Train Wheel

Reducing Friction is a Game-Changer for Trains as Well as Executive Recruiters – Who Knew?

Trains and High Speed Rail – The Way to Go

Trains have always been fascinating to me since I was a little kid. I used to commute from south of Seattle to downtown for work and I would take the Sounder Train in. The Sounder provided a comfy ride and saved me the headache of fighting horrific Seattle traffic. Really glad Seattle has this commuting option as it has lead to reducing friction for my commutes. In our ongoing “Be the Grease” series this article will show the parallel between executive recruiters and train lubricants. Who knew they had anything in common?
For several years now, High Speed Rail has been discussed as a transportation alternative. High speed rails is up and running and links together dozens of cities. Technology in this sector is booming and having a profound positive impact on helping fight gridlock traffic around the world.

According to a recent article in Evolution the railway industry is gaining momentum worldwide and looking to make a comeback. There are many reasons for this including, “…environmental challenges, availability of energy and the growing congestion in major cities.” Also, “the cost of investments in road infrastructure is also contributing to an increasing awareness of the capabilities that rail transport can offer to support a sustainable world.”

Reducing Friction is Crucial to Keep Trains in Tip Top Shape

Train Friction
Friction Reduction Is Critical for Trains

Interestingly, one issue that train manufacturers have to contend with is the wear and tear on their railway vehicles. As noted by Evolution, “The friction at the contact area between the wheel flanges of railway vehicles and the rails determine wheel and rail wear. Vehicle and track maintenance intervals are strongly determined by this wear process and dramatically influence the life-cycle cost of the total vehicle and the track.”

What is more, “Considerable energy savings can be achieved by reducing friction in these contact areas. This friction has to be considered, as it occurs on all wheel flange contacts in the train, on every journey and every day.” How is this friction reduced and the trains kept “running on time”? Why the use of a lubricant? Because, “The lubricant, sprayed on the wheel flanges of the first axle in the direction of travel, is transferred to the rail face, thus lubricating the following wheel flanges.” By reducing the friction the trains last longer and are more efficient.

Clearly, reducing friction is critical to keeping railway vehicles in excellent working order.

Reducing Friction is Also Critical for Executive Recruiters

Executive Recruiting
Relationship Management Software Should Reduce Recruiting Friction

In a similar way to trains and high speed rail, executive recruiters are tasked with ‘greasing the skids’ between their network of amazing candidates and their clients who have jobs to be done. Or another way of putting it: Executive Recruiters need to find as many tools as possible to ‘reduce the friction’ between candidates and potential employers. Sources of friction in recruiting can derail successful placements. Things like not being personable, approaching candidates at the wrong time or with a flawed strategy, or losing track of their career trajectory can be deal killers.

One way to help mitigate the friction and ‘grease’ the pathway? Have a solid Applicant Tracking System (ATS) or even better a Talent Relationship Management Solution (TRM) that is tailored to help recruiters stay connected to their clients and their customers.

Testimonials from Crelate Users

Over the years we have had dozens of great conversations with our users, many of whom are executive recruiters, and they have told us what tools they need. Incidentally, a significant percentage of our feature updates have resulted from listening to what recruiters need to do their jobs better. A sampling of their comments helps tell the story of what they value and what they need and, even more importantly, how Crelate helps solve their challenges:

Best thing about Crelate is if I put data in, I can get the data out. Our people are maniacal about updating information and managing that because it’s invaluable to have that information. It’s a great CRM, but is a great rolodex tool.

I do some programmatic recruiting for a client that I’ve worked with for a decade. But my first conversation with these guys was 5 years ago. I’ve managed that relationship in Crelate and kept track of them; so when we talk, I can ask a team member about their wife or kid’s soccer games. You build a familiarity and a trust when you remember these things and track them.

It’s a great product to help you take the relationship to a deeper level. At the end of the day that’s what recruiting is: do the candidates trust you and do the clients trust you and do you take ownership for the success of the fit?

Talent Relationship Management Software a Game-Changer

Additionally, one of our executive recruiters told us they have 55,000 people in their database and 8 people in the firm building direct relationships with these talented people. In order to effectively manage this many folks it’s absolutely critical that your software solution is up to the challenge. This recruiter noted:

A lot of people think it’s lunches and cocktails and golf – this is a hard business. You have to be personable, intuitive, have to be able to sell, dissuade, discern why someone is right or wrong. Your job can’t be to close a transaction, you have to be a great matchmaker.

This last statement is so critical – Your job can’t be to close a transaction. You have to be a great matchmaker.” In order to be the best ‘matchmaker’ you can be having an awesome Talent Relationship Management Tool. Given that it is humanly impossible to remember the personal details and work history of 55,000 people, having a tool like Crelate is game-changing.

Executive Recruiters Need Tools for Effective Matchmaking

Executive recruiters can more easily manage their matchmaking by having features like:

  • Adding personal notes to candidate records (that are saved and searchable)
  • Using “Mentions” to build your network of contacts
  • Using “Tags” so you can quickly identify best candidates for open opportunities
  • Having a “Timeline” feature where the candidates’ career journey can be archived

Our executive recruiter Susan is working on finding a great fit for an open Chief Technology Officer (CTO) position and has identified “Dalena Pham” as a potential match. It’s easy to see how Crelate can make the process go smoothly.

Susan Needs a Way to Reduce Friction to Maximize Matchmaking

For Susan Crelate can quickly get her up-to-speed regarding: (1) What Dalena is passionate about, (2) Who Dalena has previously worked with (and can possibly provide solid references), (3) What specifically Dalena’s skills are (by using Tags), and (4) Access to Dalena’s career journey so she can see if a potential match is plausible.

