The Importance of Having a Decluttered Recruitment Database

As a recruitment agency, your candidate database is your holy temple, the pot of gold whence all your successes come. And just as you love and cherish your home and always want it to be modern, clean and organised, you should strive to have these same characteristics for your database.

However, the case with a lot of agencies is that their databases are often not as organised and up-to-date as they'd like them to be. Sometimes they don’t have enough time to devote to it, which results in cluttered databases. Some of the most common pitfalls are things like inactive candidates, old/inaccurate data, candidates who have left the country, and the most recent dread of all: GDPR compliance.

GDPR Compliance

Ever since GDPR was introduced, every recruitment agency in the UK and Europe have been facing major issues: large databases that are all over the place, not enough staff to do the cleansing, updating and complying according to regulations. Here’s how you can fix these issues in a fast, easy and cost-effective way.

Define a screening process for managing new and existing candidate applications How do you handle new applications? Is your database updated on the existing applications? If you don’t have a clear answer to these questions that means you're not doing it right.

To get the most accurate picture on your database, start by re-screening the existing applications you have. Define a process on the essential data that you need to re-check with the applicant and update in your ATS accordingly. This means you may need to be on the phone for quite some time, especially if your database counts thousands of applicants.

Next, contact each applicant in the initial period of their application to maintain and nurture a relationship with them. Make sure you include this in your process, as we all know how important it is to maintain a relationship with your potential future employees. You never know when a job opportunity that's perfect for one of them might arise.

Set Database Maintenance KPI's

Don’t just give the task to your team of recruiters and forget about it. Instead, make sure the database maintenance process is entirely controlled by you, by setting daily targets to be reached by each person.

Is your database small, medium or large in terms of the number of candidates? According to our experience, a database with up to 1000 applications is a small database. A medium database has from 1000-5000 applications and a database with 5000+ applications in it is considered a large database. Depending on the abilities and size of your team, as well as the time you have at your disposal, set a daily target and have your database cleansed and re-organised according to regulations and expectations.

Use a Resource Service Provider

Don’t have the time, nor the resources to go through candidate database cleansing? Use a resource service provider and reap all the benefits of it. It’s not uncommon for recruitment companies to have to deal with time-consuming repetitive tasks. Which leads to the conclusion that you may need to get some extra help to do what’s needed in a fast and effective manner.

Your recruitment database is your holy temple and keeping it clean and well-organised is worth investing in. When you know exactly who you have in your database, you will yield better results and fill your clients' job positions and recruitment needs effortlessly. 

Interested in finding out more about using a resource service provider? Contact us today and we'll tell you how we can enhance your recruitment and save up to 65% on employee-related costs!

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