• Focus on Data-Driven Research
• Highlight Opportunity Cost
• Showcase ROI and Accuracy
• Enhance Employer Branding
• Emphasize Cost Reductions
• Ensure Seamless Integration
• Present Industry Success Stories

Focus on Data-Driven Research

Data-driven research is absolutely essential when developing a business case for purchasing new recruitment technologies. From my own experience, concentrating on measuring the possible return on investment is the most effective strategy. Examining our present recruiting statistics in great detail has been one tactic I have found to be really successful. I’ll review items such as applicant pipeline conversion rates, cost-per-hire, and time-to-hire.

For instance, I dealt with a customer whose 45 days of average time-to-hire was reduced. We projected a 20% savings by including a recruiting automation system, therefore reducing it to 36 days. By use of variables like lowered overtime, lost productivity, and opportunity cost, quantifying the impact in actual dollars helped create a strong financial case.

Another approach I’ve found valuable is benchmarking our recruiting performance against industry peers. Using outside data sources, I will determine our position and then create the case for how the correct recruitment technology may bridge any gaps. Presenting it as a competitive need rather than a nice-to-have will inspire leaders far more. The secret is really turning the advantages of a new tool into real-world commercial results.

Whether it’s improving hiring efficiency, enhancing the applicant experience, or strengthening employer branding, I constantly try to link the technological investment with the bottom-line influence. Though it’s not always simple, I have discovered that the most convincing business case is created by a data-driven, outcomes-oriented strategy. Quantifying the ROI in plain financial terms helps me to excite executives about the possibilities presented by these new recruitment approaches.

Swati Paliwal, Technical Recruiter, Gowide

Highlight Opportunity Cost

When making a business case for recruiting tools, I always stress the opportunity cost of leaving the issue unaddressed.

Too many business leaders see HR as a pure cost center and do everything they can to cut tangible costs in the HR department. However, rarely do business leaders consider the costs associated with time, effort, and existing internal resources, which are often considerable.

As a result, framing things from an opportunity-cost perspective helps highlight the cost-saving benefits of recruiting tools, satisfying business leaders’ innate need to reduce costs. For example, if a recruiting tool saves 1,000 hours of administration a year, that represents a significant cost saving from a working-hours-spent perspective.

With opportunity cost approximately framed, you can now highlight potential return on investment clearly, increasing the likelihood of adopting your chosen tool.

Chloe Yarwood, HR Manager, Test Partnership

Showcase ROI and Accuracy

One strategy I’ve used to build a compelling business case for investing in new recruiting tools is to clearly highlight the return on investment we can expect from the tool. For instance, Reveal competency-assessment users estimate they’re saving $400 per candidate when using competency assessments as part of the hiring process due to faster decision-making. This highlights the immediate cost-saving benefits.

Additionally, I share the impressive improvement in hiring accuracy. For example, before using Reveal, users were hiring the right person for the role 60% of the time. After incorporating Reveal’s competency assessments, this figure has jumped to 90%. This drastic improvement demonstrates the effectiveness of the assessments in identifying the best candidates for the job.

I also highlight the long-term financial benefits. Reveal has enabled organizations to save up to $100,000 per executive position by allowing them to target their approaches to developing and promoting internally. This not only reduces turnover costs but also ensures that we are building a team from within that is aligned with our company’s culture and values.

By presenting these specific metrics and connecting the investment to tangible outcomes, I build a strong case for why adopting these new recruiting tools is a smart move for our organization. It demonstrates that competency assessments not only enhance our ability to identify the best candidates but also contribute significantly to the overall success and financial stability of our teams.

Linda Scorzo, CEO, Hiring Indicators

Enhance Employer Branding

A strategy I’ve used is to highlight the enhancements in employer branding that modern recruiting tools can offer. In the competitive tech industry, the ability to stand out as an employer of choice is crucial. I illustrated how new tools with better candidate-experience capabilities, such as streamlined application processes and enhanced communication features, could significantly boost our brand in the eyes of potential candidates. By improving candidate engagement and interaction, these tools not only aid in attracting better talent but also in projecting our organization as a forward-thinking, tech-savvy company.

Alari Aho, CEO and Founder, Toggl Inc

Emphasize Cost Reductions

I think one effective strategy for building a compelling business case for investing in new recruiting tools is to highlight the substantial cost reductions achieved through these investments. For instance, by automating routine administrative tasks such as candidate screening and scheduling interviews, we can significantly decrease the time our HR team spends on these functions—often saving upwards of 20 to 30 hours per week.

Besides accelerating the recruitment process, I think these time savings allow our HR staff to concentrate on more strategic initiatives like talent development and employee engagement programs, which are crucial aspects of HR.

Additionally, if we consider the impact of these tools on the success of our recruiting efforts, such as successfully hiring two additional HR team members due to improved efficiency, it becomes evident that the investment pays for itself.

Spending less on repetitive tasks and more on strategic planning can enhance overall team productivity, boost employee morale, and ultimately foster an environment that supports growth and innovation. I would say that aligning resources with strategic goals definitely helps the organization to attract top talent and gain a sustainable competitive advantage.