When Susan determines that Dalena is a great fit she can reach out in a phone call or video chat. Susan will then bring a lot of personalization to the interaction. For instance, she could ask her about her work at the Humane Society. She can also ask if she still talks to Aaron, Wilson, Erik and/or Jason. Also, Dalena will send over a current resume and any new skills can be added to her record and tagged. This is just one example of the power of an amazing Talent Relationship Management system for executive recruiting.

Just as the lubricants are important to make the trains run correctly and efficiently – a smooth running executive search firm must have a software solution that edifies their matchmaking magic.

If this sounds like it could help your business goals please contact Crelate's Sales Department and request a demo today!

Source: Reducing Friction is a Game-Changer for Trains as Well as Executive Recruiters – Who Knew? – Crelate

Best Practices Guide to Recruiting Passive Candidates

Passive Candidates

Considering that 66% of millennials rate life outside of work as more important than their career, chances are that the candidates you are looking for aren’t spending much time looking for you. For this reason, among many others, passive candidates are becoming the new purple squirrel. Some of the best talent around may be just satisfied enough to stay where they are.

Don’t Waste Time on Cold Calls

Believe it or not, sending a direct message through a social platform (yes, even the professional ones) is about as effective and efficient as a good old fashioned cold call. It is certainly possible to find some great hires via direct messaging, and even generate a few referrals. However, consider how much time are you spending to fill one open position; with all the non-interested and unqualified candidates, forget about sourcing enough talent to staff an entire office. If the goal is to find the hidden gems in a sea of passive candidates, your recruitment strategy will need to incorporate the latest in talent acquisition technology and trends.

Some popular social platforms even charge recruiters to send messages to potential candidates. If you have enough open jobs to fill, that could get quite expensive. The big pink elephant that most talent acquisition teams don’t want to admit is that sending unsolicited messages to candidates is SPAM, even via LinkedIn. Sending those unsolicited messages doesn’t give off a very good impression of your organization.

There are several assumptions that go into contacting a passive candidate on social channels, the least of which is whether the candidate profile is accurate and current. That’s not to say there is no fruit on that tree, but it isn’t the low hanging fruit and it takes a lot of time and effort to reach it.

Source More Passive Candidates with Employee Referrals

One great way to reach a broader audience of passive candidates is through an employee referral program (ERP). Just think about it. Word of mouth marketing and advertising has long been touted the most effective at providing great return on investment. Everyone loves customer referrals, and some companies even incentivize clients to refer new business. The same rules should apply to employee referral programs. Even though 84% of employer’s rate employee referrals as the best source for return on new hire investment, only 8% of organizations feel they have the right program in place to reach these candidates.

By utilizing employee referrals, you are turning what would have been a hit-or-miss cold call into a warm transfer. You are no longer sending spam to candidates you are trying to recruit, and you have the endorsement of your current team. In addition, employee referrals help to pre-screen candidates for cultural fit, which is something even the most experienced talent acquisition teams could take 1-2 interviews to uncover.

Seeing that 52% of millennials consider corporate loyalty to be overrated, an employee referral might be the catalyst needed to take your passive candidate sourcing and talent acquisition strategies to the next level.

New Talent Acquisition Technology

Technology is great, however there are some major concerns with how employee referral programs are being developed and implemented. Misapplication of technology has attempted to replace human connections with a computer-based algorithm, resulting in underperforming ERPs. The current state of technology in the recruitment marketplace has focused on the ability of tech and social media to source, match, and present candidates for hire. The reality is that a computer match is not a referral, but merely a set of matching keywords and for this reason does not provide the results expected of a referred employee. Automation is not the same as a referral and as such has not solved the problem of reaching passive talent.

Talent acquisition efforts at a local level have made great strides by incorporating internet job boards and social media into candidate sourcing strategies, but these techniques alone are not enough to create the groundswell of support among employees that would be required to make an automated process a reliable source of organic employee referrals. The most effective ERPs include ways to share jobs via social media and distribute to networks of connections, but they also include functions like referral bonus tracking, employee notifications, employee engagement reporting, ATS integration and more. These are the types of force multipliers that are difficult to develop at a local level and are often beyond the reach of HR teams.

At Lingo, we believe in the power of referrals. That’s why we took our best in class referral marketing platform and re-invented employee referrals for the digital generation. With Lingo, employers can load jobs (one at a time or in bulk) and current employees are automatically notified of the new job openings via the Lingo mobile app. Employees can then elect which jobs to share, which channels to share them on (text message, Facebook, LinkedIn, Twitter and email), and which of their friends are best suited for the role. Employees can even elect to share the job opening on their social profile wall, and endorse applicants as they see fit. By taking the keyword matching and automation out of the process, you can empower your staff to recruit the most qualified candidates they know, even the most passive contenders.

Click here to learn more about recruiting passive candidates with employee referrals and how Lingo Careers enables teams to increase talent acquisition efficiency.

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The Future of Recruiting and Hiring with AI

Future of HR Tech

Talent acquisition can be one of the most time consuming and frustrating aspects of business. Harsh deadlines and specific requirements, not to mention the piles of applications and resumes, is tough for any recruiter. Tack on retention accountability, candidate experience and employer branding and the job becomes even harder. The emerging HR technology throughout the last decade has strived to take away these many frustrations while improving candidate experience and quality of hire.

The buzz around artificial intelligence this year is being shrugged off by many as just a new word HR got ahold of, but what would happen if AI was actually embraced by the recruiting and hiring world? What could it do to further practices and solve problems? This is exactly what are trying to do. How is AI enabled software aiming to better recruitment and the candidate experience?

