Dear Just Ask Judy,

AI is taking the world by storm! How can I use AI tools in my staffing agency, and how do they contribute to efficiency and cost-effectiveness?

Flo from Florida

Dear Flo,

AI is an exciting tool with many potential benefits. To give us a better perspective, I talked to Claudia Garcia, President and founder of Royalty Medical Solutions to see how she uses AI. Claudia says that one of the significant advantages of AI tools is their ability to automate tasks that would otherwise require significant time and effort for her or her staff.

Claudia uses the AI tool ChatGPT which saves her time, marketing, writing sales emails, blog posts, and updating website content. These tasks can be time-consuming and tedious, but with AI tools, these processes can be streamlined. This frees up time for building more personal relationships with her clients and applicants.

She uses AI tools to facilitate communication and engagement with potential candidates. Automated text messages and chatbots can handle initial screenings and responses to ads to qualify candidates. This saves time and increases the number of valuable conversations she can have with her candidates.

Claudia can then interact with pre-screened candidates, one-on-one. Claudia has personalized her AI Tool, BettyBot, to send reminders when interviews are scheduled and when feedback is required.

Claudia highlights that using AI tools can save her time, thus saving cost. She also noted that she has partnered her AI Tool with her ATS system to better match candidates with specific job requirements. This saves valuable time for her and her candidates. When you make that call, make your time count!

By utilizing AI tools, you can reduce the time spent sourcing and focus on engaging with pre-qualified candidates. This saves money by optimizing resource allocation and improves the overall recruitment process.

To know more about how Claudia utilizes AI, you can contact her at cgarcia@royaltymedicalsolutions.com.

Judy

Dear Just Ask Judy, 

With the many online resources available to job seekers and the growing presence of AI, is the role of a recruiter still relevant today?

John in Joplin

Dear John in Joplin, 

Your question about the relevance of recruiters in today’s labor market is pertinent and on the minds of many recruiters. It is essential to realize that recruiters hold a pivotal role in the labor market. Search and staffing firms provide indispensable services that remain relevant despite the increasing availability of online tools and AI. 

One of the most significant advantages that staffing agencies bring to the table is their extensive network of skilled and qualified candidates. Where specialized skills are the key to success, these agencies offer a curated selection of individuals who best align with an organization's unique demands. Particularly in today's competitive job market, staffing agencies serve as a necessary means of connecting talent with need.

In addition to this, there are many administrative details that must be handled during the hiring process. Background checks, screenings, and eligibility verifications are time-consuming tasks that require both finesse and adherence to regulations. Staffing agencies excel in managing these complexities, relieving HR departments of administrative burdens, and ensuring efficient, compliant processes.

The growing interest in returning to on-site work has introduced a new layer of complexity in that companies seeking talent willing to work in a traditional office environment face distinct challenges. Skilled recruiters can identify those individuals who align with this evolving trend and match them up with suitable employers. 

Even in the digital age, where direct interactions between job seekers and companies are facilitated by technology, staffing agencies continue to thrive. Their unique combination of expertise, resources, and guidance remains unchallenged. Recruiters add the “human touch” which is missing from typical online tools or ATS systems and can increase the likelihood of a successful placement. 

Staffing agencies are not just relevant but are critical to the smooth functioning of the job market. The increasingly available digital platforms and AI systems serve as useful tools for the recruiter to use in concert with the human interaction they provide.

Judy

Dear Just Ask Judy,

I need to make sure my sales employees are as productive as possible. Is there a tool I can use that can increase their productivity?

Regards,

Diana in Detroit

Dear Diana,

Increasing the productivity of your sales force is a sure-fire way of improving your firm’s overall productivity … and your bottom line. If you can gain an incremental improvement in productivity the effect on your business can be significant …with no addition of staff. I explored this issue with Mario Martinez, Founder and CEO of Vengreso. Mario’s firm offers an innovative tool called FlyMSG which can help streamline your sales staff’s efforts.