Vikrant Bhalodia, Head of Marketing & People Ops, WeblineIndia

Ensure Seamless Integration

When pitching a new recruiting tool, I focus on three main things: seamless integration, clear benefits, and measurable outcomes.

I make sure the tool will easily fit into our current systems. Changing old habits is hard enough without adding extra complications. When we brought in a new recruitment platform, I emphasized how it would connect effortlessly with our existing HR software. Smooth integration helps everyone feel more at ease and confident about the switch.

Next, I highlight what the tool will improve. Without showing tangible benefits, the pitch doesn’t make any sense. For example, when presenting a tool that promised to speed up our hiring process, I explained exactly how. I shared real examples and success stories from other companies to illustrate its potential impact. Without this, someone not involved in the HR trends wouldn’t see much value in it.

Finally, I focus on tracking success. Clear metrics are essential. I set specific goals like reducing time-to-hire and improving candidate quality. These measurable outcomes provide a way to assess the tool’s effectiveness over time. This transparency builds trust and ensures we can make informed decisions about whether to keep using the tool or not.

On a personal note, I’ve always believed that staying current with technology is what keeps you alive in the market. In my years in HR, I’ve seen how the right tools can simplify tasks, which has a direct impact on boosting morale.

I know many of us defend ourselves from change, but remember it’s a chance for growth and innovation.

Susan Andrews, HR Consultant, KIS Finance

Present Industry Success Stories

One effective strategy for building a compelling business case for new recruiting tools is showcasing success stories from similar companies. It’s all about demonstrating that others in your industry have faced the same challenges and found solutions with these tools.

For instance, when we considered upgrading our recruiting software, we identified a few companies within our sector that had already made the switch. We collected and shared their testimonials and data, showing significant improvements in their hiring efficiency and candidate quality.

Presenting these success stories to our leadership team painted a clear picture of the potential benefits. It’s not just about saying the tool works; it’s about proving it through real-world examples. This approach made it easier for everyone to see the value and reduced the perceived risk, ultimately helping us get the green light to invest in new recruiting tools.

Jessica Bane, Director of Business Operations, GoPromotional

• However, with the right tools and strategies in place, you can attract top talent without breaking the bank. The answer lies in a strategic hiring approach that focuses on cost-effective strategies. Here are some tips to get you started.

#1. Build Your Employer Brand

Your employer brand is what sets your company apart from the competition and represents your company’s reputation in the market. It’s the way you communicate your values, culture, and mission to potential candidates. To build a strong employer brand, start by defining your company’s mission and values. Then, make sure your website, social media profiles, online engagement, and job listings reflect those values. 

Showcasing your company culture with pictures and testimonials from current employees doesn’t cost a thing. But the more you can show candidates what it’s like to work at your company, the more likely they are to imagine themselves joining and thriving on your team.

#2. Leverage Social Media

Social media is a powerful tool for attracting top talent and promoting your job openings to a wider audience. Even better, it’s free. Use platforms such as LinkedIn, Facebook, and more to share job listings, company updates, and employee stories. You can also use social media to connect with potential candidates and build relationships with them before they even apply. You may even be familiar with this strategy to engage new clients.

#3. Write Compelling Job Descriptions

Your job descriptions are one of the first impressions candidates have of your company, so it’s important to make them count. Make sure your job descriptions are detailed, accurate, and engaging.

Use language that reflects your company culture and mission. Be clear about the responsibilities of the role and the qualifications you’re looking for. And don’t forget to highlight the benefits of working at your company, such as flexible hours, stipends, professional development opportunities, or examples of a fun company culture.

#4. Streamline Your Recruitment Process

A long, complicated application process can repel top candidates. To keep them engaged until you can determine whether they’re your next great hire, make sure your recruitment process is streamlined and easy to navigate.

#5. Leverage Affordable Recruitment Software Built for SMBs

JazzHR is a powerful recruiting software that’s perfect for small businesses on a budget. With plans starting at just $75 per month, JazzHR gives you all the tools you need to attract and manage top talent. From customizable job listings to automated interview scheduling, JazzHR makes it easy to streamline your recruitment process and find the right candidates for your team.

With JazzHR’s recruiting software for SMBs, you gain access to:

• Mobile Friendly Job Boards
• Customizable Job Applications
• Posting Jobs to Free Job Boards
• Purchasing Premium Job Listings
• Searchable Resume Database
• Custom Job Workflow Stages
• Email Messaging Templates
• LinkedIn Recruiter Integration
• And so much more

Start your free trial today and see how JazzHR can help you build your dream team in your small business. 

• As a franchisee, you need to know what to expect and the types of costs you will encounter along the way. In this blog, we cover seven foundational steps you can take to start your own franchise.

What Is a Franchise?

A franchise is a business arrangement where the franchisor grants the franchisee a license to access their processes, trademarks, and proprietary business knowledge. This allows the franchisee to sell the product or service under the franchisor’s business name without the franchisor having to manage every location themselves.

