Argosight TechTalk: How to Evaluate Your Current Recruitment Technology & Tools

While you want to ensure you get a return on investment on every recruiting system in your organization, it’s also critical to maintain a balance between an effective process and the candidate experience-—and that begins with taking a holistic approach to an evaluation of your company’s tools. With this crucial assessment, you can begin to understand how your organization can improve the effectiveness and efficiency of the recruitment process.

Step 1: Outline Your Current Process

Before you even begin looking at your tools, it’s crucial to craft a visual overview of your current recruiting process, so you can see which steps could benefit from the technology.

Depending on the size and scope of your hiring process, it could extend to the candidate’s onboarding or the candidate leaving the company. Determine what applies to your organization and create three versions of the process, in three separate documents. 

  • Map It Out

As you begin, it’s best to outline only the basics. It’s easy to get tied up in the details initially, but for now you’ll want a simple, straight course of how the recruitment process would flow in a perfect world from start to finish.

  • Interview Your Team

Now, you can begin finding the complexities in your organization’s process. Interview members of your team that are involved in the process on a day-to-day basis and determine the actual process flow, rather than an idealized version.

  • Compare Versions

Once you have an idea of where the deviations in your process lie, you’ll be able to map out how they relate to each other. You’ll find that certain people do things differently, and therefore use different tools and resources to achieve their goals.

Key Questions:

  • Which steps deviate your process away from the norm?
  • Which areas need to be streamlined?
  • Is the process flexible enough to modified without IT intervention?

Additional Tips:


You may want to consider investing in software like Visio that allows you to easily map out the steps. Drawing them out by hand can get cumbersome, especially as you add or delete tracks.


Step 2: Take Inventory

Gather a list of company’s tools and systems in the form of a spreadsheet that can easily be updated.

Communicate with the vendor management side of your organization—they’ll have the most information about the technology that is being used on a day-to-day basis.

Key Questions:

  • Who is the internal point of contact?
  • How many users does the system have?
  • Where is the information being stored?
    • Is it locally housed, or on an external server?
  • What version is the system running on?
  • What’s the vendor’s contact information?

Additional Tips:

Find out which vendors have active contracts with your company and obtain copies. It’s not uncommon for vendors to have automatic renewals in their contract that you weren’t informed about. Depending on the size and scope of your company, you could be paying for a product that you didn’t even know you had.


Step 3: Determine Usage and Performance

Compile this list and determine which systems you’ve actually been using. A lot of systems will have websites that you log into to check your usage. You can also check your own internal systems to find information on how much you’ve been using the tool.

Key Questions:

  • Of the users who have access, how many are actually using it? How often?
    • Are there any users who should have access but don’t?
      • Is there anything that’s blocking access to the tool?
  • Which steps have the greatest variation in time, or are bottleneck steps?
  • Does the system provide a support team?

Additional Tips:

Refer to the logs of your tools to help determine the accurate usage of the system.

Step 4: What’s the Impact? 

Interview members of your team who are most intimately involved with the tools. With your process diagram as well as your conclusions about usage in mind, you’ll need to ultimately determine if the tool is living up to the expectations that were set during its initial installation.

Key Questions:

  • Are all team members using the tool? If no, why not?
  • Does the tool hinder or improve the efficiency of each step in the recruitment process?
  • What’s the objective of the tool? Does it meet that objective?

Once you’ve identified your process and the functions of your current software, you can begin to identify the problem areas that you can then fix. Moving forward, there will naturally be changes in both your tools and processes. But if you have a visual overview of your current system, it’ll be easier for you to see how those changes can be implemented later.

Alex Bender is a Practice Lead in our Recruitment Infrastructure Practice at Argosight, will contribute as a thought leader to this series, “Argosight Tech Talk.” He brings a unique combination of experience in full life-cycle recruiting and recruiting technology system administration.