Mario explained that FlyMSG addresses the common challenge of repetitive messaging, which often consumes considerable time for sales teams. With FlyMSG, you can streamline this process and save valuable time every day. This tool allows you to store your repeatable messages in the cloud, and with a simple keystroke, known as a "fly cut," you can deploy these messages across various platforms and applications. What used to take minutes for each message can now be accomplished in seconds.

He noted that this automation feature is particularly beneficial for recruiters and staffing agencies as it enables them to send messages efficiently across different SaaS applications, job boards, and communication platforms. Mario clarified that “Saas” refers to “Software as a Service” in which a cloud provider hosts applications and makes them available to end users over the internet.

I asked Mario about the origin of the “Vengreso” name, and he explained that he took the Spanish words “Ventas” meaning “Sales” and “Ingreso” meaning “Revenue” and combined them to form “Vengreso”!

If you would like to explore FlyMSG further, you can find it at flymsg.io or email Mario directly at mario.martinezjr@vengreso.com.

I appreciate Mario taking his time to introduce us to this interesting tool. Hopefully, this will help you improve your firm’s productivity!

Judy

Dear Just Ask Judy-

As a recruiter I need to communicate with applicants and clients on a regular basis. Is texting still an efficient tool to accomplish this?

… Karl in Kansas

Dear Karl in Kansas-

Thank you for reaching out with your question about the utility of texting. Even with the strong presence of social media, texting still holds a significant place in our daily interactions and has its unique advantages. To help us better understand its benefits, I spoke with Kat Wright, Enterprise Sales Manager at Text Request. Text Request is a business texting software designed specifically for recruiters.

According to Kat, one of the key advantages of texting is its quick and easy nature. While picking up the phone and making a call is often preferred because of the “human touch,” texting allows for a swift response. Texting can send and receive messages in real-time, making it very convenient for busy individuals. It eliminates the need for lengthy phone conversations or waiting for email responses.

Scheduled messaging is another feature that makes texting efficient. Kat explains that scheduling messages is an everyday use case in the staffing industry, especially when dealing with applicants in different time zones or for night owls who work unconventional hours. By scheduling messages, businesses can send links for scheduling interviews, confirming appointments, or filling last-minute openings. This feature allows for better time management and ensures that important communication is delivered at the right time.

Kat also mentions the high response rate of text messages. Statistics show that text messages have a 95% higher chance of being seen, read, and responded to than phone calls. Almost every text message sent is read, while emails have a significantly lower open rate. This makes texting an effective way to contact candidates and ensure that important information is received and acknowledged.

Kat pointed out that texting also allows for efficient and direct communication. Candidates may be unable to answer phone calls while working, but they can easily respond to a quick text message. Texting provides a non-intrusive way to reach out to candidates and receive prompt replies. It is also helpful in sending last-minute details before interviews or getting specific questions answered. Instead of chasing someone down with phone calls, a quick text can provide the necessary information and streamline the communication process.

If you want to explore the advantages of texting, contact Kat at 423-218-0111, ext. 714.

Her email is katlyn@textrequest.com. You may visit the Text Request website at www.textrequest.com.

I hope this has answered your question, Karl!

Judy

Dear Just Ask Judy,

As a recruiter, I understand how important good client relationships are. What do you suggest I do to maintain good relationships with my clients to retain their return business?

… Interested in Iowa

Dear Interested in Iowa,

Your question identifies an issue crucial for the success of any business. Building strong connections with your clients helps retain them and opens doors for potential referrals and new opportunities. To address your concern, I asked Jana Fichtner, President of Fichtner & Associates to share her experience and insights gained over 36 years in the staffing industry.

Jana noted that maintaining communication is crucial for building and maintaining client loyalty. Answering phone calls and returning voicemails promptly is very important. While many people let unknown numbers go to voicemail due to spam calls, Jana believes every call could be an opportunity. By answering calls and returning voicemails, she ensures that she gets in touch with all potential candidates or clients who may be trying to contact her.