  1. Candidate Matching

Matching the right candidates to the right positions, that’s the name of the game, but it’s not as easy as it may sound. 52% of recruiters say the hardest part of their job is identifying the right candidates from a large applicant pool. Resume parsing and keyword search advances within an ATS has made the sifting and shifting of this task a bit easier as it picks up on keywords in resumes and cover letters to pull ones that match the most. But as we’ve traversed from keyword matching, to semantic search and contextual search, it’s clear we have not perfected Artificial Intelligence in candidate matching just yet. Today’s products are using Natural Language Processing for even more efficient and learning tools.

75% of job seekers’ chances of landing an interview are killed by errors in the ATS or by restrictive keyword search parameters. Limiting the search to a set amount of keywords does not always guarantee the most qualified candidate or best fit for the job requirements. However, Karen, an Artificial Intelligence software we built specifically for recruiting and hiring, builds off the basic keyword search, broadening the results with a more advanced version that includes semantic search, contextual search and integrates candidate chat conversations, eliminating fuzzy matches.

The ability to find concepts hidden in text, in addition to traditional keyword search will give recruiters a more complete look at the candidate’s qualifications and help improve the candidate matching process. In addition, this new software will take the information learned from the resume and cover letters to potentially help match candidates to jobs they may be better fit for within the company during and after the application process.

  1. Candidate Rank and Score

In addition to pulling out the most qualified candidates for the position based on keywords and concepts, recruiters and hiring managers are expected to then select the best ones to move on in the process. Many use the rank and score method based on what was found within the resume and cover letter. Artificial intelligence is now helping recruiters do this faster by leveraging big data and predictive analytics. Some companies that already do this include Hiredscore and

While this helps professionals get to the next step in the hiring process quicker, what seems to be missing is the interaction with the candidates and those who did not make it to the next step in the process.

A study conducted by CareerBuilder found an astonishing 75% of people said they didn’t hear back from the company to which they applied. This is where the ATS black hole comes into play and how Artificial Intelligence can help fight it. Karen steps into the process from the beginning, conversing with candidates, learning from their interactions and assimilating the data into a decision: continue down the pipeline or exit in a brand-minded way. In either scenario, Karen ensures the candidate knows where they stand.

  1. Conversation Service for Candidate Engagement and Brand Experience

The ATS black hole is something of which many recruiters and candidates are all too familiar. 74% of job seekers say a clear timeline of the hiring process is what could improve their candidate experience the most, according to a report by applicant tracking systems consulting website Software Advice. Candidates want to be kept in the loop but for many recruiters, staying in contact with all of the applicants and notifying them of each step in the hiring process is next to impossible.

Automated emails have helped this frustration as it’s easy to send an email to a couple dozen candidates letting them know they weren’t the right fit for the position or they are moving on in the process. The problem with this automation, though, is a lack of brand experience and personality. Automated emails are also not as good keeping the candidates fully engaged in the process.

Enter Karen. Chatbots have been affecting our world by advancing customer support to helping users book a flight and now they’re here to advance the world of recruiting. By using an active chatbot to communicate and engage with candidates, AI could solve the problems of the ATS black hole.

A chatbot guides candidates through the application process, take insights learned from resumes and ask candidates questions to assess their level of engagement and keep them informed about where they are in the process. Although platforms like Wade & Wendy and Mya have these abilities as well, Karen is the first to take the information learned from the chat and combine it with the scoring and ranking capabilities to present the recruiter with the best possible candidate for the position. This chat capability will also increase the brand experience for the candidate as 78% of candidates will tell their friends and family about their bad experience and 34% will post about it on social media.

Tie all these functions together and you have a winning combination of matching, scoring and ranking, and chat capabilities that will help ease the recruiter frustrations and build a bridge between the disconnect of employers and job seekers. Prior to the cognitive computing era, enterprise companies would manually review resumes or at best use keyword matching to prioritize internal and external candidate submissions. Using AI, like Karen, to improve these tactics can lower time-to-hire for recruiters and engage candidates.

Want to learn more about Karen? Visit or read more about the creation in this press release.

Find Karen on Social Media: Twitter | LinkedIn

If you want to share this article the reference to Noel Webb and The HR Tech Weekly® is obligatory.

50% Hiring Cost Reduction through increased Quality and Speed: The Nord Stream 2 Project

The Landfall of the Nord Stream Pipeline in Germany

Nord Stream 2 AG is a project company established for the planning, construction and operation of the Nord Stream 2 twin pipeline to transport natural gas from Northern Russia to Europe. New hires were needed for multiple business and technical functions. Nord Stream 2 wanted a data-driven, comprehensive, time saving process that would result in candidates who could immediately fit into their high-speed, international culture and who would produce results on Day One.

Interview/Hiring Ratio of 4:1

With softfactors, Nord Stream 2 soon learned that softfactors’ methodology reflected current research conducted by the Stanford Research Institute International and the Carnegie Melon Foundation showing that job success depends on a combination of technical knowledge and soft skills. They realized that soft skills were valuable factors to consider.

Smart algorithm do the workload

softfactors’ selection tools use an algorithm to compare the job requirements to each candidate’s profile. Candidates interested in a job complete an interactive online application. All candidates are screened on overall fit, traditional variables, and soft factor elements drawn from interactive exercises. The result is a scientifically rigorous list of pre-selected candidates – both suitable and unsuitable – based on a combination of competencies and foundational and technical skillsets.

Saving 20 hours interview time per position

With the front-end sourcing and candidate screening steps handled by softfactors, Nord Stream 2’s HR team was able to concentrate on in-person interviews and collaborative assessment discussions with the hiring managers. It brought down the interview/hiring ratio to 1:4. The number of interviews for hiring managers was reduced by over 50% because of the pre-match of suitable candidates to jobs.

