7 ways to use technology to streamline vacancy approvals 

The first stage of many recruitment journeys is vacancy requisition. For smaller companies it may be the norm to complete this through emails or even printed paper forms. For larger organisations, however, digitising this process through the use of recruitment technology is a must. Any good ATS should be able to assist in the vacancy requisition process and taking advantage of this can save you huge amounts of time.

Using your ATS to centralise all of this information into one database creates a much more seamless process, especially across larger organisations. Another great benefit is that it can save your HR and hiring teams a significant amount of manual work involved in publishing your vacancies online and getting into the marketing stages of the recruitment processes.

Here are just a few of the ways that you can make the most of technology to help streamline your vacancy approval process.

1. Use multiple sign-off sources for your approvals

Businessman with multiple contacts for sign off

Regardless of the industry you work in, if you’re based in any kind of head office, you’ll likely be familiar with the challenges of this bottleneck. Using an ATS to digitise this process is a great way to avoid a bottleneck for sign-offs as well as providing you with more visibility of where your process may have previously slowed down. Not only can you distribute your vacancy approvals to multiple people at once, depending on the job role, your vacancies won’t be held at the mercy of stacks of papers on the desks of your HR and hiring teams.

2. Speed up your vacancy approvals

Stopwatch resting on laptop keyboard

Getting your vacancies approved can be a slow process if your organisation handles things manually. Even a trail of emails runs the risk of miscommunication or things getting messy or lost along the way. Using your ATS for this part of the process enables a centralised location for all of your approvals which will not only help speed up the process but also make it easier to maintain multiple vacancy requests at one time.

3. Submit vacancy requests instantly

Young professional in front of computer completed application

One of the best things about modern technology is how instantaneous many of our processes are. Whether you’re sending an email, booking a restaurant table or ordering your grocery shopping online, instant access and instant results are something we’ve grown accustomed to. Moving your vacancy requisition process into your ATS allows you to take advantage of these instant results, making your recruitment process more efficient for everyone involved.

4. Keep communication open between departments

Business people talking in open plan office

Visibility and transparency are key to success in many areas of your organisation. Vacancy requisition is a process that can involve a wide range of people, from line management to HR departments to finance, so using your ATS as a central hub for these processes allows everyone involved to have visibility. Additionally, storing this online allows everyone to stay in the loop with clear communication at all stages of the process. Not only can this help to reduce confusion and miscommunication, it also reduces the chance that vacancy requests may get lost amidst a sea of paperwork.

5. Coordinate recruitment from multiple locations

Multiple locations in Europe pinned on a map

Coordinating recruitment in large-scale multi-location organisations needn’t be a communication nightmare. Centralising your requisition process through your ATS allows your hiring teams across branches and sectors of your organisation to work together towards a common goal. This way, your top bosses and those at the head of your organisation can have full visibility of your recruitment on a case-by-case level, is that is what is required. This can help your hiring teams to manage staffing budgets and plan the logistics of new hires without the risk of missing an upcoming hire along the way.

6. Reduce time from approval to recruitment marketing

Illustration of computer screen with approval logo

When you bring technology into the equation, it doesn’t just help the start of the process. All of the benefits listed above such as greater visibility and faster processing of requests can also help to make the latter end of this process more efficient. These benefits also transfer over to the approval side of this process. By using your ATS for vacancy requisition, you can significantly cut down the time it takes to get your vacancies signed off and head towards the recruitment marketing phase of filling your position.

7. Auto-publish your vacancies through your ATS

Illustration of job applications coming through computer screen

One of the best parts of using an ATS for your vacancy requisition is the convenience of auto-publishing. If you make sure to include all of the information you need to market your upcoming vacancy in the initial request, once it is approved your vacancy can be published to job boards, Google for Jobs, and other platforms your ATS may integrate with as soon as the vacancy is approved. This in itself can save you a huge amount of time and can kickstart your recruitment marketing process without as much resource required from your stakeholders.

Want to know more about Kallidus Recruit’s built-in integration with Google for Jobs? How about the best channels to market your vacancies through?

We’ve put together a comprehensive guide to creating a killer recruitment marketing strategy.

Read the complete guide

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