How do you train your staff on using an applicant tracking system effectively?

Before you assess this stop and go back a step. Don’t let the wrong people decide on the ATS that will be implemented. Don’t let it be a “free add on” to an existing HRIS that won’t be configured properly or isn’t fit for purpose. (I’m tired of hearing that this is happening!!) Let the talent acquisition function be part of the decision - they are the ones who will use it, they are the ones who will need to encourage managers to use it, and it will be the technology delivering the candidate experience. Ensure it is fit for purpose.

1. Provide a comprehensive introduction 2. Hands-on training 3. Creating a knowledge base 4. Ongoing support 5. Measure success  Overall, a combination of comprehensive training, ongoing support, and measurement of success can help ensure that employees are using the ATS effectively.

Have to agree with Katrina Collier on this. TA should lead the configuration, process mapping and implementation of any ATS system. And if you don't have the experience on the TA or HR Ops side, then find someone on contract. Your implementation partners are NOT experts in your recruiting function. They don't want to highlight the system limitations. Recruiting and Recruiting Ops leaders know who to uncover the limitations and figure out how to best address them.

Consider established staff vs new joiners, those who have recently completed education can be quicker to pick up new knowledge and embed processes and practice covered, with established users often being time-poor and wishing to see benefits of the solution over existing process. Some of the best learning materials I have seen include on-screen walkthrough, assessment and drop-in/drop-out sessions regularly provided to encourage continual improvement. The worst I've seen is a paid for short training day and then no support, or a bulky "cover-all" user guide.

Conduct a needs assessment to identify any knowledge gaps or areas where additional training may be needed. Provide a variety of training methods, such as online tutorials, in-person workshops, or one-on-one coaching, to accommodate different learning styles and preferences. Regularly evaluate the effectiveness of the training and make adjustments as necessary to ensure that it meets the needs of your staff and effectively supports their use of the applicant tracking system.

Some ATS offer their own self-paced training and job aids. You may want to use these as prototypes and edit to include your company's specific practices.

Assess the current level of knowledge and experience with the system, and identify any knowledge gaps or areas where additional training may be needed. Then, consider the most effective training methods for your staff, whether that's online tutorials, in-person workshops, or one-on-one coaching. Provide opportunities for practice and feedback to ensure that staff feels confident and comfortable using the system. Evaluate the effectiveness of the training and make adjustments as necessary to ensure that it meets the needs of your staff and effectively supports their use of the applicant tracking system.

If possible, record live trainings or save written transcripts that can be used as references later. Consider creating an FAQ based on questions posed by the team during the training sessions.

Employers have a great deal of flexibility when configuring applicant tracking systems. While an ATS can be a valuable tool for creating more diverse and inclusive hiring processes, it can also introduce bias if not used carefully. For example, if the data used to train the algorithms in an ATS platform is not representative of the population of candidates, the platform may be more likely to favor certain groups of applicants. This is because the algorithms are trained to look for keywords and phrases that are more common in the resumes of the groups of applicants they were trained on. It's essential to keep in mind that bias can also be present in the job boards where you post your jobs, so you need to cover this in your training as well.

One thing we did was identify a few members of the team that will act as our SMEs (subject matter experts). We provided them early training, early access to the tool - in a sandbox environment- to play around, and then had them write out SOPs on creating a job, hiring a candidate, etc to get more familiar. We'll be training our entire team on the product but will look to our SMEs to help their peers if needed.

Training staff on how to analyze and interpret data from the ATS is also critical, and should be added on hands-on practice and other training. Analyzing candidate sourcing and time-to-hire data can inform hiring decisions. Recruiters must develop visualization and critical thinking skills to identify areas for improvement and make actionable decisions based on data.

Along with finding out how each individual best learns I have seen success in hands on visual aids around the screen - sometimes this is - A devolved sticker-around-the-monitor process which works when you're face to face - Shared screen observation and tips - Ensuring screen prints and a concise user guide is available and accessible (print helps!) - Short and regular tips and tricks during weekly or monthly sessions I'm not an adult educator but know that users thrive when equipped with best practice, or shortcuts to their processes. Additionally, any automation which is well planned and works will be appreciated!

The ATS should be in place to add efficiency across multiple departments, so regular engagement to judge how it is performing is essential. Using scorecards covering the below areas at least quarterly will help to keep the supplier informed and working for the users: - Time saving wins - Functionality limits - suggested improvements - Required workarounds - Downtime / frustrations for access - News of alternatives or suggested changes from the users Reviewing and keeping track of these topics help the business, especially employment organisations, to work lean and keep up with what is really important ahead.

Ideally solicting input from users during a pilot program before it is launched and a few weeks after. It would also be great to do quarterly check-ins with users to help implement new ideas. Assign a champion in your TA organization to work fluidly with POC of ATS. This could lead to more effective and efficient changes on the fly.