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The two types of automation that will propel your staffing firm

Posted by Katie Rubak, Product Marketing Manager on Mar 17, 2020 5:00:00 AM

Read blog posts on the future of staffing and staffing technology, and you’re more than likely going to read about automation. There are a few reasons for this…

> Automation technology has become extremely refined and powerful, making it more accessible than ever; and

> There are simply SO many repeatable tasks for recruiters (and other parts of your staffing firm) that are ripe for automation (data entry alone accounts for 33% of the day for recruiters!).

But why does it work? 

Automation puts consistent communication and engagement in place throughout the entire talent lifecycle (including months after a placement has ended). It helps to...

> Guarantee each person’s expectation of being in receipt of a consistent brand message and experience

> Focus recruiter productivity on building relationships and personalized attention

> Foster and nurture relationships with existing candidates to reduce your future costs

I recently led a webinar with HealthCare Support’s Lian Perez and Heather Roberts that examined the “why” and “how” of automation done right. Today’s most successful staffing firms are leveraging automation in multiple ways to achieve pretty remarkable results. We talk to these firms every day as we help them use our candidate engagement platform. Their growth is game changing. 

The big secret about automation

Most of us understand automation at its foundation, but it’s especially fun when you acknowledge and leverage two types of automation for your staffing firm. 

Automation Type #1 ➡️ Maintenance and Data Cleaning

You could also label this type of automation “basic automation.” It’s what most of us think of when we hear or read the word “automation.”

There are two primary, massive benefits to this standard level of automation:

  1. Enhanced productivity. Let’s revisit the percentage I cited above -- 33% of a recruiter’s day is spent on data entry! Imagine how much more your recruiters could achieve if you gave them back another 2 to 3 hours per day
  2. Cost savings. Along with productivity comes the cost benefit associated with a more productive workforce.

These are some pretty compelling reasons to embrace automation in your staffing firm!

Automation Type #2 ➡️ Event-Triggered, Personalized Automation

Strategic automation with artificial intelligence (AI) and bi-directional conversations is a game-changing approach to automation.

While cost savings are always appreciated, and productivity boosts are always a good thing, leveraging strategic automation offers real, tangible, measurable ROI for your staffing firm.

That’s because event-triggered, personalized automation leads to increased…

> Engagement

> retention and redeployment; and

> growth. 

Advanced automation in action

Let’s take a closer look to see how automation can directly impact your engagement, retention and growth. 


Candidate engagement remains a top priority for staffing firms across the globe. Talent expectations, sure, you can even say demands are more sophisticated than ever. The recruiting stereotypes of old just won’t work any more. 

Talent wants highly personalized communications on their preferred platforms. They want to feel like a human being, not a resume. 

So, you might be thinking, the answer to your engagement challenges is...LESS human interaction? 

Not so fast. 

In fact, automation delivers the personalized experience talent demands, while also facilitating more, better human communication. 

Automation can help you send out regular messages to candidates from their first interaction with your staffing firm through their placement (and beyond -- I’ll get to retention and redeployment in a minute). And, it’ll work seamlessly with your ATS to pull and use information from your candidate database to ensure communications are highly personalized and relevant to each candidate.

Your candidates stay in the loop and know they’re top of mind throughout the process (BONUS - a lower ghosting rate 👻). Nowadays, most candidates prefer communication via text. So, when your automation sequence is in action, let’s say that a candidate responds to one of your texts. 

Your recruiter is immediately notified (after all, the automated messages are sent “by” your recruiters, not a brand or generic name), where he or she can hop in and take over.

With automation, you increase candidate engagement and satisfaction, and save one-on-one time for the most important parts of recruiting. 

And, you’re only setting up that workflow ONCE. It can be deployed hundreds or even thousands of times.

Retention and Redeployment

There’s a natural connection between improved engagement and retention or redeployment, That’s because candidates who feel valued during the recruitment process are more likely to place value on your long-term relationship. 

But more directly, automation can cause a massive increase in retention and redeployment. Since most staffing firms redeploy around 5% of candidates, seeing any increase here can mean a massive impact on your revenue. 

Going back to the previous example, let’s examine how automation can help here.

Your contractors are on assignment, doing what they do best. Since your recruiters have created a workflow for deployed contractors, that means your talent is receiving relevant, personalized communication throughout their gigs. That could mean messages to:

> Check in on their first day

> Touch base midway through an assignment to see if your talent needs anything

> Following up as the assignment is about to wrap up to see what your contractors are looking for next

And just like the previous example, when talent has a question or concern, they’ll reply to you and a recruiter can immediately jump in with one-on-one follow up. 

Rather than waiting for your talent to reach out to you for their next gig, you’re proactively reaching out to help them line-up another great assignment. And because you’ve been in touch throughout their deployment, your contractors know that you truly value them. They are much more likely to be receptive to another gig with your firm. After all, you’ve given them the white glove treatment so far! 


Well, at this point, it’s a logical conclusion isn’t it? You’re reaping those initial rewards of automation, with enhanced productivity and lower costs. But THEN...

Your candidates are more engaged throughout the recruiting process, which means they’re less likely to ghost and are more likely to show up enthused and ready to work on the first days of their assignments. They’re also more likely to refer their friends, former colleagues and other people in their network.

Since you’re communicating regularly with talent throughout their assignments, your contractors feel more connected to your staffing firm (and more valued). They’re more likely to be redeployed and ultimately stay with your firm in the long term. 

Your team is able to do this without sacrificing more time and effort. It’s happening automatically, freeing them to help more clients and build meaningful relationships with more candidates. 

= Growth 💰💰💰

There is just so much potential in automation

We get so excited talking about this stuff here at Sense. To check out the full automation webinar, be sure to check out the full replay. I also walk through a high-level recap in this blog post.

Topics: automation, candidate engagement, dormant candidates

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