS with things like your HR software, payroll and benefits, CRM and more; you can automate tasks, reduce errors and also get valuable insights into your hiring pipeline. 

Consider the following when it comes to integration:

  • Identify key systems: Determine which systems would benefit most from integration with your ATS. Anything related to employee management could be relevant including HRIS, EOR, CRM, payroll, or onboarding software.
  • Choose the right integration method: Evaluate the options available based on your company’s capabilities. Will you need prebuilt connectors, can you use middleware like Zapier, or can your IT team develop custom integrations using an API?
  • Map data fields: Carefully map the relevant data fields between your ATS and other systems to ensure that data is transferring accurately between them.
  • Test thoroughly: Conduct rigorous testing to identify and address any issues before going live.
  • Provide training: Provide resources for your team on how to use the integrated systems effectively to maximize their benefits. This can include dedicated training, video tutorials or internal guides. 
  • Monitor and maintain: Regularly review and update your integrations to accommodate changes in your systems or processes.

Regular Training and Updates

Regular training is crucial if you want to always get the maximum benefit from your ATS. By making sure your team is well-versed in the latest features and functionalities, you can improve efficiency, reduce errors, and always make data-driven hiring decisions.

Consider scheduling training sessions at least quarterly to keep your team up-to-date on new features, best practices, and any changes to the ATS and relevant integrations. Additionally, explore opportunities for on-demand training resources, such as webinars or online tutorials, to provide flexibility and accommodate different learning styles.

To ensure consistent update sessions, integrate them into your team’s regular meetings or allocate specific time blocks for training. Consider using a calendar or project management tool to schedule these sessions in advance and avoid conflicts.

Ensure Data Quality and Consistency 

Your data needs to be accurate and consistent if you want your ATS to function effectively. By properly maintaining the quality of your data, you’ll be able to track metrics more accurately, make more informed decisions, and improve your overall efficiency. 

To ensure data quality and consistency throughout your ATS:

  • Establish clear data entry standards: Define clear guidelines for data entry, including required fields, naming conventions and formatting to make sure data stays consistent.
  • Implement data validation rules: Set up automated checks to prevent errors and inconsistencies, such as verifying email addresses or phone numbers
  • Regularly review and clean data: Conduct periodic audits to identify and correct inconsistencies or outdated information.
  • Use data cleansing tools: Consider using specialized software to automate the process of identifying and correcting data errors.
  • Encourage data quality reporting: Foster a culture where employees feel comfortable reporting data issues or inconsistencies.

Enhance Candidate Experience Through Your ATS

A positive candidate experience is essential for attracting top talent and building a strong employer brand. Your Applicant Tracking System (ATS) can play a crucial role in making the application process as easy and enjoyable as possible. 

Consider the following features and tips:

  • Mobile and user-friendly application: Accommodate applicants on the go and those who don’t have access to desktop devices by allowing them to apply and track their progress from mobile devices, even if they’re not tech-savvy. 
  • Clear and concise application forms: Keep it simple by tailoring your application forms to collect only relevant information and avoid unnecessary questions.
  • Automated communication: Send automated email notifications to keep candidates informed about the status of their application and any next steps.
  • Personalized candidate portals: Provide your candidate pool with a dedicated space to create their candidate profile, track their application, view job postings, and communicate with recruiters.
  • Two-way communication: Encourage open communication with candidates throughout the process, allowing them to ask questions and provide feedback
  • Consistent branding: Maintain a consistent brand identity throughout the application process to reinforce your employer brand.
  • Video interviews: Incorporate video interviews into your hiring process to make it easier for qualified applicants to progress through the initial stages of an application, and accelerate the process for recruiters.
  • Feedback and follow-up: Provide feedback to candidates, even if they are not selected, to show appreciation for their time and effort.

Ensure Data Privacy Compliance

Personal data is a valuable commodity for bad actors today, and data privacy is a critical concern as a result. As a recruiter and/or employer, you may be dealing with all types of Personally Identifiable Information (PII) including background checks, payment details, email addresses, full names, and more. 

So it is a requirement to protect the personal information of your job applicants. To ensure your ATS usage is compliant, familiarize yourself with key data privacy laws around the world. These include the General Data Protection Regulation (GDPR) applicable throughout Europe, and the California Consumer Privacy Act (CCPA) applicable in the US. 

Countries such as Australia, Brazil, South Africa, and others each have their own data privacy laws as well. Remember that failing to comply with data privacy laws may lead to severe legal and reputational consequences. 

Implement proper security measures, including data encryption, secure storage, and regular audits to protect sensitive applicant information. Regularly review and update your privacy policies to reflect changes in legislation and best practices. Additionally, provide clear transparency to candidates about how their data is collected, used, and stored.

Leverage Analytics and Reporting Tools 

One of the most significant advantages of using an Applicant Tracking System (ATS) is the ability to gather and analyze valuable recruitment data. Think of your ATS as a digital tool that keeps track of everything related to your job hiring process and helps you optimize your hiring efforts. 

It can tell you things like:

  • How long it takes to find and hire a new employee: This is called “time-to-fill.”
  • Where you’re finding the most suitable candidates: This is called “source effectiveness.”
  • How many people apply for jobs and how many get hired: This interview-to-hire ratio helps you understand the hiring funnel.

By looking at this data, you can figure out what’s working well and what’s not. For example, if you see that many people are applying for jobs, but few are getting hired, you might need to change your job descriptions, simplify the application process, or adjust how interviews are scheduled and conducted

Optimize Job Postings for ATS

To attract qualified candidates and make sure your job postings are easily found by those using Applicant Tracking Systems (ATS), it’s essential to optimize them for both search engines and human readers. 

Use relevant keywords throughout the job description, including the job title, company name, and key responsibilities. Avoid using overly generic or ambiguous terms that may confuse the ATS.

In addition to keyword optimization, pay attention to the formatting of your job postings. Use clear headings and bullet points to break up the text and make it easier for the ATS to parse and for candidates to read. Avoid using excessive formatting or complex layouts that can interfere with the ATS’s ability to index and display your job ad properly.

Remember, your job posting should also be optimized for humans. Include all the essential information that candidates would want to know upfront, such as:

  • Job title and description: Clearly state the position and provide an overview of its responsibilities.
  • Roles and responsibilities: Outline the specific tasks and duties expected of the candidate.
  • Required skills/qualifications/certifications: List the necessary skills, education, and experience for the job.
  • Salary scale and benefits: Provide transparent information about compensation and perks.
  • Application instructions: Clearly outline how potential candidates can apply and what to expect in the application process.
  • Company information: Briefly describe your company, its culture, and values.

By optimizing your job postings for both ATS and humans, you can increase your chances of attracting top talent and filling your open positions efficiently.

Ensure Recruitment Success With An ATS

By implementing these best practices, you’ll know that you’re optimizing your ATS to streamline your hiring processes whenever possible. You’ll also be enhancing the candidate experience, which helps with attracting top talent. 

Remember that the effectiveness of your ATS is directly tied to your organization’s commitment to continuous learning and adaptation, though. So stay updated on the latest ATS trends and technologies to ensure your recruitment strategy and hiring efforts remain efficient and successful now and in the future.