Download the full study here
Nord Stream 2 AG – Facts and Figures
Time Frame for Recruiting 9 months
Online Applications through Softfactors ATS (very specialized jobs) 2’500 applications automatically screened
Algorithm assessed as suitable 450
Hired (filled) positions 45
Hiring/Interview Ratio 1:4,3 (normally 1:10)
Time saving for hiring managers and HR (2 people in interview) 810 hours

About Softfactors AG

Softfactors AG is an HR Tech Startup based in Zurich Switzerland. The recruiting solution measures and compares both resumes and soft skills. It looks at qualifications, work experience, social skills and personality of applicants and compares these with the requirements of the job opening, using a set of competencies and pre-defined job profiles.

If you want to share this article the reference to Reto Rüegger and The HR Tech Weekly® is obligatory.

The Unique Challenges of Mass Recruitment in India

The Unique Challenges of Mass Recruitment in India

Ask any Indian HR professional and they will tell you that when it comes to acquiring talent their biggest burden is to sift through applications. Add to that what a 2014 newspaper report stated – that of the 12 million people entering the labour market every year in India, nearly 75% are not job-ready. This problem is amplified when mass hiring for lower level roles in sales, logistics, operations, data entry etc.

It is not uncommon for some recruiters to reject 90% of the applicants for a job without even the need to forward their CVs to the next round. Basic qualifications and relevant work experience are missing, which are crucial for discharging the duties for the role applied for.

This problem is especially widespread in a large and technologically immature work force like in India. Job seekers are struggling to catch the attention of employers and end up applying to many more jobs than they are suited for. At the other end recruiters are inundated with candidates they cannot push to subsequent stages and neither can they pipeline so many for the future.

So why is it so difficult for recruiters and job seekers in India?

For Recruiters and Candidates Alike the Clutter in Job Portals Undoes the Benefits of HR Technology

There are a multiplicity of factors that have created this situation. Some are specific to the Indian landscape, and some are the challenges of every developing country. But largely they are problems of disorganised or insufficient data.

  1. Resumes are not rich enough

The ability to present relevant information on a resume is not widespread among the Indian workforce. Typically they use a Biodata, which are statements of personal information like one’s address, parents’ names, marital status etc. These are remnants of older days that, unfortunately, don’t provide the right data that the recruiter is looking for.

  1. Portals are limited and not used appropriately

The vast benefits of technology that can make big data consumable are not yet serving most job seekers. Instead, what exists are just databases of resumes and job openings with little value added to make them match each other. As a result, most portals are just dumping grounds of biodatas and not much more.

  1. The challenge of remoteness

India is almost unimaginably vast, and permeation is made even more difficult due to large differences in language, culture, and access to the internet. It is primarily the metropolitan audience who have technology at their service, although it is the hard-to-reach who could benefit from technology the most. Internet has made huge inroads everywhere in the country, but the patterns of consumption don’t typically include job search.

  1. Job alerts are often irrelevant

The lack of organised data, and the missing critical oversight, mean that job alerts often become very tangential to the job seekers need. Moreover, there are no layers of information added to the job seeker profile that refines the alerts based on preferences.

  1. The Black Hole

This is every job seeker’s nightmare, the black hole where their numerous job applications go and are never heard of again. Dealing with such large numbers of job seeker applications means the recruiter is filtering them out at a massive rate. The candidate almost never gets to hear what happened to their application and why it was rejected. This feeling of despair also worsens the very condition that caused it, namely it becomes a game of volume for the despondent. When job seekers anticipate not hearing back from places they’ve applied to, they start indiscriminately submitting applications everywhere, hoping 1 out of 10 will respond.

At the same time, sitting at the other end of the application pile, is the employer who is suffering from the inefficiencies of this process.

  1. Less information to process

Recruiters are not finding what they need to know about the candidate. Raw data doesn’t inform them, so it forces a slashing mentality that eliminates up to 90% of applications just because they are inadequate. This largely insufficient job seeker profile is not rich and hence too large a number of them become unusable.

  1. Clutter

Related to the previous point is the clutter these large volumes create for recruiters. And a process prone to cluttering creates jamming. This will create sub-standard decision-making despite having talented people on both ends.

  1. Good candidates

This is what the recruiter is really after – good candidates. And what is a good candidate for the recruiter? Someone who is fit for the role based on his/her qualifications and experience, and also someone who is interested and intends to do this job and will not drop out soon. Finding this fit and intent should be what every HR tool and technology is geared towards.

What Is The Solution?

Data Can Truly Start Making a Difference to How We Make Decisions When Recruiting

Cleaning up this process and making it future-ready means job portals have to wear the hat of being an analytics company at heart. Collecting resumes is the old way of job portal 1.0. We can no longer get by with data dumps, and what the Indian job market needs is job matching. We need to see the sunrise of Job Portal 2.0 – driven by data, sorting and understand behaviour patterns, presenting usable insights for the recruiter and response for the job seeker.

