Introduction
When starting an agency, it can be hard to envision how you’re going to make it
successful.
There are so many things to juggle, consider and get right – so use this blog article
as a guide and checklist for the key things you can do to make your agency
prosperous.
What does recruitment success look like?
1. A Good Reputation and Positive Reviews
It seems obvious, but a successful recruitment agency will have an established
reputation, with a list of positive client and candidate testimonials. Their presence
will also be well-known in their industry, and they will hold an advantage over their
competitors.
2. A Dedicated Account Manager
No matter if you’ve got a large or small team, it’s important to have a dedicated
account manager for all your client’s concerns and queries.
Clients will get confused and frustrated if they have to talk to multiple people to
get the job done – the simpler you can make the pipeline, the more effective you’ll
be at retaining clients.
3. Honest Communication
Ever heard of “ghosting” in recruitment? This is something you will definitely NOT
want to do if your business is to be successful.
“Ghosting” essentially means that when a recruiter reaches out to a candidate, the
recruiter will halt all communication, often randomly. When the candidate reaches
back out to the recruiter, they aren’t able to get back in touch, leaving them
confused about where they stand in the job application process.
Train your team in a way that encourages them to use transparent and honest
communication, for all parties involved. In turn, this will allow you to have a
positive brand reputation.
4. Powerful Industry Expertise
You’ve got to be able to talk the talk, as well as walk the walk. Make sure that you
and your team are up to date with the latest industry trends, knowledge of the
latest happenings in that industry and know all the tiny details that the client
expects you to know.
It’s not always straightforward at first, but by immersing yourself fully into that
industry, you’ll be on the road success.
5. Consultative Services
Finally, remember that the client doesn’t only want you to give them placements
that do well, but wants you to be that helping hand to lean on when they need
advice.
From anything to do with talent acquisition, DE&I, to EVP and retention strategies,
you’ll want to make sure you know how to help the client if they come to you for
guidance.
What role does Recruitment Agency Software play in your agency?
While you’re busy strengthening relationships with your clients and candidates,
recruitment agency CRM software will help you streamline your administrative tasks.
1. Candidate Onboarding & Management
Candidate onboarding usually involves getting the candidate to complete a
physical application form, then making various communications (phone or email)
to check their suitability for the role.
With temporary recruitment agency software, such as PrimePRO, you can
automate this whole process. All the recruiter needs to do is add their name and
email address to the system, send the application form, and it’s done.
Now in the candidates’ hands to complete, their details will be automatically
uploaded to the system for you to review in due course. As a recruiter, you can
keep track of the candidate’s progress in completing the form, and even take over
should the candidate get stuck or confused.
2. Ensuring Compliance
Before a candidate can be booked out in PrimePRO, they have to be eligible to
work. This process is easy with the mobile-friendly application form, allowing you
to request what compliances you need from the temp worker.
You can automate this process with the use of identification document technology
for the right to work verification. TrustID’s integration with PrimePRO requests
identification documents from the candidate, and asks them to take a live selfie.
So you can make sure that you’re avoiding booking anyone fraudulent, mitigating
the hefty fines that come with it, and are staying compliant.
3. Filling Bookings
Making bookings is important for addressing clients’ fluctuating staffing needs
and temporary workforce gaps – allowing you to retain your clients.
You can keep track of and manage all your bookings with one simple planner in
PrimePRO. The colour-coded traffic light system (green for filled shift, yellow for in
progress and red for open shifts) will help you easily determine where you’re at
with everything.
4. Online Timesheet Management
Automating timesheets means you can increase efficiency and accuracy, by
eliminating the need of paper-based timesheets or human management.
As well as improving the accuracy of timesheets generated, any changes made by
the consultants to the planner (whether they cancel a shift or extend bookings)
will be automatically reflected in the timesheets.
This means your accountancy team can easily be sure that the timesheets are up
to date with the shifts worked. This gives you a better overview of how your
temporary workforce is performing.
Within PrimePRO, you can set parameters of rates and set rules for rates for
different days, which automatically updates the timesheet when the booking is
made. You can then edit and approve, also giving access to a client through a
portal.
Another bonus is the ease of real-time updates. If you need to adjust timesheets
to reflect any changes in bookings or candidate assignments – you can do this
with the click of a button.
5. Tracking time & attendance
You’ve got so many things on your mind as a recruiter, so it can be another
difficult task to manage when it comes to checking if your staff are working the
times that they should be.
PrimePRO’s built-in time and attendance system equips agencies with an efficient
of managing the candidate timesheets. Candidates can scan a QR code to clock in
upon their arrival to work, and scan it again to clock out upon leaving.
This will automatically update the timesheet to the hours they actually worked –
making your job easier, but also making you look great in front of your clients who
value modern timesheet management and speedy, automated processes
Time and attendance systems such as PrimePRO’s, will give the candidate the
option of scanning a QR code when they get to work and leave, automatically
updating the timesheet.
6. Invoicing
As you’re often paying your workers weekly, this is a critical aspect of your
operations.
To speed up processes, PrimePRO will automatically process invoices in the
week-end procedure and get a detailed breakdown ready to email to the client
from the software.
All you need to do is begin the process of consolidation which will automatically
create the invoices, select the invoices that you wish to send, and email them to
your clients, all in one click of a button. Additionally, your clients can view the
invoices from their portal if they’d like to – an easy and convenient process for all
parties involved!
7. PAYE Payroll
As you’ll see by now, there are several things to get right before we get to this
payroll step. But getting this one right is crucial for your reputation among
candidates.
PrimePRO allows you to create umbrella reports, payroll files, and self-bill invoices
for Limited Company workers. WTR, or Holiday pay is automatically calculated for
you too.
You can complete the recruitment process with PrimePAY, the HMRC-recognised
payroll software solution which allows you to run a full weekly PAYE temp payroll.
In a few simple clicks you can… create and send payslips, pension files, submit
RTI’s to HMRC, create BACS files and P45, P32 or P60’s.
8. Reporting
A key part of measuring your agency’s success, reporting on data trends and
analysing this data is easy when you know how.
Luckily, PrimePRO gives you reporting functions on gross margin reports,
candidate new starters, bookings (completed, in progress, cancelled) and more.
This not only allows you to track your agency’s progress but also gives freedom to
different teams to be able to share insights. For example, your payroll team might
want to check the candidate new starters report to double check their payroll
information.
Conclusion
So, whether you’re a well-established agency or just starting out, if you’re looking
for agency success, it’s key to think about how you can streamline your team’s
workflows to make your recruitment agency as efficient as possible.
The global recruitment software market size was valued at $1,753.2 million in 2017
and is projected to reach $3,095.8 million by 2025, exhibiting a CAGR of 7.4%
during the forecast period. This growth is driven by factors such as the need for
enhanced communication capabilities, productivity of recruiters, and the adoption
of cloud-based solutions to streamline recruitment processes.
Efficiency will then turn into profitability, which results in further growth for your
recruitment agency business!
Request a demo of our modern and easy-to-use CRM and Payroll software to
discover how your agency can reach its full potential.