Learning the Ropes in an IT Recruitment Agency

The recruitment field is said by some to be a cut-throat business. Some also say that recruiters don't care who they recruit as long as they recruit. Some might even say recruitment agencies are a waste of time.

I was pondering these things on the day I started my work placement at Jenrick CPI in Walton-on-Thames. I'm a bookish university student and I've been looking for a summer job in 'the real world', so over the next month I'll be working and learning the ropes as a resourcer with the IT recruitment team. As I'm a keen writer I've decided to keep an online diary of sorts, recording my time here week by week, to try to give a frank impression of my day-to-day experiences.

My first day was pretty nerve-wracking. I had no idea what to expect. After a quick whip-round of introductions my colleagues were happy for me to get stuck straight in, and my first task was to call people on our database whose CVs hadn't been updated in a long time and ask for an updated copy. I was initially horrified. Would the people on the other end of the phone think I was pestering them? Might they hang up on me? It was patiently explained to me that it was essential we have up-to-date records on our database or else we can't find all the possible candidates who might be suitable for a job.

But this sort of brief phone contact, which I imagine many people associate with recruitment agencies, was just the tip of the iceberg. What has become increasingly apparent is all the effort that goes on behind the scenes here.

Having an up-to-date database makes our job incalculably smoother. But that's barely the beginning: the first concrete stage of recruitment, which most candidates don't see, is when we receive a job specification from a business looking to recruit. Usually at least ten agencies will receive this same job spec, and it's the consultants' jobs to come up with the goods - often in a limited timeframe (one client I've been working with this week gives us only 24 hours!) and most of the time only three of the best CVs can be submitted by an agency for one role. From here it's a race against time to find the best unique candidates.

The next stage I was taught is how to find these perfect candidates. The first step is looking through our own internal databases. However, sometimes when a client seeks a highly specialised candidate or when we want to open the opportunity to as many others as possible, we widen our search to external sources such as the job boards online. We will post an advert for the role, to which job-seekers can apply, and we manually search (sometimes frantically, given an especially tight deadline!) for suitable applicants on these websites too. I was getting involved almost straight away in the fervour of finding eligible candidates.

From there we have to filter down the CVs to find the most relevant and suitable people for the role, from potentially hundreds down to just a few. I've been shown how to match requirements from the job specification ("Java", "clinical trials") to the content of a person's CV. It's often incredibly difficult to whittle down the candidates, and when matching we consider areas such as level and relevance of experience, as well as the candidates' own demands of salary and location. It can be a long and arduous process searching relentlessly through the job boards, trying different search criteria in an attempt to find candidates of the calibre our clients require.

Once this is completed, we contact our potential candidates. This will be the first they hear of our work in finding them a job, and we have to hope other recruitment agencies haven't contacted them first. Our consultants will describe the role and further assess the candidates' availability and suitability, checking that the candidates would be happy in the position. It can be frustrating if we find that an excellent candidate is no longer available for work, or that the job turns out to be unsuitable for them, but that's the nature of the recruitment industry.

Eventually, after sorting out all the final details, we send over two or three of the final candidates for our clients to consider. The danger is that other recruitment agencies are submitting the same candidates. Sometimes the window for submitting candidates to big clients can be as little as fifteen minutes, so it always gets the adrenaline pumping.

This process takes place all before the candidates are invited for their first interview, and by then it's out of our hands. And far from the negative impression floating around about recruitment, I've been finding that the environment is always productive and energetic. Most of my colleagues have been in the company for years, and I've never seen so many smiling people at 9AM before. Despite having only been here a week I've already found a sense of pride in the consultants here, in the work that they accomplish and in the people that they serve.