  1. Pre-screening using technology

    • Customised questions – Adding a customised layer of application filtration based on knock-out or must-have questions allows recruiters to control who can apply to the job posting. For instance, for the role of delivery agents a very important set of questions will be whether the applicant holds a valid driving license and whether they possess their own vehicle. Something like this will not be captured on a CV and neither does the applicant always self-assess before applying. So, by putting these criteria in the form of a quick questionnaire before allowing the candidate to submit will cut through the excesses in one massive swoop, and clear the dreaded black hole.
    • Behavioural indications of preferences – Companies don’t have access to data for candidates outside their system and are, hence, unable to make fact-based judgements when looking to hire. An enhanced portal that has this collective data, and empowers the employer with it becomes similar to a credit bureau. It can effectively promote candidates who have behavioural traits the employer is looking for, thereby making an unbeatable matching engine.
    • Skill assessment – Resumes come in all shapes and sizes and not all of them are utilitarian. A portal that is able to gather candidates’ data on a common framework and is then able to rate them on a point-based scale takes the guesswork out of finding the best candidates. If your job needs basic understanding of sales but deep knowledge of telecom, then don’t go by what they have written, and instead find someone who rates 2 out of 5 on the first and 4 out of 5 on the second.
    • Instantaneous shortlisting – When all the data is cooked and ready, you can start shortlisting from even before the application is shortlisted. As mentioned above, custom questions and skill assessment will stop unfit candidates from applying for a job they are not going to get, and even those whose behavioural data indicates that for some reason they will not be a good candidate to interview. The recruiter gets auto-vetted candidates.
  2. Quick review formats

    • Infographic resume – The resume itself needs a revamp, and candidate information needs to come on to a common framework. Many companies are doing this currently by asking candidates to fill out forms on their own website. But the effort of filling out forms for each job application can be reduced when the portal itself keeps it manageable. The world is also going visual, so an infographic-style format resume gives much more value than a paragraph-style one.
    • Graphical ATS – Taking it further, creating a graphical Applicant Tracking System (ATS) will allow for managing large volumes. A visual tracking interface allows for better management of application flow from start to finish. Think of it like the funnel we have so often heard about and seen for measuring website metrics. A funnel could typically start with the total number of applicants, then show you how many have been filtered out at the preliminary stage, then how many you have chosen to interview, how many you have made an offer to, and finally how many joined. Levels of complexity can be inserted into this basic flow that allows more granular tracking.

Technology has to make our lives easier, not harder. So, job portal 2.0 has to cook the data for the recruiter and give them actionable and customised readings for every 1 candidate, not macro level data overall for 100 candidates. It has to take the user to where they need to go, and not just vaguely point out the direction. This is where data can truly start making a difference to how we make decisions.

So, are we heading towards better recruitment based on data? Or will everything lose against the recruiter’s intuition? The answer lies in between – data’s job is to allow the recruiter to make an informed decision. It has to filter hundreds and hundreds of resumes to find the right person for the job, and also to find the right job for each person. Right now the system lets too many hapless candidates drop out of the funnel with no hope, and that is not where Human Resources should be comfortable.

It is a given, now, that more people will be looking for jobs online, and that recruiters will have to deal will massive volumes. So, why settle for an inefficient system when all the power of technology is just a click away?

About the Author

Sumit Ray, Digital Marketing Manager at MeraJob

Sumit Ray is a Digital Marketing Manager, and part of, India’s 1st Job Matching Portal. He is deeply interested in HR Tech and Online Marketing, both of which fields are seeing lightning-fast changes as traditional is replaced by digital.

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5 Signs it’s Time for an Upgrade to Your Candidate Management System

An Effective Recruiting Solution is a Must for Professional Recruiters

Recent studies show that professional recruiters continue to be in high demand in the U.S. and abroad. Businesses routinely list “recruiting and retaining talent” as one of their top challenges for 2016 and beyond. What is also abundantly clear is that recruiting is constantly changing and the future is clearly digital. Therefore, it is essential to have the best candidate management tools available if in the recruiting space.

What is more, we are seeing that candidates expect a fast/easy application process. Also, a recruitment’s ’employment branding’ is key along with employers needing to focus on ‘passive candidates’ and using data analytics (social networks and other digital profiles) in the recruiting process. A talent management solution should be consistently updating to meet recruiting challenges.

Recruiting agencies, executive search firms, legal search firms, and corporate recruiters if your current Applicant Tracking System (ATS) is proving cumbersome and unusable–this article is for you! Crelate is building software for recruiters that helps them solve their difficult HR Tech challenges.  Five signs it’s time for an upgrade to your recruiting software.

#1 Excel Spreadsheets are the Primary Organizing Tool for Sourcing

Crelate Customers Often Migrate from Excel

Excel is a great product and useful for many important business tasks. However, it isn’t so hot when it comes to organizing a pool of potential placements with all of their pertinent. Dozens of our customers have migrated over from Excel-based solutions and universally they self-describe as a “complete mess”.

Also, recruiting professionals can easily access their database of candidates and get the important information they need to continue connecting the right people with the right opportunities if they have a full-featured product. Endlessly scrolling through Excel columns looking for important data is an incredibly inefficient process. By using a superior ATS recruiters can avoid wasting valuable time.

#2 Candidate Management Tools haven’t been Updated Since Parachute Pants were in Style

Candidate Management Needs Recruiting Software

If your current recruiting software is built on Microsoft Access or requires remote desktop into a remote computer to access there are better options available . In the software business a couple of things are paramount. First, it’s important to have vendors provide new features on a regular basis. Second, the features added to the application should be useful and lessen the friction that often exists between users and technology.

Therefore, new shinny features may or may not make the lives of recruiters easier and more productive. Your candidate management provider should constantly be in conversations with their user community to understand clearly the challenges that recruiters face on a daily basis–and specific ways that technology can lessen the burden. Enhancing the user experience is the goal and having an on-going dialogue makes this possible.

#3 Recruiting Software is Not geared toward Applicant Tracking and Building Relationships

At the absolute core of an effective recruitment software is the ability to easily and quickly help recruiters build relationships with potential customers and clients. Recruiters are in the business of connecting with a lot of people quickly in order to marry the best candidates with the right opportunities. Recruiting solutions need to have efficient ways to track conversations, notes taken, key dates, connections among recruiting communities, and so on. Moreover, it also needs to be accessible as well as available on the go–though mobile and/or tablets. Additionally, recruiters need a Recruiting CRM that will help them track all of their current business relationships with companies. Further, CRM solutions can track future deals that are in the pipeline. Crelate is currently building a CRM to add to our platform.