Franchising offers a proven path for entrepreneurs to start a business locally, while leveraging the strengths of an existing brand. From establishing a solid business plan to navigating legal requirements, the journey to franchise success begins with careful planning and strategic decision-making.

How to Start a Franchise In 7 Simple Steps

#1: Plan and Research Franchise Opportunities

The first step in determining how to franchise a business involves a few key questions:

• Do you have a future vision for your business?
• Do you have the capital to start a franchise?
• Which industry is right for your franchise?

These questions can only be answered by you after evaluating and determining how franchising fits with your specific goals and objectives. Use tools like FranchiseDirect or FranchiseforSale.com to determine potential franchise prospects by location, investment level, or industry.

Begin by exploring various franchise opportunities to find a market that matches your interests, skills, and financial capabilities. Evaluate factors, such as market demand, competition, and brand recognition.

#2: Pinpoint Spend and Cost Budget

Starting a franchise is a large financial commitment. The initial investment to start a franchise can range widely, from $10,000 to $5 million, with most falling within the $100,000 to $300,000 range. The exact amount varies based on factors such as industry, location, and the specific type of franchise. Focusing on developing a finance plan early on can aid in the overall business venture.

#3: Set Business Plans and Goals

Even though many parts of the franchise are already defined, you still have control over its most important aspects. Creating a business plan will describe how your specific franchise will achieve the overall goals and objectives.

• Conducting industry research, local market trends, and creating a franchise business plan is essential for becoming a successful franchisee.

Developing this plan involves thorough research, a clear business idea, a robust financial strategy, effective marketing and sales plans, detailed operations planning, and a capable management team.

#4: Get a Franchise License Agreement

According to franchise laws, a franchisor is obligated to provide a Franchise Disclosure Document (FDD) before offering or selling a franchise. At the federal level, and in numerous states, there is no mandate to formally register an FDD.

However, in the 13 states, known as franchise registration states, a franchisor must register its FDD with the state’s franchise regulator before offering or selling a franchise within that state. In the nine states designated as franchise filing states, a franchisor must file a notice with the state regulator before offering or selling a franchise in those states.

#5: Form a Business Entity

Limited liability companies, or LLCs, provide business owners with liability protection, lower startup costs, and greater flexibility for management and taxes compared to other business structures, making them an attractive choice for many small business and franchise owners. Consider forming an LLC as you begin your journey to franchise ownership.

#6: Choose Location and Business Space

If your ideal franchise requires a physical location, choosing the ideal business location goes beyond aesthetics. It’s about selecting a competitive spot that fosters business growth, fits in your budget, and meets local and state regulations.

This decision can ultimately attract more customers, enhance operational efficiency, and ensure compliance with legal requirements. Consider factors like demographics, accessibility, and proximity in setting up a successful franchise location.

#7: Find and Hire Employees 

Once you have a budget, business plan, and location established, you need to start planning to hire employees. For franchise businesses, hiring and retaining the right employees can be the difference between a thriving franchise business and a struggling one.

Your franchise recruitment strategy is an essential part of your future business success. Implementing a strong recruitment strategy with cost-effective solutions, like JazzHR, is an effective way to ensure efficient time-to-hire processes for potential applicants.

Improving recruiting speed, quality, and efficiency is an ongoing endeavor. But it’s also an effort that is much easier for franchises like yours to continually make progress with when using an intuitive, easy-to-use ATS.

With JazzHR, you can automate and optimize the entire hiring process so you can compete in real time for tap talent and make great hires so you can focus your time growing your business and your people.

Start the Journey to Your Franchise Today

Now that you know the fundamentals of what it takes to start your own franchise, you can begin your journey to doing the hard work. While becoming a franchisee takes significant planning and investment, you can begin knowing that you will have the strength of a well-known brand behind you and a framework that will guide your efforts. And with the right hiring software, like JazzHR, you can streamline hiring and find the best talent fast for your growing business.

The most successful hiring teams use technology to help them streamline processes without sacrificing quality. Recruiting software for small businesses can automate tedious tasks, enhance candidate screening, and help you make data-driven decisions.  

To prove just how transformative these tools can be, we’ve gathered insights from HR and business leaders who have successfully harnessed the power of technology to optimize their hiring strategies. 

Cloud-Based ATS: A Recruitment Game-Changer 

“As the CHRO for a small- to medium-sized business, implementing a cloud-based ATS helped automate key tasks like posting open roles, resume filtering, and candidate communications.” – Steven Mostyn, Chief Human Resources Officer, Management.org 

For small businesses, efficiency is everything. A cloud-based applicant tracking system (ATS) reduces administrative headaches, speeds up hiring, and keeps teams organized. This means less time spent on admin work and more time engaging with top talent. Plus, built-in analytics provide insights into hiring trends, helping businesses refine their recruitment strategies for even better results.  