She highlights the importance of treating others as you would like to be treated. Jana has earned her clients’ loyalty by providing excellent service and by treating candidates and clients respectfully. While she acknowledges that she may not be the only recruiter they have worked with, she is often their first choice when they need assistance.

This loyalty is a result of their positive experiences with her. Furthermore, Jana emphasizes the significance of keeping in touch with clients even when she may have yet to find the right candidate for them. By regularly communicating with clients and updating them on the progress of their search, she maintains a strong relationship with them. This proactive approach shows clients that she is invested in their success and committed to helping them find the right candidate.

Jana suggested that networking and relationships are crucial in career advancement. By building strong and lasting connections, individuals can open doors to new job opportunities, collaborations, and mentorship. Furthermore, building lasting relationships can provide a sense of fulfilment and purpose. When time and energy is invested into building and maintaining relationships, we invest in the well-being and happiness of ourselves and others.

Jana acknowledges the generational differences when it comes to technology. Those in their early 30s are much more tech-savvy than the previous generation. This highlights that younger individuals may be more inclined to “ghost” recruiters because they are comfortable with digital communication and may not see the need for a direct conversation or explanation.

Jana also suggests a possible solution to the problem of ghosting. She advises recruiters to send a direct email or text to the candidate or client using the word "closure." By stating that they assume the lack of response means the individual is not interested in the position, the recruiter essentially provides an opportunity for the person to confirm or deny their lack of interest.

This approach may prompt a response and clarify situations where ghosting has occurred. If you have any questions for Jana, she can be contacted at jana@fichtnerassociates.com or by visiting her website at www.fichtnerassociates.com.

I hope this helps answer your question.

Judy

Dear Just Ask Judy, 

Why is the unique value proposition in marketing important as a recruiter, and how can it help staffing firms attract new candidates and clients?

Regards,

Hannah

Dear Hannah, 

I hope you are doing well. Thank you for your insightful question regarding the significance of a unique value proposition in marketing for staffing firms. To give us a deeper insight regarding your question, I have spoken with Steve Eisenberg, President and CEO of ASJ Partners, a marketing agency for the staffing industry. 

According to Steve, to stand out in a crowded market, staffing firms and recruiters need to have a unique value proposition and effectively communicate it through their marketing efforts. By doing so, they can move away from being stuck in pricing discussions and instead focus on the value they bring to their clients and candidates.

One key aspect of brand differentiation is the importance of job descriptions. Eisenberg compares job descriptions to a company's brand, stating that they must accurately convey what the job entails and provide insights into the workplace culture. 

In a time when job seekers have limited time and attention spans, boring and mundane job descriptions can easily be overlooked. By crafting job descriptions that are engaging and informative, staffing firms can attract the attention of potential candidates and stand out from their competitors.

Furthermore, Steve emphasizes maintaining top-of-mind awareness among clients and candidates. By consistently communicating and staying connected with them, staffing firms can position themselves as trusted partners and go-to resources when their services are needed. 

Simply, staffing firms can set themselves apart and thrive in a competitive market by understanding their unique value proposition, crafting compelling job descriptions, and maintaining consistent communication with clients and candidates.

If you would like to know more about the importance of a unique value proposition in marketing, you can reach out to Steve at steve.eisenberg@asjpartners.com, or they can reach out via phone at 610-348-5805. 

I hope you are enlightened, Hannah!

Regards, 

Judy

Dear Just Ask Judy:

“I have been in business for a while now, but I need some ideas on how to take my business to the next level. How do I go about it?” … Inquiring in Indiana

Dear Inquiring in Indiana:

Your concern about taking your business to the next level is a common theme for recruiters. Running a business can be challenging, and it's understandable to feel frustrated when trying to expand your business by a significant margin. To identify strategies you can use, I contacted Bruce Putman, a search and staffing industry consultant, who can give us insight into how to take your business to the next step. Bruce served in leadership roles in both NAPS (National Association of Personnel Services) and MKSSA (Missouri Kansas Search and Staffing Association). He has successfully opened multiple locations and worked in different verticals such as healthcare, LI, and professional/clerical.

