50 Technology Tips for Staffing Professionals

Eric Edelstein, Ph.D.

CIO, SVP Operations

Nelson Family of Companies

Contact:

eric@StaffingTechnologist.com

Ph.D. in Math

Minor in Quantum Physics

ASA Technology Advisory Subcommittee

Disclaimer!

All opinions are purely my own – right or wrong

No intention to advise on or promote purchases

Your mileage may vary – tools mentioned may not fit your business needs

Omitting a reference to a tool should not be interpreted as indictment

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The Blog

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StaffingTechnologist.com

Tips & Techniques

Links to Tools

Contact me with your Questions

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Culture of Technology

Create a Culture

of

Technology & Innovation

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Use Internal Technologists

Form a Technology Advisory Committee:

People from across your organization

All business roles

Wide span of age groups

Be inclusive & open minded

Note: Your front desk receptionist may know more about

the hottest, latest social media platform than your CIO

Vital if you want to be innovative!

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Synchronize Technology & Business

Train IT & Support in your business

1. Train your IT leadership in Staffing, Recruiting, & Sales

2. All IT & Support staff should work a desk once a year for a week

3. Job sharing, not shadowing, is vital, easy, and builds relationships

Reallyimportant

!

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Quarterly field Interviews by Corporate

Review all feedback quarterly: Scores + Issues + Successes

Cover all departments: F&A

HR

IT

Ops

Marketing

Facilities

Training

Recurring Question: “What will make us more competitive?”

- Especially new hires!

TRANSFORMATIVIVE

Creates continuous

improvement!

Outreach

Interpersonal Skills for Techies

Commit to working with IT & Support staff on Communication Skills

Do NOT compromise here

Emotional Intelligence Training/EQ

No divas!

Ensure cross training

Set expectations & follow through

Listen & confirm!

Everyone is in sales

Engagement is key

Strategic partnerships - why & how

Technologists must be marketers & sell technology @StaffingTechno

Eric’s Top 3 Business Books The Five Dysfunctions of a Team by Patrick Lencioni

Emotional Intelligence by Bradberry & Greaves

Cy Wakeman’s Reality Based Leadership

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Vendor = Strategic Partner

Technology & Service Vendors should be Strategic Partners.

Be involved in their company: Roadmap

Product Development

Sales

Marketing

Hiring

Bring them clients and they’ll bring you new features.

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ATS Selection Process Goal: The entire company selects the ATS [34 reps across the

company]

Determine business requirements from SMEs in the field

Create RFP [15 pages to 28 vendors]

Score responses and select demo candidates [9]

Score demos by ATS Selection Committee with 2nd Round for top 3. 1st Place: 87% - eRecruit

2nd Place : 54%

3rd Place : 48%

Pitch to board based on ROI [100%: unanimous decision]

Implementation: Focus on Engagement, Participation, & Communication.

Vital that the field selects the ATS, NOT Corporate andNOT a few individuals

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Communication & Collaboration

Collaborate

Communicate

Collaborate

…

Communicate

Evolution

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Google Drive for Collaboration

Drive.Google.com

Tools: Spreadsheets - Grouping, Formulas, Graphs, Charts

Text Documents

Presentations

Features: Editable from mobile devices

Supports simultaneous edits

Auto-sync copies to desktop

Note: A free Google account is required

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SharePoint Features & Uses

Project Management

Workflows

Wikis

Dashboards & Reporting

Forms

Tasks

Data Lists & Spreadsheets

Document Generation

HTML Pages

Document Libraries

Search Among All Above

One of the most under-utilized tools

QUIZ: Device Wars Smart phones – iPhone vs. Android phones vs. Windows (who knew!)

Pads & Tablets – iPad vs. Android tablets, pen vs. finger

Laptops – Apple vs. Windows, laptop vs. tablet

Faxes, Scanners, & Copy Machines vs. All-In-One

Projectors vs. Smart Boards

Desktop – hardware vs. virtualized

Servers – self run, purchased and managed hosting, pure cloud

Quiz question 1: How do you decide?

Technology Advisory Committee.

Quiz question 2: What’s the right choice? There usually isn’t one.

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QUIZ: Device Wars

Moral:

Listen to your coworkers,

hear their ideas,

decide, and

deliver!

(every time)

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Engagement

Hands on Participation

Assessment

Certification

Establish Field Experts

Refresh

Learning isactive,NOT

passive!