Video Interviews: The Ultimate Time-Saver  

“As a national company, coordinating interviews across multiple offices was a challenge. With video interviews, key decision-makers can still evaluate candidates even if they can’t attend live.” – Matt Erhard, Managing Partner, Summit Search Group 

“We use video software for initial screening, allowing candidates to record their answers to preset questions. Recruiters can then review and assess responses at their convenience, eliminating scheduling conflicts and respecting everyone’s time.”  – Alari Aho, CEO and Founder, Toggl Inc 

Coordinating interviews across different time zones and schedules can drag out the hiring process. Video interview platforms allow hiring teams to conduct live or recorded interviews, making it easier to collaborate on hiring decisions. One-way video interviews also let candidates respond on their own time, helping SMBs evaluate more applicants efficiently and without scheduling bottlenecks. 

ATS-Powered Screening: Less Guesswork, More Quality Hires 

“Our ATS automatically filters candidates, saving us hours of manual screening. Now, we focus on the best talent from the start.” – Manobal Jain, Founder, Trainerfu 

Manually sorting through applications can take hours, slowing down the hiring process. An ATS automates initial screening by flagging candidates that match job criteria, cutting down time spent on unqualified resumes. This ensures recruiters can quickly move forward with top talent, reducing hiring delays and improving the overall candidate experience. 

Resume Parsing: Speeding Up Selection 

“Our team struggled to quickly sift through growing piles of applications. Once we integrated resume parsing with our hiring software, everything changed.” – Lucas Botzen, Founder, Rivermate 

Resume parsing software extracts key skills and qualifications instantly, cutting manual data entry and speeding up time-to-hire. Integrated with an ATS, it creates a seamless pipeline from application to interview, helping SMBs make competitive offers faster. With real-time parsing, recruiters can quickly identify top applicants, reducing the chances of losing talent to competitors. 

Always-On Hiring: The Power of Constant Recruitment  

“In industries like home services, continuous recruitment is key. Our ATS keeps our pipeline full and makes hiring seamless.” – Bryan Eisenberg, Co-Owner, A Place At Home – North Austin 

For SMBs in high-turnover industries, waiting until a position is open to start recruiting can create delays. Having an ATS that automatically updates and redistributes job postings ensures your business always has a pipeline of potential hires. This proactive approach prevents last-minute hiring scrambles and helps companies maintain staffing levels effortlessly. 

Cut Time-to-Hire in Half with the Right ATS  

“Having an ATS cut our time-to-hire in half. It gave us the infrastructure to scale rapidly while maintaining a structured, metrics-driven approach to recruiting.” – Sunaree Komolchomalee, Head of HR, Cupid PR 

“We recently switched from manual processes to an automated ATS, and it has streamlined the entire hiring process. Tasks that used to be repetitive and manual are now fast and seamless.” – Jarir Mallah, Human Resources Manager, Ling 

A well-integrated ATS streamlines hiring with structured workflows, automated scheduling, and data-driven insights. By eliminating bottlenecks, SMBs can make faster, more confident hiring decisions and stay ahead of competitors. When hiring speed is critical, having a system that keeps everything on track makes all the difference. 

AI-Powered Hiring: Reducing Bias, Improving Efficiency 

“AI-powered resume analysis means that our team doesn’t have to spend time reviewing applications and comparing them to find the best talent. Plus, it ensures fair, unbiased candidate selection so no one gets overlooked.” – David Weisselberger, Founding Partner, Erase The Case 

AI hiring tools analyze resumes objectively, reducing unconscious bias and surfacing the best candidates based on skills and experience. This approach helps build diverse, high-performing teams while improving efficiency. With AI-powered insights, recruiters can focus on strategic hiring instead of admin tasks, making the process more equitable and effective.  

Skill Assessments: Hiring with Confidence  

“Integrating pre-employment screening tests with our ATS completely transformed our hiring process. We were able to match candidates to roles with more precision, leading to a 25% drop in turnover within the first year.” – Konrad Martin, CEO, Tech Advisors 

Pre-employment tests ensure new hires align with company needs and culture. These assessments provide deeper insights beyond resumes, helping businesses hire with confidence and improve retention. By measuring critical thinking, problem-solving, and technical abilities upfront, SMBs can avoid costly mis-hires and build stronger teams. 

The Future of Hiring for SMBs 

Hiring software isn’t just about saving time — it’s about making smarter hiring decisions. The right tools eliminate inefficiencies, improve candidate quality, and give SMBs a competitive edge in today’s talent market.  

Whether it’s an ATS, video interviews, or AI-driven analytics, investing in technology means spending less time on admin and more time building a great team. The SMBs that embrace these tools today will be the ones thriving tomorrow. 

Start your TA tech journey today with JazzHR. Request a demo and see how we’ve helped industry leaders slash recruiting time by 60% and save 10-15 hours per hire each week.  

By using savvy recruiting tools and strategies, you can position your SMB in front of the best candidates for your open roles, highlight your unique value proposition, and grow sustainably over time. And if you’re feeling daunted about competing with larger or more experienced talent acquisition (TA) teams, don’t worry — the tools in this guide are accessible, affordable, and tailored to SMB needs. Let’s take a look at the top recruiting solutions you can add to your toolkit, so you can start bolstering your employer brand.