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How to Select the Best Staffing Agency Software (Part -2)

Types of Software

With an understanding of the business processes the next step is to determine what kind of software is most appropriate. There are three general types:

1. Generic, 
2. Generic Staffing and 
3. Industry Specific.

Generic software works for a wide variety of businesses across many industries. Very good examples are Quickbooks for accounting and Microsoft Outlook for e-mail. The advantage of working with generic software is that there usually is a large support community and it is relatively affordable. At the same time, since it is not specific to the industry the staffing agency is in, it may not be the most effective solution. For example, Quickbooks supports a time sheet management system. On first glance this is great for managing scheduling and payroll, but it is also error prone because there is very limited validation of user input.

Generic Staffing software is specific to the work of staffing agencies, but not to any industry. Many Applicant Tracking Systems for example work great for almost any type of staffing agency. Accordingly, there still is a wide variety of systems that support individual aspects of the agency to choose from. However, because they are not specific to any industry (e.g. health care, truck drivers or consultants) each application typically supports only one aspect of the staffing process. The agency then needs to create interfaces between diverse applications in order to maintain a seamless information flow throughout the organization from candidate sourcing to invoice management.

Industry Specific staffing software usually comes as an integrated software package that covers virtually all aspects of business operations. It works only for one industry (e.g. healthcare) and offers the highest level of business automation. The advantages of using such software are obvious. But there is also the disadvantage of being locked in with one vendor. All data the staffing agency generates is accumulated in one system and the longer the agency keeps using the software the more difficult it will become to switch out the vendor down the road. In addition, since Industry Specific applications come with a workflow built in they are not as good in support proprietary staffing processes that otherwise could have been a competitive advantage for the agency.

Selection Process

The need for staffing software often arises from a need for business optimization or preparation for growth. It is recommended to identify those areas of the organization where software will have a maximum impact on profit and then focus there first. This can reduce the risk and cost that typically comes with a significant change of business operations. Once it is clear what type of software is needed a list of vendors can be compiled from basic Internet research. There typically is not much information about the inner details of such software to be found online, which is why the next step should be to sign up for a demo with each vendor. They usually are happy to accommodate such requests because it is a very good opportunity to sell their software. Working through all the demos can be time consuming but also is a rewarding process. Not only is it possible to judge how the application will support the agency's business processes, but there is also learning involved, which can translate into improvements of business operations beyond the software. During a demonstration it is important to ask questions and take notes of the pros and cons and also tick the boxes for the list of specific requirements the software must meet. This will be of great help when it is time to make a decision.

Only after all different vendors were reviewed a decision should be made. The time is well invested because it is certain that the best software for the business is selected, which can result in significant savings or additional revenues. Remember, that this kind of software should be used for a long period of time.

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How to Select the Best Staffing Agency Software (Part -1)

Management of a staffing agency needs a lot of dedication and attention to detail. Even small mistakes can have big impact on business success. Especially the time sheet workflow from the Temp's work at the facility to payroll, invoices and collections must be exact because each hour of work paid to the Temp must also translate into one hour paid by the client. Correct credentialing of the workforce is also highly important because it impacts the agency's reputation with its clients and can also create a legal risk. Specialist software helps to maintain a high level of accuracy in business operations.

In addition to the need for accuracy the benefits of using staffing software become apparent early on when the staffing agency begins to grow. Business automation significantly reduces the time spent on day-to-day operation, increases quality and ultimately leads to higher revenues and lower cost. Software that supports business automation can for example be a database to manage the growing candidate pool and recruiting activities, applications to simplify scheduling or an integrated workflow systems to manage time sheets all the way through from work in the facility to payment of the invoice.

There is a long list of applications that was developed for the management of various tasks of a staffing agency. While many of these are quite generic and apply to a wide range of different industries, some have been developed for very specific settings. Each of these types of software has its pros and cons that should be understood before signing up to often costly subscriptions.