#4 Clamoring for a Better way to Organize your Work Day

Crelate Helps You be Productive

Recruiters are super-busy and often have several appointments every single day. What you need is an ATS that will assist you in being productive and keeping track of you commitments. Your ATS should provide calendar invitations to everyone on your team and give you notifications throughout the day/week with reminders. Also, it would be great if a recruiting solution could allow users to quickly assign tasks to their team. Furthermore, tasks such as resume parsing, initial meet and greets, phone screens, interviewing, or checking references can be easily managed with Crelate. Consequently, your ATS should make the entire process of recruiting work more smoothly and with less headaches.

#5 Motivated to Explore the advantages of Cloud-based software Over your Old System 

Finally, you may have heard the phrase “Cloud Computing” but are unsure that it means. Cloud computing is based on the internet by allowing users to easily access software through applications built through the internet (as opposed to programs or software downloaded on a physical computer or a server). The cloud is where most of us spend our daily lives. Everything from updating your Facebook status to checking a bank balance is part of being in the cloud. In addition, cloud-based solutions offer: flexibility, automatic software updates, increased collaboration, the ability to work anywhere, document control, and better security. It’s time to upgrade your candidate tracking solution to a cloud-based software and explore the incredible advantages of cloud solutions.

As recruiters continue to make connections for clients and candidates in the digital age, having an effective candidate management tool is going to prove to be critical. Check out what Crelate has to offer by setting up a free demo today!

Source: 5 Signs it’s Time for an Upgrade to Your Candidate Management System – Crelate

Why recruitment software needs to be user-friendly • Recruitee Blog

One day Recruitee had a little surprise in the mailbox. Capterra told us that we’d made it to the top 10 of their Top 20 Most User-friendly ATS (Applicant Tracking Software)!

This means a lot. Not only because Capterra recognizes us! But also because they recognize us for what we’re aiming for – “user-friendly.”

Most of the on-going competitions are about having killer features, or who can get their hands on the hottest technology. Why do we care about “user-friendly”?

Back in the days, we were knee-deep in the hiring chaos. We desperately needed some sort of structure around this hiring thing. We found a bunch of software, but couldn’t figure out any of them. They were too expensive, or too hard to use (imagine working with computers in the 90s). So we opted for building our own recruitment software. (With hindsight, it’s expensive and hard on our side. But it’s all worth it. And it’s another story for another time). We decided early on that we would make Recruitee all about “user-friendly.” Because we, as the first users of Recruitee, as well as the users later on, are…


Everyone who has hired can feel the pressure. “Where is that goddamn file?” “The interview is today?” “Who has emailed that candidate?” “What did they say again?” The constant switching between mailboxes/calendars/folders/spreadsheets is killing. A ridiculous amount of your time is spent on retrieving scattered information. Ending this nightmare was the first thing we did. The solution is overviews – one overview for every section in Recruitee. Before you dive into the details, you have a clear picture of what’s going on. When you dive into the details, you can access every data within three clicks. No time is wasted on finding the information, it’s well spent on processing the information.

Living in the 21st century.

We’re living in the age of touch screen, intuitive design, and clean aesthetics. Yet, there is software that looks like computer interface in the 90s. It even requires training before you can click on anything! Frankly, we’re shocked. We remind each other every day that no matter how complicated Recruitee would become, we are going to make it intuitive. Clean interface, useful tooltips. As soon as users are in the software’s environment, they know where to go, and what to do. Not spending 30 minutes finding a button, and definitely not doing that after a week of training.


We might have the same problem with hiring, but our context and approaches are different. Can you imagine using software that doesn’t allow you to adjust to your own hiring workflow? No. That’s bad. We fix this by making many things customizable in Recruitee: from careers sites, hiring workflow, screening questions, to hiring roles. It’s a tightrope between enough flexibility and too much flexibility. How do we find the sweet spot? We talk with users, early and often. We spot the behavioral patterns and decide where the line should be. Catering to individuals’ hiring needs is a co-creation process, not a dictation of how to hire.


Users hire in teams, with each team member plays different hiring roles throughout the process. Recruitment software must be something everybody can work together with, from a junior to a CEO. The silver bullet? Develop every feature from a beginner’s angle. Feedback from new users is integrated into each development sprint. Each pixel must be so simple that users can understand at a glance, not having to contact their tech department to decipher the software every time they want to do anything.


Users want to have their hiring problem solved. End of story. Our features are only valid as long as users use them. Once we realized this, there is no going back. We dodge the chase after fads in recruitment software development. Again, by talking with users daily, we assess the needs for key features and focus on making them happen. Users like it that their problems are being heard and worked on. We like it that Recruitee becomes more useful after each update. It’s the goal of building the software, after all. Not because it’s cool and shiny, but because it helps us all hire better.


Users want to have their problem solved. Together with other problems connected to that problem. That means outside the software, and into everything around it. So we create plenty of resources for hiring, write about ways to improve your hiring, along with other content aiming to help you hire better. For example, this video:

“Recruitment software needs to be user-friendly” is a straightforward common sense. But it often becomes secondary to feature requests. Thanks Capterra for putting the spotlight on user-friendliness again! Let us all remember our starting point, and why we need recruitment software, at all.

“Be the Grease” aka the WD-40 Between You and Your Talent

‘WD-40ing’ the Way for Recruiters:

Jason S. Capps, PhD, Content Marketer at Crelate, Inc.

