Automation is reducing the administrative burden on workers, giving them more ‘time on tools’ – i.e. more time to do their actual job. For recruiters, who have to cope with an enormous amount of incoming unstructured data that is laborious to sift through, CRM automation helps to reduce the time spent on tasks such as CV screening, reference checks and interview scheduling, freeing you up to spend more time with customers.
In particular, there are a number of admin-intensive tasks that CRM automation can take on, using Business Process Automation (BPA) and Robotic Process Automation (RPA).
What is Business Process Automation?
BPA is the use of software to automate repeatable business processes. In the context of recruitment, for example, a business process could be anything from updating candidates, to matching skills with job descriptions. BPA is capable of automating these tasks, even when they involve a number of IT touchpoints.
What is Robotic Process Automation?
RPA is the use of bots to carry out repetitive tasks that would previously have been done by humans – for example, copying and pasting data, or moving data from one place to another. RPA is typically employed for more simple tasks, and can be part of a BPA solution.
8 labour-intensive tasks that CRM automation can perform for recruiters
- Transcribing/writing up notes after interview conversations
You’ve had a great conversation with a client, and now you have to summarise it for the CRM. It’s an extra workload that you could do without. Viva Sales integrates with Microsoft Dynamics to automatically transcribe your meeting recordings and provide a summary of the meeting, saving you time and ensuring an accurate meeting record is logged in your CRM.
- Allowing candidates to update and manage their own data
Inputting data that candidates and employers send to you is a laboursome task that can be avoided with CRM Automation. By giving all clients and candidates a portal within the CRM, they can manage their own details, whether that’s updating their CV or uploading a job description. You can manage the portal to ensure a standardised look and feel across the board, but you no longer have to spend time managing data.
- Onboarding new recruitment staff and getting them up to speed
Onboarding is a critical time to ensure new starters are supported to understand and meet expectations. But the time taken to carry out training is time away from work. CRM Automation can help by laying out processes for easy visualisation and action, and as a portal to access tutorials and training. In addition, you can set your CRM to automatically remind new staff about required training, and to log when that training has been completed.
- Identifying duplicate candidates in systems
Duplicates in the system are a common problem that can be difficult to spot with the naked eye. With an advanced CRM, however, any duplicates are flagged for easy removal. This not only avoids miscommunications caused by contacting the same person twice, or forwarding duplicate candidates to a client, but also saves time and improves output.
- Supporting multi-channel communication
Not all candidates are waiting at their desk for an email update. In various industries, and for temporary positions, it’s more convenient to be contacted by other, more immediate means – for example, a text or WhatsApp message. With CRM Automation you can automatically contact people using their preferred platform, which reduces the chance of missed communications and ensures candidates can respond quickly when opportunities arise.
- Inbound and call automation
Time spent re-routing calls is time wasted. With CRM Automation, you can automatically route calls to the appropriate person. It also helps with call scheduling, and can trigger a call from the system, saving you time arranging and executing calls.
- Matching candidates to roles automatically
When clients post new jobs, you want to be able to forward candidates as soon as possible. Rather than spending time scrolling through or manually sorting clients, wouldn’t it be simpler to be able to bring up a list that matches candidate expertise with required experience? CRM Automation makes it easy, automatically cross-checking keywords and phrases to deliver a customised list of relevant candidates. This speeds up the process, enabling you to get the ball rolling ASAP.
- CV processing
With the onset of AI and natural language processing (NLP), CRMs can now instantly process a CV, pulling out the key pieces of information needed by your recruitment team. This can be as simple as basic personal data, such as name, address, and email, but can also include more advanced keyword, key phrase and even key paragraph extraction.
Imagine a world where CVs, job descriptions, job emails, covering letters, client and candidate meeting transcriptions are all processed together and matched instantaneously with a strength score assigned. With NLP and CRM automation, it’s already possible. Don’t get left behind.
Less time on admin, more time on the job
The less time you have to spend managing data, the more time you have to spend on account management. This doesn’t just enable you to increase the quality of the service you provide your existing clients and candidates; it also gives you the capacity to increase the number of clients and candidates you work with, enabling you to scale your business – and your profitability.
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