–Recruiting Tools for SMBs: FAQs

–Top Recruiting Tools for SMBs

–How to Choose and Implement Recruiting Tools

• That’s why we’ve created The Small Business Recruiting Advice Manual. This comprehensive resource is designed to provide expert guidance and practical advice to help small business hiring managers improve their hiring outcomes.

From establishing realistic hiring goals to spending recruiting budgets wisely and leveraging affordable hiring software, this eBook covers everything you need to know to streamline your recruiting process and find the best candidates for your business.

The Small Business Recruiting Advice Manual is a must-read for any small business owner looking to fast-track their hiring process and attract top talent, especially in today’s competitive job market. It’s packed with tips and strategies curated specifically for small businesses that face unique challenges when it comes to hiring. 

Here’s a peek at what’s inside:

In today’s competitive business environment, employee loyalty is a key pillar of organizational success. This loyalty hinges on positive experiences throughout the recruitment and onboarding cycles. Sectors such as nonprofit and healthcare face unique staffing challenges, making the need for efficient recruitment and onboarding processes even more critical.

This blog explores how integrating an ATS (applicant tracking system), Payroll, and HR (Human Resources) system is key to building employee loyalty, with insights from Greenshades and JazzHR on their approach to simplifying these critical processes.

The Importance of an End-to-End Recruitment Process

A seamless recruitment process, stretching from candidate sourcing to onboarding, lays the foundation for building a loyal workforce. Integrating ATS, Payroll, and HR systems plays a critical role in streamlining this journey, ensuring a smooth, efficient, and positive experience for new hires.

Such integration not only increases operational efficiency, but also significantly improves the interaction between the organization and its potential employees, setting the stage for a lasting relationship. Organizations with strong onboarding processes experience an 82% increase in new hire retention and a 70% improvement in productivity.

The Challenges Across Sectors

Different sectors experience unique challenges in their recruitment processes. For instance, nonprofit and healthcare sectors demand quick placement of candidates due to the urgent need for staff and the high turnover rates typical in these industries.

However, a staggering 79% of healthcare candidates have abandoned the recruitment process because the placement wasn’t quick enough.¹ A strategic integration of ATS, Payroll, and HR systems makes the recruitment process steadfast, enhances communication, and ultimately boosts worker satisfaction and loyalty.

Benefits of Integration for Employee Loyalty

Integrating ATS, Payroll, and HR systems creates a cohesive ecosystem that allows information to flow smoothly across systems and processes. This integration significantly boosts the employee experience, cultivating loyalty through streamlined processes.

Automated forms and onboarding processes reduce administrative tasks, allowing new hires to concentrate on their roles instead of on paperwork. This shift bolsters their initial engagement and their loyalty from the start. Moreover, with data flowing seamlessly to payroll, employee compensation is both timely and accurate, a crucial element in promoting job satisfaction.

Integration of ATS, Payroll, and HR systems brings benefits that directly contribute to employee loyalty through:

• Timely & Accurate Payments: Workers are more likely to stay when payments are correct and timely. Data suggests that half of all workers would seek new jobs after just two payroll errors.²
• Streamlined Operations: Automating time tracking, scheduling, and payroll reduces frustrations, enhancing worker satisfaction and reducing turnover.
• Compliance Assurance: Integrated systems ensure adherence to labor laws and regulations, which helps to foster a compliant work environment.

Integrated Solutions Offered by Greenshades and JazzHR

Integrating ATS, Payroll, and HR systems is a strategic approach to enhancing employee loyalty across various sectors. By streamlining recruitment processes and ensuring a positive onboarding experience, organizations can build a strong, loyal workforce ready to contribute to their success.

Greenshades and JazzHR offer innovative solutions to meet the unique challenges faced by sectors like nonprofit and healthcare by integrating ATS, Payroll, and HR systems to optimize hiring and HR operations.

• JazzHR focuses on refining the recruitment process to make it more efficient and less time-consuming, directly addressing the urgency and complexity challenges faced by nonprofit and healthcare sectors.
• Greenshades offers a flexible, cloud-based payroll and HR solution that ensures proactive compliance, detailed tax reporting, and user-friendly employee self-service, contributing to a positive onboarding experience.

Enhance Your Employee Loyalty

For organizations looking to improve their employee loyalty through efficient recruitment processes, exploring the solutions offered by Greenshades and JazzHR is a step in the right direction.

About Greenshades

Greenshades provides mid-market businesses with flexible Payroll, HR, and Tax solutions. Our ERP-agnostic platform boosts in-house operations with proactive compliance, detailed tax reporting, and user-friendly employee self-service. Designed to meet diverse business needs, Greenshades offers dedicated support, ensuring efficiency and reliability for thousands of US-based clients. To learn more, visit our website.

¹Bullhorn. (2023). 2023 Talent Trends Report: Healthcare Spotlight. Bullhorn. https://www.bullhorn.com/grid/grid-2023-talent-trends-report-healthcare-spotlight/

²Miller, R. (2017, June 14). Just two payroll errors can cause 49% of employees to start job hunting. HR Dive: https://www.hrdive.com/news/just-two-payroll-errors-can-cause-49-of-employees-to-start-job-hunting/444377/

Translation? Your small business may not have high-volume hiring needs today, but that doesn’t mean you shouldn’t continually enhance and optimize your recruitment process and hiring strategy.

