The Dos and Don’ts of CRM Recruiting


September 6, 2012

Most companies and staffing organizations have internal databases filled with rich and actionable information on thousands of applicants, candidates, and professionals.

You would think that this private internal database of people that an organization has tactically and strategically collected over the years would be viewed as a prized possession. However, most agencies have are not aware of the power of these systems, or how to leverage these databases to their fullest advantage. Here are a few common practices that you can use to effectively find great talent within your database.

The Dos and Don’ts to Successful CRM Recruiting

Do: Dig deep in your staffing firm’s CRM to source great talent
Don’t: Refine your search only to recent candidates

There’s a common belief that resumes get “stale” after 6 months – but this is rarely the case. Yes, the information may be a little outdated — but there is so much potential value in these “stale” resumes.

Think about it: These active candidates you capture today become passive candidates in time, which in the recruiting world is like gold. The best part? You still have their contact information right at your fingertips. All it takes is a simple phone call or email to get updated information and fill them in on the job position.

CRM recruiting is focused on the long-term. Its goals include carefully building a talent pipeline, and keeping candidates for many years. By building out a proactive talent resources and initiating continuous communication, companies can essentially build their own exclusive talent pools to dip into on short notice job orders.

Do: Keep your system updated and current
Don’t: Let it go unnoticed

Are you aware of how many qualified candidates are in your own staffing database?

Most staffing and recruiting firms blame the common and notorious “black hole” of ATS/CRM systems not finding qualified candidates. CRMs are not magic — you can only get out what you put in, so ensure that all users are willing to continually update and maintain the CRM database.

Combine creating accurate codes for candidates and full text search resumes to source candidates within the system. Identify candidates from a broader perspective and then narrow down once they satisfy broad requirements. This will also allow you to focus in on the most qualified candidates.

Invest in training your associates with the latest search best practices, tactics, and strategies. Make sure the coding system is consistent throughout the organization.

Do: Have consistent, open communication
Don’t: Leave the candidate high and dry

In CRM recruiting, candidate satisfaction is crucial, so candidate follow-up and service are necessary.

Don’t send a generic email stating “Sorry, but the position has been filled” or “You match the preliminary skill set they required, but they decided to go with somebody with more experience”. Even worse, do NOT ignore them.

Your credibility as a recruiter is built upon being honest and reliable. In order to establish trust and rapport, maintain genuine contact with candidates.

CRM software has calendar systems built into software help set up alerts and reminders to organize and predetermine outreach. Automatic email triggers ensure timely and consistent communication to more effectively engage candidates. CRM can keep newly hired candidates engaged throughout the employment term to maintain candidate loyalty and retention.

Don’t forget that the CRM solution is in place to enhance your communication, NOT replace it. Profitable, long-term relationships are achieved when candidates feel pleased and satisfied about their experience with your recruitment or staffing agency. Keep the lines of communication open – and be personable.

Do: Be detailed in a candidate record
Don’t: Provide general, vague, and minimal information

CRM recruiting is most successful when there is accurate and thorough information about the candidate in order to correctly match job positions to their skillset. Be detailed with your contact notes. A well-managed candidate pipeline has been shown to significantly lower overall recruiting costs. Generate helpful information about their skill sets and what they are looking for in order to have a successful placement.

Using social profiles to keep candidate contact information up-to-date in your CRM is vital. Candidates tend to keep this data is continuously updated. This, in turn, will keep your talent pool fresh and relevant with minimal effort.

Megan Curth is the Marketing Coordinator of Automated Business Designs, Inc., software developer of Ultra-Staff staffing software for the staffing and direct hire industry. Ultra-Staff is a staffing software business solution with components for front office, back office and the web. Megan’s email address is or for more information on Ultra-Staff go to


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