When I was growing up in the Midwest in the 1980’s I saw my dad spend many a weekend working on his ‘baby’, a 1957 Chevy Bel Air Convertible. He bought the car in 1975 and did a complete restoration over the next three decades. Along with being obsessed with the car my dad was also a big fan of WD-40. “Jason, WD-40 can fix all kinds of things, just spray it on and watch the magic,” he would say as he attempted to get a rusted bolt loose from the engine block of the ’57. WD-40 was also effective for shining up all of the chrome on his classic car.

The great thing about WD-40 is the fact that it is so incredibly versatile – it could be used to ‘fix’ all kinds of things for my dad (aka the ‘weekend warrior mechanic’). If we needed WD-40 and ran out there was no choice but to make a trip to the auto parts store and get more, there were no substitutes for it. Likewise, if we were attempting to do a job that required WD-40 we had to have it or be completely blocked.

1957 Chevy Bel Air Convertible

Indeed WD-40 has many uses – perhaps as many as 2000 – and is always involved in ‘greasing’ a path for people to make difficult tasks much easier. In the recruiting world I am curious how often recruiters need to act like “WD-40” in order to make it easier to loosen that ‘rusty bolt’ (i.e., the open job requisition) from the engine block (i.e., the talented members of your ATS)?

As a recruiter have you ever felt blocked, stilted, or slowed down because of a cumbersome ATS? In our ongoing “Be the Grease” series I openly wonder, “How can an applicant tracking system or talent relationship management system (TRMS) be a game changer for smoothing the way for recruiters to be more efficient and effective?” If you’ve ever uttered the phrase, “Man this system sucks, if only I had something better!” or “I could be great at recruiting if I could just find a more efficient way to keep track of all of my talent” then this article is for you.

One way for recruiters to be the WD-40 is to have recruiting tools that foster relationship-building and engender time saving measures so that connecting with candidates and clients can be the focus, instead of wrestling with a cumbersome ATS. In other words, it’s important to have the right technology solution that ‘sponsors’ and ‘encourages’ greasing the path for linkages between recruiters and candidates. There are several ways we think the right technology can help recruiters do more of what they are highly motivated to do. One of those ways is an ATS/TRMS should make getting candidates into your database a quick and easy process. Recruiters often meet people that could be a good fit for a current opening, or for an opening in the future, and need an effective way to capture their information in an efficient manner.

Import from a Virtual Business Card or Resume

So, the typical scenario might be that through a friend of a friend a potential candidate has sent you their virtual business card and/or a resume they would like you to take a look at. You quickly scan it and are interested in the person and excited to get them in your ATS! It’s precisely at this moment that technology needs to get out of the way and allow you to quickly get their contact materials into your database.

Crelate makes this process super easy. When creating a new contact, simply click on “Import from vCard” or “Import from resume” and then upload the document that contains the contact information for an incoming candidate (the process is identical whether importing a vCard or resume). Once the vCard or resume is uploaded you can then add tags and/or add customers to this candidate and you can also add them directly to a job, noting where they were sourced from, setting someone else as the owner, and/or categorizing them as a ‘client contact’ or ‘candidate’.

Grelate’s Import Feature for new Talent

Next, once you have all of the information you want, click on “Start Import” and let Crelate do its work. You are then allowed the opportunity to ‘Make Edits” and click on “Continue” to get that candidate into your ATS. Finally, you will see a “Summary of import” for the candidate and be able to open up their record and begin ‘being matching them with their next job placement.

Crelate’s Candidate Profile Feature

Capps57#8This is just one way that a Recruiting CRM should help recruiters quickly capture information, from the talented people they are working with, so that the magic of wedding the right opportunity with the right talent at the right time can consistently happen.

Just like my dad used WD-40 to ‘grease’ his way toward restoring a classic car you can ‘grease’ your way to happier customers and more satisfied candidates by having an awesome ATS at your disposal. An effective ATS can allow there to be far fewer ‘blockages’ between customers and candidates.

There is no substitute for WD-40 and likewise there is no substitute for great recruiting tools for your recruiting business. There are ways that effective technology solutions will help make you be the rock star recruiter you are striving to be.

Source: “Be the Grease” aka the WD-40 Between You and Your Talent – Crelate


Crelate’s Glossary of Terms for Professional Recruiters


Crelate’s Top Must-Know Terms for Professional Recruiters

Jason S. Capps, PhD, Content Marketer at Crelate, Inc.

Professional recruiters that are in the market for an effective Applicant Tracking System (ATS) / Talent Relationship Management System (TRMS) will no doubt benefit from a brief refresher on several key terms that are relevant for today’s recruiters. Here are 23 terms that are critical for Professional Recruiters:

Activity – A task in the recruitment workflow that needs to be completed so the process can continue (also could be part of creating a candidate profile).

Boolean Search – Search that allows the user to combine words or phrases using the words AND, OR, NOT (Boolean operators) to limit, broaden, or define your search (this aids in producing more relevant results).

Candidate Portal – A portal where job candidates can apply to specific jobs or submit ‘general information’ for future opportunities.

EEO – Equal Employment Opportunity – Federal laws that make it illegal to discriminate against a job applicant or an employee because of the person’s race, color, sex (including pregnancy), national origin, age (40 or older), disability or genetic information. Laws apply to all types of work situations: hiring, firing, promotions, harassment, training, wages, and benefits.

Full Text Search – In text retrieval, full text search refers to techniques for searching a single computer-stored document or a collection in a full text database.

In Mail – Way for recruiters to message personally potential candidates about career opportunities. This is a ‘business-oriented’ form of social media that has the advantage of providing context for recruiters and candidates.

Job Board – An advertising and publicity vehicle for hiring managers to post current job openings in a central location.

JD (Job Description) – A formal account of an employee’s/potential candidates job responsibilities; way to clearly identify and spell out the responsibilities of a specific job.