In fact, “down” economic periods, when companies like yours tend to slow down with (or altogether freeze) their hiring efforts, offer an opportune time to revisit recent and historical recruitment performance and make data-driven adjustments to one’s hiring process — and HR tech stack.

What the ideal hiring process looks like for small businesses today

From the moment your human resources team receives applications and conducts virtual and/or in-person interviews with potential hires, to when they shortlist prospects, conduct background checks, and hire (hopefully) great candidates, your SMB has a wealth of info and data entering your tech “ecosystem.”

For some small businesses, this ecosystem simply means their inbox.

For others, it means an applicant tracking system (ATS) that enables more streamlined recruitment marketing, talent sourcing, candidate engagement, structured interviewing, and hiring process analysis.

The SMBs in the former category have a hard time keeping track of which recruitment tasks are urgent (e.g., scheduling a phone screen with a strong-fit applicant, sending a LinkedIn message to a candidate with the seeming perfect qualifications tied to an open role).

• Small businesses with a purpose-built applicant tracking system at the center of their tech stacks, on the other hand, have all their TA-related data and candidate info in one digital location — not several disparate tools and sheets.

That means HR teams and hiring managers at these companies can carry out highly coordinated, collaborative, and organized recruiting programs that don’t let any candidates or tasks “slip through the cracks” — and ensure they keep each hiring cycle humming along smoothly and speedily.

It’s not just their tech that enables them to implement well-organized talent acquisition strategies, though. The actual hiring process and recruiting personnel they put in place around their applicant tracking system also impacts their day-to-day efficiency and long-term effectiveness.

People and process: Assigning HR team members to attract and engage talent

• Whether your SMB has an established human resources department or first-time HR pros with limited recruiting expertise and experience, you need the number of team members assigned to own and execute your hiring process to match your future headcount needs.

Nearly half (47%) of small businesses plan to increase their recruitment spending in 2024, our Recruiter Nation report found. One key area in which these SMB talent teams plan to invest some of their spend? New HR personnel to act as their recruiting function.

Whether your company needs just a single human resources specialist or a handful of HR generalists to handle recruiting depends entirely on your leadership team’s workforce plan for the year ahead. (Or, if you work for a franchisee, each store owner’s distinct headcount needs in the near term.)

Just make sure the HR staff members your designate as your de factor recruiters either have at least a modest talent acquisition background or can be trained — not just on best practices around recruiting new employees, but also on your applicant tracking system.

“Inbox recruiting” is now a wildly dated talent acquisition approach. If your recruiting function is forced to track candidate progress and communicate with job seekers solely through spreadsheets and manual emails, it’s time to overhaul your hiring process — and tech.

Recruiting technology: Getting a single source of hiring truth for your HR team

• Designating dedicated HR staff members to drive your hiring process won’t do your small business much good if they aren’t equipped with recruiting software that makes it easy for them to post to job boards and engage with candidates from a single, centralized solution.

Change is a constant in business. It’s also something many employees (regardless of company type or organization size) rail against — especially when it comes to learning and leveraging new technologies.

The good news? There are software solutions geared toward teams across any given organization that are sophisticated, yet take very little time to get up and running and use to streamline daily work-related tasks.

The ATS is one such platform. With best-in-class, easy-to-use applicant tracker software, your hiring team can conduct all recruiting and hiring activities from a single solution, including:

• Write impact job descriptions and publish postings to job boards in just a matter of minutes
• Review application forms, resumes, and cover letters submitted by all active job seekers
• Reach out to passive candidates on social media and job boards regarding open positions
• Engage “good-fit” candidates in your funnel with personalized email and/or text messages
• See the interview process stage where each active candidate resides at any given moment
• Conduct background and reference checks and send out pre-employment assessments
• Produce custom offer letters and extend job offers to the ideal candidates for each position

In short, with modern, SMB-centric ATS software, your hiring team can move prospects of interest from interview to offer and get them situated for their start date with far greater ease than relying on disconnected tools and Excel sheets — even if your hiring goals are modest.

How the most successful SMBs refine their hiring process over time

Look at the well-oiled recruiting machines of other small businesses — those in and outside your sector and even those with different business models — and you’ll see them leverage their ATS software to make the same kind of data-backed modifications to their talent acquisition efforts.

Specifically, these SMBs follow the same steps (more or less) to regularly improve their hiring processes:

• 1) Access and take action on ATS insights associated with every recruiting activity. Sourcing channel quality, recruiting workflow efficiency, hiring speed: There are many facets of your TA efforts you can track, when you have an applicant tracking system that offers out-of-the-box analytics. (See: Advanced Visual Reporting in JazzHR.)
• 2) Ensure business leaders and other hiring stakeholders have complete visibility. While you review data related to your core recruitment metrics, you can (and should) also develop custom HR reports you can share with executives and hiring managers to keep them in the loop regarding requisition progress.
• 3) Take advantage of all applicant-tracking capabilities to further streamline their work. At the end of the day, simply mastering all of the core features of your ATS tied (e.g., job posting and syndication functionality, candidate nurturing and engagement capabilities) will only lead to stronger hiring processes long term.

