10 Ways to Manage your Candidate Database

When you have a well-managed candidate database, you have people available at your fingertips.  Sure, you don’t have a vacancy now, but what about in the future? You shouldn’t start actively looking for someone when the vacancy opens up.  Building your candidate database is important but you also need to manage it in order to be able to find who and what you are looking for.  

Plan ahead

Vacancies pop up all the time.  The best way to ensure that you are prepared is to plan ahead and always recruit people.  You never know when you might have a position to fill. And, if you have most of the steps already done, this can be a quick move, with the right candidate! This will impress your co-workers as nobody likes to run shifts short-handed.  The person leaving performed tasks that others counted on and need someone quickly to fill that position. You can do this when you have planned ahead and have some qualified candidates to choose from.  

A Solid Database

Everything that you have should be done all in one spot.  All your candidates should be housed in one location for easy access.  There is software out there that can assist with this or create something in a spreadsheet.  Whatever it is, make a database that is organized and helps you find what you are looking for at the proper times.

Application Tracking Systems

It is becoming more and more common to have applications coming in from all kinds of different sources and can get a little overwhelming.  That is why they have created application tracking systems (ATS) to assist with your every need. 

Encourage Collaboration

If you are a recruiter, you will get more candidates if you collaborate with other recruiters.  This allows you to open up your pool of choices to find that perfect hire. Because this too has become so popular, there has been software developed for this process as well. For more information check out https://recruitmilitary.com/employers/solutions/recruiting-services.  

Proactive Sourcing

Never quit looking for qualified candidates, especially for the areas of high turn over.  Finding these candidates is not always easy and does take some time.  

Build Rapport

Get to know your candidates and their needs.  It is important to fill those open positions quickly, but with qualified people.  Actively engaging with your candidates allows you to build trust and to get to know them better.

Screen your Candidates

Before you put someone in your database, you need a method of screening them quickly.  Screening your candidates should be done in a methodical way to ensure you can do this quickly but yet effective. 

Manage Duplicates

When you are getting candidates from all kinds of sources it is easy to get duplicates and old information.  Be sure you have a system in place to deal with these duplicates.

Schedule Routine Cleanups

Databases can become cluttered with old information and they should be cleaned up from time to time.  This is something that you can hire someone to do for you as well. It is a great freelancer task.

Candidate Segmentation

Candidate segmentation means to have your candidates organized in your database.  You need to have them in a manner that you can find them quickly and effectively. Use tagging to help organize you and come up with a system that works for you.

Written by
Jeremy Kaplan

A 50-something year old lifestyle, career, and education blogger based in Atlanta, Georgia. Years of experience in the office setting working with others and still loving it year-after-year.

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