Phone Screen – Step in recruitment process before an in-person interview where suitability for a particular role or purpose is evaluated. This often narrows the applicant pool, is more efficient and less costly (than other options), and is a step prior to an in-person interview.

Pipelining – Part of the recruiting process where hiring managers purposely maintain a database of candidates to fill potential requisitions. The hiring manager forges a relationship with candidates that go beyond what’s on his/her resume–and tracks all interactions with them–calls, emails, in-person meetings, interviews, placements and so on.

Questionnaire – List of questions that recruiters can ask potential job candidates in order to expedite the sourcing candidates process.

Reference Check – Step in the recruiting process whereby references (provided by candidates) are checked/verified by hiring managers/recruiters.

Resume Parser – The conversion of a free-form resume document into a structured set of information suitable for storage, reporting, and manipulation by software. It helps recruiters to efficiently manage electronic resume documents sent electronically.

Req (Requisition) – Request by supervisors who want to hire additional staff (or replace employees who resign or are terminated). A recruiter will compose job postings based on requisitions and discussions with hiring managers or department supervisors. Requisitions are part of the ‘checks-and-balances’ procedures that many organizations follow for workforce planning and staffing actions.

SEO – Search Engine Optimization – process of affecting the visibility of a website or a web page in a search engine’s unpaid results–often referred to as ‘natural,’ ‘organic,’ ‘or ‘earned’ results.

Send Out – A potential job opportunity ‘sent out’ to potential suitors.

Sponsored Job Posting – An advertisement created by an employer/job sponsor/hiring manager, or a recruiter that alerts current employees or the public of an immediate or future job opening within a company or recruiting agency.

Stages – Parts of a recruitment process that is set up by the hiring manager or recruiter – things could include: new candidates, initial coffee meeting, phone screen, interview, shortlisted, reference check, and so on.

Submittal – A person or thing that has been presented to others for a decision- For instance, the submittal of an employment application.

Syndication – The process of publishing job openings/positions on job search engines such as: Indeed, SimplyHired, Glassdoor, Monster or Job board syndication is when a candidate applies to a listing they find on a job board–their application will go directly to your recruitment software site.

Talent Relationship Management – Software that brings the very best of traditional Customer Relationships Management functionality to bear, while also focusing on recruiting, networking, on-boarding, growing, and maintaining lasting relationships with individuals.

View – Allows recruiters to see all of their upcoming tasks/activities and also quickly and easily track how their candidate placements are going (what stage(s) they are in).

Workflow – Progression of steps (tasks, events, interactions) that comprise a work process, involve 2 or more persons, and create or add value to the organization’s activities.

Source: Crelate’s Glossary of Terms for Professional Recruiters – Crelate

“Be the Grease” – Spend Time Recruiting Not Entering Data

Be the Grease

‘Greasing’ the Way for Recruiters

Jason S. Capps, PhD, Content Marketer at Crelate, Inc.

One day I was working in the Crelate Inc. West Coast office and Co-Founder, Aaron Elder came into my office and proclaimed, “We want to help recruiters ‘Be the Grease’”! I was immediately intrigued by the metaphor and asked for a little more clarification. Aaron indicated he had been thinking about the relationship between recruiters and their two constituents: customers and candidates. My interest was piqued so I said, “Tell me more!”

Aaron then said that an effective Applicant Tracking System (ATS) and Talent Relationship Management System (TRMS) should do everything possible to ensure that recruiters and talent relationship managers have as much time as possible to be a conduit (aka “grease”) between their customers (employers) and clients (candidates) – with the ultimate goal being connecting the right people with the right opportunities in the most efficient way possible. Technology should edify the process and not ‘get in the way’ of recruiting professionals. I thought this was a great way to think about recruiting and I immediately thought of the gears (i.e., wheel bearings) and wheel axle on a bicycle and the role that grease plays to help keep the bike running in tip top condition.

The grease reduces friction between all the key components and allows the system to function. Some experts indicate that the axle bearings need to be cleaned and repacked with grease every 500 miles. Perhaps like bicycles, that need a tune up ever so often, professional recruiters also need a technological ‘tune up’ in order to further their placement/business goals.

Wouldn’t it be nice to have an ATS that fosters ‘greasing’ the way for recruiters to make connections between those that have open jobs and those that are looking to make moves to new opportunities? What are a few specific ways that a solution can help recruiting professionals ‘be the grease’?

There are several ways we think the right technology can help recruiters, here are just a two small examples of how Crelate strives to help reduce friction and save you time as we humbly strive to help you “be the grease”!

Paste Parser

When creating a new contact, simply paste an address, signature block or bit of contact information into the “Paste Parser” and we will fill out several fields for you! Then hit “OK” and you will be taken to the contact record where other key items can be added to the record.





Chrome Parser Tool

While browsing the web, or viewing a candidates profile on your favorite sites or their profile pages, the Crelate’s Chrome Extension makes it easy to grab key candidate/contact information.  Simply click the Crelate button in your browser and watch as Crelate automatically parses the candidates information, including profile pictures. Then it’s simple for you to edit and import all of the demographic info into Crelate. Similar to the paste parser the Chrome Extension will create a new candidate and populate the information from the candidate record from the profile page.






These are just a couple of the ways that an ATS/TRMS should ‘be the grease’ between customers and candidates and, therefore, allow recruiting professionals to have all the time they need to build relationships in their communities. The key take-away is your ATS/TRMS should be useful for quickly importing candidates from a contact record. This will, no doubt, aid in fostering long-term relationships with customers and candidates and help make both customers and candidates successful.

Source: “Be the Grease” – Spend Time Recruiting Not Entering Data – Crelate

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