No small business’s hiring process is ever “perfect” or “complete.” Improving one’s recruiting speed, quality, and efficiency is an ongoing endeavor. But, it’s also an effort that is much easier for SMBs like yours to continually make progress with when using an intuitive, easy-to-navigate ATS.

Need powerful, yet easy-to-use recruitment software to enhance your hiring process (and ROI)? Learn why thousands of small businesses like yours trust JazzHR as their primary ATS solution.

When you’re under pressure to fill roles quickly, every second counts. But if you’re using manual processes to review resumes, schedule interviews, and keep candidates engaged, you’re likely losing valuable time and top talent. 

Enter recruiting automation—the not-so-secret weapon for hiring teams who need to move fast without sacrificing quality. 

Whether you’re filling hourly positions, seasonal roles, or building a steady pipeline of talent, the right recruiting technology can help you make more confident hiring decisions—without slowing down for complicated systems or lengthy setup. 

What is Recruiting Automation?

Recruiting automation refers to the use of software and AI-powered hiring tools to streamline and simplify repetitive hiring tasks—like posting jobs, screening candidates, scheduling interviews, and updating applicants on their status. 

These features are often built into an applicant tracking system (ATS), a platform designed to manage every stage of the recruitment process in one place. By automating time-consuming steps, an ATS helps teams move faster, stay more organized, and focus their energy on high-impact, human-centered work—like engaging top candidates and collaborating with hiring managers. 

8 Benefits of Recruiting Automation  

1. Save Your Hiring Team Time  

Time is your most valuable asset—especially when hiring needs are high and resources are limited. 

Recruiting automation cuts out the busywork by handling tasks like resume screening, job board posting, and interview scheduling. That frees up your team to focus on outreach, candidate engagement, and filling roles quickly. 

With fewer manual steps in your workflow, you can reduce time-to-hire and fill gaps before they impact your bottom line. 

2. Make Stronger Impressions on Candidates 

In a competitive market, candidate experience matters. Automated communications—like status updates, interview confirmations, and personalized messages—help keep candidates in the loop and reduce ghosting. 

An ATS allows you to create custom email templates and auto-trigger messages based on where candidates are in the funnel. That means better transparency for candidates and fewer follow-ups for your team. 

3. Improve Quality of Hire  

Manual resume reviews can be inconsistent and time-consuming. Recruiting automation helps your team quickly identify the most qualified applicants based on must-have criteria, so you can focus on fit—not volume.  

Filters, knock-out questions, and auto-scoring features help your team prioritize top candidates faster, while still building a database of potential future hires.

4. Boost Collaboration Across the Hiring Team

Recruiting isn’t a solo sport. An ATS with collaboration tools keeps everyone aligned with real-time visibility into candidate status, feedback loops, and shared notes. 

When recruiters and hiring managers are on the same page, decisions happen faster—and hires happen sooner.

5. Simplify Interview Scheduling

Coordinating interviews manually can be one of the biggest bottlenecks in the hiring process. Interview scheduling automation allows candidates to self-select times and sends reminders to both sides—reducing delays and eliminating back-and-forth emails. 

This not only saves time, but it also creates a smoother experience for candidates and internal teams alike.

6. Make Smarter, Data-Driven Decisions

Better hiring starts with better data. Recruiting automation platforms often include real-time analytics that show you what’s working—from job board performance to funnel conversion rates. 

With these insights, your team can optimize sourcing strategies, identify process bottlenecks, and hit hiring goals with confidence.  

7. Lower Hiring Costs

Automation reduces costs by improving sourcing efficiency and minimizing time spent on unqualified leads. By streamlining processes and enabling your team to focus on the best candidates, you can maximize impact without increasing your budget.

8. Support More Inclusive, Objective Hiring

Some recruiting automation systems offer features like blind screening and inclusive language detection. These tools can help reduce unconscious bias in your process and attract a more diverse pool of candidates. 

The result? A more equitable hiring experience and a stronger, more representative workforce. 

Hiring Tech That’s Ready When You Are 

Recruiting automation isn’t just a nice-to-have—it’s essential for teams that need to move fast, stay nimble, and hire without the hassle. 

With JazzHR, there’s no steep learning curve or drawn-out setup. It’s built to work right away, so you can post, screen, and hire without missing a beat. 

Whether you’re filling hourly roles, managing seasonal surges, or building a dependable talent pipeline, JazzHR moves at your pace—from day one. 

Schedule a demo and see how JazzHR helps fast moving teams hire smarter.  

The number of openings reported in July by the BLS is hovering between 9 and 10 million jobs as of May 2023, with open roles outnumbering job seekers around 1.6 to 1. Recruiters and hiring managers are the first to point out how challenging it is to fill open requisitions.

