Steps to Better Manage Your Candidate Database

For most companies and staffing firms, a typical strategy is to compile all candidates sourced into candidate databases. However, these databases are often not well-organized, or not optimized to yield the appropriate results when time is of the essence. This renders the very purpose of databases futile. It is essential to have your candidate databases well-organized to make the most of the amount of financials and time invested in preparing the databases.

Here are a few steps to better manage your candidate databases so you can adequately use to find high quality candidates whenever the need arises.

1. Establish filters for categorizing candidates when you are using third-party sources

When you are sourcing candidates using third-party tools such as aggregators, job forums, job boards, etc. establish certain parameters using which they can be screened later after they are integrated through your Application Tracking System (ATS). Establishing these filters from the onset will help you search for quality candidates faster when you need to.

2. Employ third-party tools to better organize incoming data

Sometimes, your own organization skills and ATS might not be enough to handle the vast influx of applications you might be receiving from candidates. To ensure a well-managed candidate database under such circumstances, you might want to invest in third-party technologies that categorize resumes according to customized criteria you have set. These tools can typically be easily integrated with your ATS and make searching through your candidate databases infinitely more efficient.

3. Categorize based on skills, not keywords

Stuffing keywords into their resumes is a popular tactic of job aspirants to get through ATS and into databases. Instead of relying exclusively on keywords, add skills corresponding to the candidate entries in your database so it is easier for you to filter high quality candidates with the requisite skill-set for a job. This way you will not have to depend on complicated Boolean search strings and make your search process much more effective and streamlined.

4. Eliminate or merge duplicate entries

Often, databases end up getting cluttered and bulked up because of duplicates that might make their way into your ATS from multiple sources. It is essential to get alerted through the software regarding potential duplicates. Systems can identify these by matching email IDs, phone numbers, first-last name combinations, and so on. Once alerted, you can either eliminate the extra entry, or merge the records in case of additional information. This will keep your database organized and clutter-free, therefore saving you time when you are screening candidates.

5. Deep-clean your database every once in a while

It might be so that your candidate database is simply too disorganized to employ any managing strategy without doing a thorough introspection and deep-cleaning first- a process which might seem to daunting to even start. Then you keep continuing in the same vicious cycle and your database just gets more and more out of hand. It might be prudent to hire outside help, perhaps a freelancer, to clean up your database and organize it in a logical manner that you can carry forward through the rest of your sourcing process. This deep-clean might be required every once in a while to ensure your candidate database is at its optimum and can yield you the best quality results at as few searches as possible.