Agency workflows

There are many applications that can improve staffing agency operations. This makes it difficult to select those that match best with business requirements. These can differ widely between agencies because of defining parameters such as strategy, industry the agency is in, size of the business, types of clients and so on. It is therefore important to understand the workflows in the agency and the principals of operation first, determine how software can improve each of these workflows and then begin with the screening of vendors. For example, if an agency pays Temps every week then the payroll management system should be able to support this. Principal departments where software can significantly improve workflows are:

• Sourcing & Recruiting
• Scheduling
• Credential management
• Time sheet processing
• Payroll
• Invoices & collections
• Book keeping and reporting

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Working With an Employment Agency - What to Expect

There are many benefits to working with an employment agency. It is a good strategy for tapping into the hidden job market and because they are bound by confidentiality, you can register with them and be assured that information about your search for employment will not get back to your current employer. Also, if you are in a full-time job, you can leverage some of your job search time by using an agency. Further, there are many companies that rely solely on using employment agencies in their candidate searches and so if you register with a few of them, you will get access to some employers that you may not otherwise come across through other means of job searching. The agency can also negotiate your salary on your behalf which provides a big relief for many folks who are uneasy about salary negotiations.

They can also provide you with some insight into what it's like to work for that company which is information that you might not be able to garner from simply checking out their website. There are lots of benefits to working with employment agencies but you should not limit yourself to just this one strategy. Often job seekers have the mistaken belief that all they need to do when looking for a job is register with a couple of agencies and then wait for the job offers to come in. In certain fields, this may be true but for the most part, registering with agencies is only part of an overall job search strategy. If you rely solely on this one strategy, you could be waiting a very long time before you get any phone calls. Most employment agencies make their money from their corporate clients.

Often they will work with the company on a contingency basis and negotiate a certain percentage of the salary upfront as the agreed upon price for finding and placing a candidate with the employer. If they don't find a candidate for them, then they don't get paid. So, the employment agent is really working for the company rather than the candidate. If the agent does not have any current openings that you are qualified for, don't expect them to go around hunting for the perfect job for you. Companies that work with agencies will usually only interview candidates that are a really close match to what they are looking for because of the fees associated with using an agency.

You should spend some time researching employment agencies before registering with them. Most of them specialize in placing certain types of candidates and so you will want to register with a few that can potentially be helpful to you. It won't do you any good to register with an executive search firm if you are a nurse. You can do your research by checking out the various employment websites such as Monster or Careerbuilder where many agencies post their openings. There, you can see the types of jobs they fill as well as click on the link to their website to get a brief overview of their areas of expertise in the job placement market.

Every agency is different in that they employ different processes for screening applicants. Some will want you to come in for a face to face meeting and to complete some formalized testing and some will only want to interview you over the phone. Whatever the case, make sure that you treat it like any other interview. Although interviewing with an agency is often a more relaxed than interviewing with an employer, you should make sure that you are dressed appropriately and conduct yourself in a professional manner. If the agent is turned off, then even if you have the qualifications, they will be reluctant to send you to their client where the potential exists for damaging their relationship with that client.

Working with an agency is a component of a good overall job search strategy. When you know what to expect, you can be that much more effective in landing the job that you're dreaming of. Do your research on the agencies in your town or city, pick a short list of 3 or 4 to register with and remember to treat your employment agent in a way you would any other prospective employer.

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Starting a Recruiting Agency

If you are interested in starting a recruiting agency of your own, below is a basic introduction that will get you started down the right path.

The first thing you will need is a solid understanding of just what that entails. What does starting a recruiting agency mean and what are the steps you will need to take to get there?

If you are starting a recruiting agency, it simply means you are an Independent Recruiter (which is someone who finds "employees" for "employers") and you work for your self (as opposed to being a recruiter for a specific company or agency - which would be a corporate recruiter or perhaps a military recruiter). As an Independent Recruiter, you will pick up you own clients (employers) and find candidates (employees) for those clients who need help filling their job openings.

There are many advantages (and some disadvantages) to starting a recruiting agency and being an Independent Recruiter. On the advantage side, you are self-employed so you can make more money and work when you want to. On the disadvantage side, you are self-employed so you will pay more taxes and you will work more hours even when you don't want too, so you can make more money. In other words, the positives can be negative and the reverse is also true depending on how you look at it.