Of these individuals, 58% say it’s because they cannot find enough qualified candidates, and 1 in 2 indicate they have more open roles to fill despite the talent shortage.

A tight labor market demands a new approach

While there are plenty of opportunities available for job seekers, the imbalance in supply and demand makes it difficult for employers to find the right candidates for their open roles.

First, there are significantly more jobs available than workers. According to data from the U.S. Bureau of Labor Statistics, 3.5 million fewer people are in the workforce now than in February 2020.

The United States Department of Labor predicts this imbalance to last at least into the 2030s and likely longer, indicating the labor supply and demand imbalance is not a short-term phenomenon.

The second factor is the mismatch in skills demanded by employers and those possessed by the workforce. While this imbalance has been misaligned since before the pandemic, post-pandemic, the situation is expected to accelerate.

According to the World Bank, over the next decade, the number of people of working age (between ages 15 and 65) will decline in the U.S. by more than three percent.

Opportunities for recruitment automation and AI 

The need for innovative strategies, technology investment, and a data-driven approach in recruitment technology has never been more urgent.

With the current situation, it should come as no surprise that 47% of companies plan to increase spending on sourcing, including automated sourcing technology, according to Employ data.

Here are the top 9 ways recruitment automation and AI can help ease the burden on recruiters right now:

#1. Sourcing: Boost the recruiting capacity of your team with intelligent sourcing built to find high-quality candidates who match your open requisitions in just a single click.

#2. Job Advertising: Automated, programmatic advertising can optimize and personalize job ads or recruitment advertising campaigns. It can also maximize the reach of recruitment ads while minimizing costs.

#3. Resume Screening: Automate resume screening and shortlisting processes by scanning resumes for specified keywords and phrases.

#4. Chatbots and Messaging Platforms: Chatbots can automate communication with candidates, promptly responding to queries and questions via text or messaging platforms.

#5. Video Interviews: AI-powered video interviewing platforms can offer on-demand or live video interviews, allowing recruiters to prescreen, review and assess candidates quickly.

#6. Pre-Employment Assessments: Machine learning algorithms can support job-specific assessments, such as cognitive and technical assessments, to identify the best candidates for particular roles.

#7. Reference Checking: Artificial intelligence tools can streamline reference-checking tasks by contacting past employers in seconds.

#8. Candidate Relationship Management: AI-powered candidate relationship management platforms can enhance candidate engagement, including recruitment marketing, personalized communications, and meeting scheduling.

#9. Improve Onboarding: AI can improve the onboarding experience by streamlining manual tasks, providing personalized communications, and generating employee performance reports.

The rewards of recruitment automation and AI

No matter how large or small your recruiting team may be, automation and AI lets you turn repetitive manual tasks into a more manageable workload that can easily scale up or down along with your hiring needs.

Let’s break down high-level rewards, benefits, and best practices of implementing automation and AI into your talent acquisition processes.

Free up valuable time

Recruiters spend countless hours on manual, repetitive tasks like posting job openings, screening applicants, and scheduling interviews.

Recruitment automation and AI-powered recruiting tools help to streamline these time-consuming tasks, so recruiters can focus on the critical, strategic elements of recruiting that require a human touch.

Source candidates faster

Competing on speed is one of the single most important areas recruiting organizations should seek to tackle.  Recruiters can reduce time spent on sourcing by around 30% using intelligent sourcing technology.

Enhance the candidate experience

When talent is tight, keeping candidates happy is critical — and communication is one of the key elements of a great candidate experience.

The human element is not removed from your hiring process; instead, it can create more space to devote to personalized, engaging experiences for candidates.

Improve hiring metrics

Performance metrics fall into two main categories: quantitative and qualitative. Recruitment automation tools and AI-powered solutions can help with both sides of the equation.

On the quantitative side, you can streamline the end-to-end hiring process, leading to improved measures like time-to-hire and conversion rate. On the qualitative side, you can reduce friction in the candidate experience, which can help to keep top talent engaged and lead to improved quality of hire.

Increase process visibility

Recruitment automation and AI tools can help to improve transparency throughout the hiring process, keeping teams aligned and ensuring that candidates never get lost in the shuffle.

Candidate profiles are managed in a single location and help give recruiters and hiring managers access to details about their current status, communications they’ve received, and next steps in the process.

Reduce unconscious bias

Eliminating bias from the hiring process is difficult because it’s seldom intentional. Recruitment automation and AI-powered technologies can help to reduce unconscious bias by taking human subjectivity out of tasks like resume review and candidate screening.

Some tools even hide personally identifiable information from a candidate’s profile, enabling an unbiased evaluation based entirely on relevant skills and experience.

Ready to begin?

The introduction of AI and automation in talent acquisition technology and recruiting software has helped talent teams speed up the hiring and recruiting process.

And while there are an incredible amount of recruitment technology providers in the market, it’s important to know how to best leverage the right solutions for your business.

For more insight on how to deploy recruitment automation and AI to reach your hiring goals, download the comprehensive report: Automation and AI in Recruiting: Balancing the Risks and Rewards in a Modern Hiring Environment.