Bruce commented that expanding vertical markets for growth is a key strategy in the staffing industry. Taking the opportunity to diversify and expand in this manner can enable you to broaden your business's scope and capture new opportunities. To do this a rational analysis of market trends is crucial to identify the right vertical markets for expansion. Information on demographics, hiring trends, and current industry events is necessary to build a picture of potential opportunities in a specific vertical or location.

It is important to look for cross-selling opportunities where you can utilize your existing database and expertise to move into a new vertical. While rational analysis is important, he also emphasizes the importance of gut feeling and knowing which markets have growth potential. You can develop this gut feeling by talking and listening to your peers, applicants, and clients. This combination of intuition and rational analysis can guide business owners in making strategic decisions about expanding into new markets.

Putman highlights the value of relationships and learning from others in the industry and recommends joining search and staffing associations. These associations can provide opportunities for networking, training, and mentorship, allowing staffing firm owners to connect with peers and learn from each other's experiences. These network connections can help you identify a market niche which needs to be better served, leading to growth opportunities for your firm. Bruce also acknowledges the challenges that small business owners face in the staffing industry and cites the importance of having trusted peers with whom you can share experiences and ideas.

We appreciate Bruce’s willingness to share his insights and experiences in expanding vertical markets for growth. His expertise provides valuable guidance for business owners like yourself looking to take their business to the next level. He encourages owners to contact him with any questions or concerns, offering his contact information and willingness to mentor and help in any way he can. Bruce can be reached at bjputman@aol.com or at 816-392-2730.

I hope I have answered your concern!

Dear Just Ask Judy:

“As a business owner, compliance with laws and regulations is paramount. The thing is, keeping up with the changes can take a lot of work. Is there an easy way to do so?” … Chris from Ohio

Dear Chris from Ohio:

Thank you for reaching out with your concern about staying compliant with laws and regulations as a business owner. I completely understand how challenging it can be to keep up with the ever-changing landscape of compliance requirements.

To help us navigate your problem, I have invited Karen Connor, the vice president of business development at COATS Staffing Software.

As you know, one of the key challenges for recruiters is keeping up with the constantly changing rules and regulations at the state, federal, and local levels. COATS Staffing Software addresses this challenge by providing a comprehensive platform that brings together all critical data in one place. This allows recruiters to have better control over their business and ensures compliance with various laws and regulations.

The software starts by assisting recruiters in managing the pre-employment application process. COATS follows the Barriers to Hire rule, which means that certain information, such as date of birth, social security number, and criminal history, cannot be asked during the initial application. Coates' online application form ensures recruiters adhere to these rules and collect only the necessary information.

After the initial application, COATS helps recruiters with post-hire paperwork, such as I-9 and W-4 forms. The software integrates with efficient hire, an integrated partner, to manage and track compliance with these forms. This ensures that recruiters ask the right questions and populate the correct forms, reducing non-compliance risk.

COATS also offers features to manage contracts and client relationships. The software's customer relationship management (CRM) capabilities allow recruiters to store and manage contracts effectively. This ensures that all contractual obligations are met and helps maintain compliance in client relationships.

Overall, COATS Staffing Software simplifies compliance for recruiters by providing a comprehensive platform that manages all critical data and ensures adherence to rules and regulations. By streamlining processes and centralizing information, the software helps recruiters maintain compliance at every stage of the recruitment and hiring process. This reduces the risk of non-compliance and improves efficiency and productivity for staffing agencies.

If you have more questions, you can reach out to me or Karen at 800-888-5894 or through her email, kconnor@coatssql.com. You can also visit their website at https://www.coatssql.com/.

Thanks a lot!