Starting a recruiting agency and being an Independent Recruiter is not a "get rich quick" scheme. Although the process is fairly simple, it does require several hours of work each day and, as with most things, the more time and effort you put into it, the more success you will have. However, for those who are willing to "do the time", being a Recruiter can be very rewarding both financially and personally. There is nothing better then knowing you helped someone land their dream job while at the same time making $10,000 $20,000 or even $30,000 dollars in cash. No, that is not an exaggeration.

First thing you need to think about when starting a recruiting agency of your own is where are you going to do this? Ideally, you need a quiet location with some privacy so when you are talking to clients, you are not getting interrupted by noisy pets or family members (mine is dogs and grandchildren). You will need at least enough space for a laptop but if you can setup a space with a regular and a comfortable chair, that is even better. Remember, the more you enjoy your work space and the more comfortable you are spending time in it, the easier it is to discipline yourself to put in the hours you will need to be successful working at home on a computer. This is great advice for anything you choose to do online, not just recruiting.

Next, let's go over some of the very basics you will need as far as equipment.

The 'Must Have' Equipment List

Working desktop or laptop computer with internet access and email. For the computer, the "faster the better" of course but don't feel like you have to go buy a new computer when starting a recruiting agency. Honestly, my wife normally gets the new computers in my home (and I use the ones she gets rid of). Internet connection is another thing however, and while a dial-up connection will work to start with, high-speed internet is highly recommended. Also, I use Microsoft Word for almost every document (and resume) I send out and I use Outlook for my email client. While neither is necessarily required for starting your own recruiting agency, I very much recommend them since both have spell check and every client you work with will have them as well and because of that, won't have any problem opening up the candidates resumes you send them.

Inkjet or Laser Printer & Scanner. Any good quality printer/scanner combination will work fine. There will be times when you have to print out contracts or forms that must be scanned and faxed back.

Dedicated Phone Number (land line or cell phone) As far as a phone line goes, it is very important that you have a separate phone number when starting a recruiting agency. If you don't want to add another land line to your current residence or office, you are, at the very least, going to need to have a cell phone that you can dedicate to recruiting. In other words, you need a number that when candidates and clients call you, they get you personally with a professional greeting like "good afternoon, this is Jane Doe with ACME Agency, how may I help you". Another big plus when starting a recruiting agency is an 800 number. If you shop around, you can usually get one pretty cheap and it will enable candidates to contact you from work. One other inexpensive alternative is signing up for a VoIP number (internet phone number) such as through Vonage or Skype. The only requirement with those is you must have a high speed internet connection and you will want to test the service to be sure you are getting a quality signal.

Answering Machine or Voice Mail When you are not able to answer your business line, you will need a voice mail system or answering machine/service.

Efax Number (Fax number that uses your email) You must have an Efax number if you are seriously considering starting a recruiting agency (or, if you have a fax machine, feel free to continue to go 'old school'). Many of your clients still use fax machines and will want to fax you the signed fee agreement. I currently use fax.com which provides me with a toll-free fax number (which comes to my email in PDF format) and also allows me to send faxes using my email program. At the time I wrote this, the service was just $9.95 month.

Agency Name (what are you going to call yourself?) This may seem to be an easy matter but you may be surprised. When I was starting a recruiting agency of my own, I wanted American Engineering Corp to be the name of my company, and indeed, that is what I go by in my email and dealings with my clients. However, when I went to register myself as an LLC with my state, I was told the name was already taken (by a Japanese company of all things!), so I ended up having to add USA to the beginning of my name to get registered.

Another thing to consider when starting a recruiting agency is whether you can use certain words in your name. I found out later that there are many states (fortunately not mine) that require you to have a licensed PE (professional engineer) working for the company to be able to have the word "engineering" in the name.

If you don't want to go with engineering at all, some common add-on names include; associates, staffing, enterprises, solutions, group, etc.

Once you have your office setup, you are ready to get started. 95% of what I do is online and through email. If you can cut & paste and have at least a basic understanding of the internet and using email and programs like Word, starting a recruiting agency should not be difficult or even cost much money to get started.

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