Getting started with a new ATS, or Applicant Tracking System, doesn’t have to be a big headache. If you know just what you’re doing, the ATS selection and implementation process can provide a seamless transition into more efficient workflows and internal hiring processes.
We introduced you to the differences between ATS vs CRM, so in this article, we’ll walk you through exactly what you need to perfect the ATS implementation process.
Once we’ve covered the steps you need to follow to implement your solution properly, we’ll take you through some of the most significant associated challenges and tips for overcoming them.
How to Implement an ATS: 7 Steps to Follow
Implementing an applicant tracking system is easy when you’re prepared. This step-by-step guide should help you out.
1. Outline why you’re implementing the ATS
Even at its best, applicant tracking system implementation is an involved process. It takes time, work, and ongoing dedication from various team members.
Make no mistake, it’s absolutely worth it if your team needs it. An ATS helps you with all sorts of things and lets you streamline workflows while cutting back on costs.
That said, you need to know precisely why you’re choosing to implement it. This will guide your choice of ATS, and once it’s fully implemented, it will show you clearly whether you were able to achieve your goals.
2. Get feedback from all stakeholders
Everyone who’s going to be involved with the ATS in some way should get a say in what shape it should take.
By collecting feedback at this early stage, you can ensure no one feels left out or left behind. This also helps you choose and implement a solution that suits everyone in a way that works for all your stakeholders.
3. Get everyone on board
This step is considerably easier after you’ve already gathered feedback from all relevant parties. It consists of showing anyone who will be involved what the ATS will look like, and how great it will be.
It’s crucial that you only proceed once you have everyone on board. This helps secure internal unity, making the implementation process more straightforward.
4. Quantify your goals
You already know why you’re choosing to implement this new solution—now it’s time to make those goals measurable.
When you set up your metrics before implementing the ATS itself, you can ensure you’re gathering the correct data from the start. This lets you avoid missing out on important information or spending extra time catching up later on.
5. Read and follow the vendor’s instructions
We’ll touch back on this later, but your vendor knows their product best. They’ve taken the time to write out exactly how their solution should be used, so you’ll be doing yourself a favor by sitting down with those instructions and really digesting them.
This also helps with troubleshooting. If you’re following instructions closely, you can explain exactly what went wrong and where. You’ll then also have an easier time getting the support you need from the vendor’s customer service team.
6. Test, test, test
If you’re lucky and you’ve been careful, there’s a good chance your product will work right out of the box. But why leave that to chance?
Be sure to seize this opportunity to run as many tests as you need in order to feel like you’ve covered all likely scenarios. Whether that means checking if the system works for everyone or making sure it can handle the kind of load it’s likely to see during busy periods, your testing can never be too extensive.
8. Set up a continuous feedback loop
The best way to guarantee that your ATS implementation will be completely seamless is to create a space for its users to submit their feedback at any point. This lets them know that you care while helping you to keep improving it.
You’ll also be able to gather valuable information on how best to streamline the implementation process for future solutions.
The Challenges of an Applicant Tracking System Implementation Plan
While there are many Applicant Tracking System Benefits to enjoy, there are certain challenges associated with implementing an ATS in your company.
Prioritizing candidates’ experiences
Implementing a new system in your company can be exciting and stressful, often in equal parts. It’s very easy, then, to get so wrapped up in the whole implementation process that you lose sight of why you’re doing it in the first place.
That’s why we’re starting this list of challenges with one of the biggest ones: making sure to continuously center candidates and their experiences from start to finish.
An ATS is meant for more than just staying on top of who applied for which position. It should guide you towards providing the best possible experiences to everyone who applies for a role within your company so that even if they’re not chosen for a position they applied for, they’re inclined to reapply when a new one opens up.
Finding the right pace
Since your new ATS comes with all kinds of advantages, you’ll likely want to start using it straight away—even if that’s against the vendor’s recommendations. This creates a unique challenge in the form of stopping yourself from going too fast.
In most cases, your vendor will be ready and willing to provide you with detailed instructions on how to use your chosen ATS software. It’s absolutely vital to follow these to the letter, or else you risk making preventable mistakes and complicating your relationship with your vendor.
The best way to overcome this challenge in your plan is to set aside time to dedicate specifically to interpreting your vendor’s instructions. This helps you get things right the first time and, ironically, lets you get started faster in the end.
Getting everyone on board
Sure, it’s technically possible for half your team to use your ATS solution while the other half does things their own way. But this leads to internal inconsistencies, confusion, miscommunications, and disrupted workflows.
Plus, it makes more complex tasks like high volume recruiting nearly impossible.
That’s why a key challenge to address is the issue of making sure absolutely everyone in your recruitment team or department starts using the solution as soon as possible.
Logging and monitoring your compliance
When you’re drafting up an applicant tracking system implementation plan, it’s absolutely essential to include steps for keeping track of your regulation compliance.
Compliance, after all, lets you prove that you’re using fair and ethical recruitment tactics. It’s your evidence that shows everyone your company is doing things right.
Not every ATS can automatically track your compliance without your input. That’s particularly problematic when you’re not currently using a regulated method to track your compliance, and it means you’ll have to create one from scratch when you implement your ATS solution.
Properly tracking workflows and metrics
We mentioned in our step-by-step guide that setting out the metrics you’ll be measuring right away is a great idea. That’s because this helps you overcome the challenge of keeping on top of both your workflows and your metrics.
If you’re not careful, you can easily wind up with messy or incomplete workflows. This makes it much harder to get things done and to monitor the things that do get done.
This is why it’s so important to track workflows and metrics as you’re implementing your ATS in the first place.
Integration problems
You’ve most likely got a tech stack already. Whether it’s large or very small, your tech stack’s individual pieces need to interact smoothly with each other if you’re hoping to achieve truly seamless workflows.
That, of course, includes ATS solutions.
You can overcome integration issues by being aware of them from the first. If you check for compatibility before you invest in a solution, you can guarantee that the implementation process will be much easier for you on the whole.
Accessibility
Everyone who’s going to be using your ATS needs to have easy, uncomplicated access to it that suits their needs. So, if some ATS users regularly work from home (or on the go), your system needs to be functional on mobile devices alongside desktops.
As you’re choosing your ATS provider, be sure to select one that emphasizes universal accessibility. This saves you from future headaches. It also shows your employees that you care about optimizing their experiences as well as your new candidates’.
Deploy a Solid ATS Implementation Checklist to Ensure a Smooth Transition
To perfect your ATS implementation project plan, our final recommendation is that you draw up a well-crafted checklist.
This lets you double-check you’ve addressed all challenges plus followed every step properly. So in other words, it will save you time with your ATS implementation while also helping you stay organized throughout the process.
And when it comes to smooth ATS implementation, few things help more than having a dedicated piece of software that comes with an equally dedicated customer service team. That’s why Oleeo’s team is available 24/7 to help you get things just right every time.
See for yourself what a difference that makes when you sign up for Oleeo!