Training Excellence

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Suggested Trainings

Boolean searching

Pipeline development techniques

Interviewing skills

Word

Excel

Sexual harassment

Your phone system

Your ATS

Your sales process

Consider offering selected training…

As career development to candidates

To clients as a service

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Tools for Staffing

Tools forSales & Marketing,

Sourcing & Recruiting,

& Staffing

Our Business

Key to Successful Email Delivery

Monitor your perceived email credibility

AllAboutSpam.com/email-server-test

Keep up on whether your email is: Going to spam

Blacklisted

Greylisted Very easy&

important

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Corporate Websites & Blogs

Findability: Ensure your site is set up for SEO (Search Engine Optimization) & Speed SEOSiteCheckup.com

Viewability: Ensure your site looks and works right, even across different browsers BrowserShots.Org

jigsaw.w3.org/css-validator

validator.w3.org

Keep content fresh!

CMS Platform, e.g. WordPress

Google Analytics On every page, on

every piece, on every campaign

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App Pro

Cool

Looks great

Makes use of the mobile device

Top of the line experience

Con

Doesn’t replace website for desktop

Different app for each device and each model

Mobile Updates -> App Updates

Very costly to maintain

Responsive Website Pro

Customizes itself to each device

Works great on desktop or phone

Takes advantage of some available features: Geolocation, etc.

Affordable for smaller companies

Longer shelf life

Con

Doesn’t have access to all phone hardware (e.g. Camera) (But that’s changing…)

Mobile: Responsive Website vs. App

Card Readers and importers

Business Card readers are a great time saver:

Take picture of card on smart phone

Tool reads the text electronically (OCR) Person’s Name

Contact info

Company Name

Stored in website and on phone

Export contacts to spreadsheet for import into ATS/CRM

Example: CamCard for Apple, Android, Windows, Blackberry

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Credit CheckKey Points: Majority of bad debt due to not performing credit check

Automation helps ensure compliance

Collections & the field should partner on the credit check process

Three of the main competitors in the electronic credit check space: DNBi – Industry standard, but expensive

Experian – Good for well established larger companies

Cortera – Great for small companies and start-ups

When to do credit checking: During qualification of prospect

At time of first order – PRIOR to fill

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Job alerts for Biz Dev Create Job Searches to get Email Alerts for postings in your

niches

Each morning, add those job posting contacts to your prospect list

Indeed.com is a very powerful tool for this purpose

Note: If you post to a niche board, not picked up by Indeed, you’ll want to create job alerts there, too.

Fundamental

technique

Sourcing Prospects from Job Postings

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Trick: Email Rules for Prospecting

Save InMails with LinkedIn! Get a list of email naming rules for your prospects and

clients

Ask your sales & recruiting teams

Example:If Joe Briggs is at Nelson, his email will be: Jbriggs@Nelsonhr.com

Create an Excel master spreadsheet that generates the email address from First, Last, and Company name

Share this list with your whole company and keep it updated!

Good trick!

Mobile Apps for Navigation

Real-time updates from other drivers

Where are the police?

Where are the accidents?

Where’s the cheapest gas?

Create custom maps with client overlay

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Mobile Apps for Dictation

Talk instead of type

Siri (iPhone)

GoogleVoice for Android

Dragon Dictation, otherwise

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Verify Emails!

32bit.com/email-verifier.html

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Sourcing

Findthe right person for

the right jobFAST!

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Boolean Search Resourcesbooleanblackbelt.com

Read anything and everything by Glen Cathey:

Find anyone’s email address

How to find people on G+

Find developers who are top rated by peers

Bookmark & favorite

this go-to resource

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Boolean Search Trick - Proximity

Proximity Search:

Searches for pages and people with words that are near each other

LinkedIn & Bing: Use the “near” expression Example: Look for Eric Edelstein – “Eric near:2 Edelstein”

Find me, even if I’m listed as “Edelstein, Eric”, “Eric Elliot Edelstein”.

Example: Look for people who are currently working with Java“current near:6 Java”

Google: Use the “AROUND” expression (must be all caps) Example: “Barack AROUND(2) Obama”

Who knew?

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Automated Pipeline Development

Automate sourcing to develop your pipeline - as opposed to just-in-time sourcing Nightly automated searches against job boards and social media

Import only new people

Review the imported talent each morning

Note: Few are fully doing this - competitive advantage for fill ratios and time to fill.

