Set yourself up for automation success using our US Regional Sales Manager Rob Mann’s top tips

3 things you need to do BEFORE automating

As a recruitment podcast host I receive questions from people working in the industry covering a wide variety of subjects. Over the past week, my cohost Lauren Jones and I have been engaged by at least 10 Bullhorn customers looking for advice on how to optimize their ATS/CRM usage.  

Read on to discover why this subject is becoming a more and more commonly asked question.

Is everyone automating?

2021 was the year of making sure your digital presence was up to date, which prompted many staffing companies to put their best foot forward and make a start to their digital transformation journey, allowing them to begin utilising automation.

However, a key theme we're seeing is that many recruitment companies have invested in the tools to enable them to automate their processes, yet they aren't using them!

This isn't new – it was something that I noticed as a recurring theme during conversations with clients in a previous role of mine at a marketing automation company.

Let me give you an example...

After closing a deal with a company I would schedule and run their kick-off call the following week. A month later, I got an automated reminder to follow up with the customer and see how things were going with their new tool.

Before scheduling the client follow up, I would look up their account to check in on their progress and assess how much work had been done since our kick-off, only to discover that there was only one (and in some cases even zero) automations running. 

I would then make contact with the team to find out what problems they were facing and the general response was something along the lines of:

"Hey, we had the kickoff call and our team have since realised that they don’t have best practices and workflows defined in Bullhorn so we’ve decided to slow down the implementation"

They’d also mention how they’d planned to get back to me in a month to schedule their next call. This type of conversation was repeated with companies more times than I’d like to count.
So how can we avoid this from happening in the future? See some of our tips to ensure a slicker process BEFORE you even think about automating…

1. Decide what you want to automate and what you want to achieve

The word automation is everywhere, and in a world full of influencers and social media where trends can be amplified, it’s natural to feel the need to jump on the bandwagon before we get left behind. However, in order to set yourself up for success you must set your intentions and be clear on on exactly what it is you want to achieve from the get-go.

Follow these steps...

  • Take a look at where you are now and where you want to be. What is it that you want to achieve and do you have a clear idea of the steps you need to take in order to get there?
  • Think about the value you want to gain from automation and the reason you want to automate. What can it do for you and your company and where are the areas that you think would benefit most?
  • Start small. Plan the first 3-5 automations you would like to implement to get you started. Once you’re underway, the world is your oyster and you can continue to build out from there. If you are struggling for ideas, check out our blog - 3 processes you can streamline and automate in Bullhorn. 

2. Make sure you have the data you need in the right place

If it’s not in Bullhorn it can’t be automated! This means that if you want to trigger an action off of a field value and the data is missing, your automation will fall over.

Recruiters and sales people are notorious for being bad at documenting things within the CRM and keeping it up to date. Avoid the problem of missing information by keeping it all stored in one place.

One way you can improve this is to provide the right training to make sure they understand why that field needs to be correct and the benefits that come from having it completed properly, so that when it comes to knowing it’s importance, everyone is on the same page.
You should also plan for ongoing training - factoring this in is key to getting the most out of your Bullhorn and allows you to stay on top of your CRM.

3. Have a way of managing your data on an ongoing basis

With a constant stream of data flowing into staffing companies, it’s pivotal not only to clean up your data as a starting point before considering automation, but also to remain on top of it as you move forward. If you don’t, it will only be a matter of time before you are right back at square one having wasted both valuable time and resources.

The good news is that we have the solution! Created by our specialists with years of expertise, Kyloe DataTools is the most powerful Bullhorn data improvement tool on the market. It gives you everything you need to automatically merge duplicates, identify gaps and make mass data updates - with no coding knowledge needed!
You can improve your data quality, identify incomplete and outdated records or remove duplicates from your Bullhorn CRM allowing you to cleanse your data and keep it squeaky clean in just a few clicks. You can learn more here.

BONUS TIP: Tearsheets can help you stay organised!

Tearsheets are static lists you can create and add different entities to, including Candidates, Contacts, Companies. You can use these if you’d like to see a list of everyone you’ve ever placed or candidates that want you to move to a certain area. They can also be used as a list for Bullhorn Automation.

For example, using Kyloe DataTools you can identify any candidate with no email, no phone number and a submission in the last week, and then add those to a tearsheet that Bullhorn Automation can use to notify the recruiter.
In conclusion, if you want to get the best out of Bullhorn and recruitment automation then defining, organising, and improving your data is an absolute must. If you’ve found this helpful, in addition to some of the best practices that we’ve shared here, keep an eye out on our social media for further tips to help you make leaps towards your automation journey.

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