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Here’s Why You Need Staffing Software For Your Agency

Let’s face it. Managing staff is a minefield. Staffing software can be essential when dealing with certain situations. It’s one of the toughest tasks any business faces, even if they have the most dedicated, diligent workforce. There are so many variables and so many angles that you need to cover, and it’s not always easy to keep track and cover all your bases.

Excel spreadsheets and other free tools to help you organize your business are great when you’re first starting out. However, they have some severe limitations that can prevent your small agency from becoming any bigger. Even if you don’t want to scale up, you may also find that these free tools can still hold you back and prevent you from focusing on your clients more in your everyday operations.

We’re going to help you determine if you need staffing software (the answer is almost undoubtedly yes!). You’ll also learn some of the helpful benefits of staffing software for your small staffing agency, allowing you to focus more on the other essential areas of your business. The right solution will streamline how your business operates, prevent time and resources from being wasted, and help your bottom line.

Take a look at six reasons why you should invest in staffing and recruiting software for your agency and unpack how a dedicated solution can assist your business:

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     1. All Your Client Data In One Place

It’s important that everyone in your business who works with clients and those they want to recruit has accurate information about those clients. It’s true that each agent tends to build a relationship with their respective clients, but you could be missing out on big opportunities if not everyone has access to what these clients are looking for. Another agent may have the perfect candidate but would never know it if they couldn’t take a look at the most recent information about what each client is in the market for.

Your staffing software will give you the place to house all of the relevant client information you gather and give all other agents in your business access to that information. When new recruitment candidates come in, the agent working with them can search your database of clients for potential matches without having to talk to their colleagues first.

     2. You Have One Repository For Recruits

Likewise with staffing management, ensuring that your employees can access up-to-date information about potential recruits is vital. Each agent needs to be able to easily see who is available, what their skills are, where their experience lies, and if they would be a good fit for a client. Being able to search one central repository for this information will save you all a lot of time and effort. This will also allow your employees to truly collaborate with their clients.

A solution like this will also help to ensure that you don’t lose information on clients or potential recruits. If each agent in your business has a spreadsheet – even one saved on a server for all to access – it is far too easy for information to be accidentally erased or for versions of the file to get overridden by another user.

     3. Communications Are Recorded And Trackable with Staffing Software

A staffing agency, even a smaller one, can deal with a lot of queries from both companies looking to hire people and those people looking to get hired. These leads – whether they come from your website or another source – need a proper solution that can help you to track where they came from, when they were contacted and what they are looking for. Without proper customer relationship management (CRM), it’s hard to ensure your business converts those leads into paying clients.

With a good software solution in place, anyone can log in and see exactly where a lead is along their sales journey. The system will automatically record sent emails and you can log when calls were made and include notes about the discussions that were had. You can even get systems that will send automatic follow-up emails to leads or remind users to follow up on specific days. This will ensure that no agent will forget about a lead or send them incorrect information based on their earlier conversations or the original query.

Another major bonus of a CRM solution is that all of your employees can have access to the system and the information it stores. That means that if someone is off sick or leaves the company, another agent can pick up the process without an extensive handover.

     4. You Can Segment and Search Data 

A major advantage of staffing and recruiting software is that you can fill in keywords for your client and potential recruits based on what they are looking for. You can then easily search through the databases to see if there are any matches. This will streamline your efforts and allow you to make more matches faster. You can also see easily if there are any gaps in the staffing options you offer depending on the kinds of queries you receive from clients.

Being able to segment a database will also make communication a lot easier. If there is a bulk job where a client is looking for a number of recruits, you can segment the database based on the criteria and send out a request to just those people. You can also easily text a group of people information, or make calls to people on your database to update their information if you find they are missing important elements through your segmentation and searches.

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     5. Administrative Tasks Are Streamlined When Using Staffing Software

One of the biggest time sinks for any business is that of repetitive administrative tasks that have to be done in order for the business to operate. When they need to be done manually each time – like forms from applicants getting inputted into the system, processing payroll, or generating invoices for clients – they can take up a lot of your agents’ time.

A staffing software system that can do these kinds of tasks for you at the click of a button, or even better, be set up to automatically do them at a certain time each month will save you time and money. Your agents can spend their time focusing on clients, building strong working relationships, and generating income for the business. This is a far better use of their time and skills – and it’s the job you hired them to do.

     6. The Risk Of Human Error Is Reduced

Another big bonus of automating tasks is that you reduce the risk of human error. Manually generating invoices can lead to mistakes that cost your business income, especially if they don’t get picked up by anyone. The same goes for record-keeping or inputting data from clients or potential recruits. 

If you have paper forms that then need transcribing into your digital records, there is major potential for human error in the typing process. It’s also a waste of time because the information gets handled twice instead of just once – straight into the system.

When it comes to record-keeping of interactions with leads, having a staffing software system that tracks most things automatically will ensure that everyone has access to the most up-to-date information at all times. Those reminders for contacting leads and following up with them will also reduce the risk of agents getting too busy and forgetting about them.

Staffing and recruiting software can change your business for the better, and it will help you to scale up with ease. Technology gives us the edge in so many ways, and even the smallest businesses can benefit.

All of these factors will enhance your business’s performance and its profits alike.