Clean and Clear: 7 Best Practices for ATS Data Cleanup

Did you know that 80% of employee turnover is due to poor hiring practices? (Harvard Business Review)

“Dirty data”, that is duplicates, outdated records, incomplete entries, inaccuracies, or non-compliance, can undermine even the most meticulously planned recruitment strategies. It can render the most top-notch Applicant Tracking Systems (ATS) and database technology practically ineffective.

And if that is what keeps you up at night, this article is for you. In this article, we'll unravel the treasure map to ATS hygiene, providing you with 10 simple steps to ensure smooth sailing in your hiring adventures. So, hoist the sails, and let's set a course for recruiting success!

So How do you Ensure ATS Data Hygiene?

1. Clean Up the Deck: Start with Data Cleansing

A cluttered ATS can be a real headache for recruiters and HR professionals. When your Applicant Tracking System is filled with unnecessary data, like outdated resumes and redundant files, it creates a maze of confusion. 

Imagine searching for a specific candidate but getting lost in a sea of old information. This not only wastes time but can lead to missed opportunities and the risk of making decisions based on outdated details. Inefficient communication also becomes a stumbling block when contact information isn't regularly updated, making it harder to reach potential hires. 

Cleaning up the clutter is the key to untangling these issues and steering your recruitment process towards smoother waters.

Steps to cleaning your ATS:

• Remove outdated resumes to make room for current and relevant candidate data.
• Update contact information regularly for effective communication with potential hires.
• Declutter the ATS system by eliminating redundant files and unnecessary data.
• Organize information into folders and categories for easy retrieval and navigation.
• Implement automation tools to simplify data management and reduce manual workload.

2. Chart Your Course: Standardize Your Processes

Establish a clear roadmap for your hiring journey by standardizing processes. Picture sailing without a map—utter chaos. Ensure uniformity in posting jobs, evaluating candidates, and providing feedback. This standardization acts as a navigational chart, ensuring everyone is on the same course, enhancing efficiency and cohesion throughout the hiring process.

A few action-items here to keep in mind: 

• Develop clear guidelines for job postings, ensuring uniform language and format.
• Establish consistent evaluation criteria for assessing candidate qualifications.
• Implement standardized feedback templates for effective communication.
• Conduct training sessions to ensure all team members follow the established hiring processes for cohesive and efficient outcomes.

3. Optimize Your Sails: Keywords Optimization

Boost your ATS efficiency through keyword optimization. Just as a well-tuned engine maximizes performance, integrating relevant keywords fine-tunes your system to attract ideal candidates. 

This strategic optimization ensures your ATS operates seamlessly, streamlining the process of identifying and engaging with qualified individuals for a more effective and targeted recruitment journey.

• Identify key job-related terms and phrases for effective keyword selection.
• Integrate chosen keywords organically into job descriptions and requirements.
• Regularly update and refine keyword lists based on industry trends and changes.
• Utilize analytics to assess the effectiveness of keyword optimization and make data-driven adjustments for continuous improvement.

4. Automate Note-taking and ATS Updates to steer clear of inaccurate data

And now the pièce de résistance for accurate data management. With Quil's AI magic, automate interview note-taking and seamlessly update your ATS, ensuring a smoother recruitment journey. Eliminate manual efforts, allowing you to concentrate on discovering the best candidates effortlessly.

• Utilize Quil's AI capabilities to automate note-taking during interviews.
• Seamlessly integrate Quil to update your ATS with accurate and real-time data.
• Leverage Quil's AI magic to streamline the recruitment process and reduce manual workload.
• Focus on finding top candidates as Quil takes care of note-taking and ATS updates effortlessly.

5. Check the Compass: Seamless Integration

Seamless integration with recruitment tools is paramount for maintaining clean data and optimizing efficiency. By seamlessly incorporating your ATS with essential tools such as job boards and scheduling apps, you not only enhance workflow but also ensure accurate and up-to-date information. 

This integration acts as a linchpin for a streamlined recruitment process, allowing for effective collaboration and eliminating data silos.

Here are a few things to remember though: 

• Assess the compatibility of recruitment tools with your ATS and select those that seamlessly integrate. For instance, many AI tools for recruitment, seamlessly integrate with platforms like Greenhouse, Lever, etc. 
• Configure integration settings to facilitate smooth data exchange between your ATS and other tools.
• Regularly monitor and update integrations to adapt to changes in technology and tool functionalities.
• Provide training to ensure your team effectively utilizes integrated tools, fostering a cohesive and efficient recruitment process.

6. Manage the Helm: User Permissions

Much like the kitchen adage, 'too many cooks spoil the broth,' managing user permissions in your ATS is paramount. While collaboration is key, it's crucial to ensure that not everyone is at the helm. 

Controlling user access and modification permissions is akin to having the right cooks in the kitchen. By entrusting specific tasks to trusted team members, you maintain order, efficiency, and the integrity of your data. This strategic approach guarantees that only those essential to the process stir the pot. 

• Evaluate tasks needing user access and modification in the ATS.
• Categorize users based on their roles and responsibilities.
• Define specific access levels for each user role.
• Set limitations to prevent unnecessary access.
• Periodically assess and adjust user permissions.
• Conduct sessions to clarify roles and responsibilities.
• Regularly check logs for unauthorized activity.
• Encourage user feedback for necessary adjustments.

7. Teach the Crew: Train Your Team

Strengthen your team's capabilities for a streamlined recruitment process through comprehensive training. Similar to a well-prepared crew ensuring a smoother voyage, educating your team on ATS navigation, from basic data entry to advanced reporting, is essential. 

Providing each member with the necessary skills and tools prepares your team to effectively address any recruitment challenge that may arise, promoting ATS hygiene and maintaining clean, accurate data.

Here’s how to prepare your team for success: 

• Identify and address specific training needs for ATS navigation.
• Conduct regular sessions covering data entry, reporting, and best practices.
• Reinforce theoretical knowledge through hands-on practical exercises.
• Tailor training for roles requiring advanced understanding of ATS features.
• Utilize online resources and encourage ongoing learning to maintain ATS hygiene.

Conclusion:

In the world of hiring, keeping your ATS clean is crucial for success. Follow these 7 best practices, and your journey will be smooth and accurate. With the right tools, your hiring adventures are set for success. So, get ready for a great journey, and may you find amazing hires along the way!