A few providers are: Daxtra with eRecruit

TalentHook

Advanced pipeline

development

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Intelligent Searching & Matching

Resume parsing Years of Experience

Skills synonyms

Semantic over Boolean Search (e.g. eRecruit, Monster SeeMore) Priority of terms based on count

Synonyms

Proximity of terms

Particularly helpful for professional staffing

Matching based on similar candidates Very helpful for both professional and temp desks

The future of search

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Social Media Guidance

SocialTalent.co

Blog and Tools

Bookmark &favorite this

website

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Social Media Contact Search Tools

Social Discovery & Search Tools

TalentBin.com for Social Discovery & Search

Gravitosity Search social media for contact info

by skills & experience

Search LinkedIn beyond your network – finds email, phone, and name

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Sourcing with Facebook

Graph Search – Disruptive new technology

Master this!

Sourcing with TwitterFalcon – Chrome Plugin for Social Discovery

Look at list of people from Twitter and it finds other social media presence

TacticsHR: Find people on Twitter

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VMS Automation

Make VMS orders more profitable Requisition Notification

Requisition Routing

Timecard Import

Live in your ATS, not logging into multiple VMSs

Benefits: Scorecard: Fill Ratio, Fill Rate & Quality

Higher GP - Lower OpEx

Example of Vendor: VMS Express by The Code Works

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Time Reporting & Compliance

Avoid lawsuits around compliance

You need to verify: Lunch tracking

Break tracking

Exempt/non-exempt classified employees

Night shifts accuracy

Fair time rounding

Federal overtime law compliance

State by state overtime laws

Make sure you know what you’re

doing

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Electronic Time Capture

Web based time entry - From your ATS

Mobile app time entry - From your ATS

Web punch clocks with GPS location tracking(!) - E.g. ePay

Physical time clock/punch clock – Cellular or Hard Wired to Network

- E.g. ePay, TimeClockPlus

Phone System Punch in/out (IVR = Interactive Voice Response) - E.g. Twilio

Mobile Text Message Punch in/out (SMS) - E.g. Twilio

Anything & everything you can do helps

Efficient Paper Timecard Processing

Where paperless is not possible:

1. Timecard faxes are stored as images

2. ParaScript’s ICR engine extracts data - including confidence level

3. ParaScript connects to eRecruit (ATS) for data validation

4. Operations verifies time

5. Export timecards into eRecruit with image attached for invoicing

Just plain cool!

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Productivity

Remember:

Create a culture of technology.

All roles. All the time.

Period.

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Outlook for Time Management

Never lose an email Update people on when to expect follow-up

How:

1. Sort emails with flagged items atop.

2. When an email comes, handle it or flag it. Always.

3. It shows up under tasks with a due date of today.

4. Before leaving each day, set the due date for any tasks due.

5. If you are pushing out a date, let people know the new due date.

The other most underutilized

tool

@StaffingTechno

Create Project Templates for Processes Opening a New Branch

Internal Hiring Process

Branch Audits

RFPs

Tools: SharePoint Project Template

- With task assignments, email workflows & custom data lists

Excel

MS Project

Focus on the business, not

recreating the wheel

Projectify!

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You know all those documents you create that no one reads?

Publish it as a Website using a Content Management System (CMS).

WordPress

SharePoint Wiki

Possible Uses: Employee Handbook & Policies

Job Aids & Training

RFP Repository

Features: Search by keyword, category and tag (like a blog)

Custom views by role or job function

Easy to keep up-to-date

Mix and match text, pictures, & video

Make the information

usable

CMS: From Documents to Websites

Automated Reference Checking

67% of clients prefer to be contacted via email

Powerful summary for skill marketing of candidates

References move into Lead Gen

Example: Checkster

Great for candidate

marketing of professionals

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Email Social Search

Xobni For Outlook, Gmail, Android, iPhone

Particularly useful for Sales, Marketing, recruiters, and Sourcers

Acquired by Yahoo. Currently available through July 2nd, 2014. Use it before

it’s gone

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Fuzzy Lookup Excel pluginRemarkable free Excel tool for matching similar data

Not only will it provide suggested matches, it tells you the confidence % of the match

It’s like VLookUp for near matches

Search on “Download Excel Fuzzy Lookup”

Amazingly helpful tool

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Phone & Text Blasts

Interview reminders

Timecard reminders

Job availability calls

Timecard Entry with IVR

Satisfaction Surveys

Examples of tools:

Twilio (includes IVR and SMS responses)

Call ‘Em All (includes survey responses)

Your doctor uses this. So should you!

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Top Strategic Tip:

Create a culture of technology & innovation

Create a wide technology committee

Technology staff must work a desk for a week every year

Technology outreach

Engage by over communicating

Recap

@StaffingTechno

Now, you take it from here….

Eric EdelsteinCIO, SVP Operations

Nelson Family of Companies

StaffingTechnologist.com

eric@StaffingTechnologist.com