Successfully transitioning to new recruitment software: what you need to know

1. Time: it won’t happen overnight

How hard can it be? Just install and go!” Unfortunately, that’s not how it works, warns Daniel van Hek. Moving to a new Applicant Tracking System (ATS) takes time. Not only the implementation itself, but also training and helping your people get on board requires careful attention. Keep in mind that daily processes may run less smoothly during the transition. That’s normal—make sure to factor in that time and plan accordingly.

Tip: Create a realistic timeline and communicate it to your team so everyone knows what to expect.

2. Money: the real costs

“A lot of staffing organizations underestimate the real costs of a new software implementation,” says Daniel van Hek. You’re already aware it’s an investment. But have you considered implementation fees, licensing for various tools, training, and potentially extra support? There are also unexpected costs, like troubleshooting unforeseen technical issues.

“A lot of staffing organizations underestimate the real costs of a new software implementation.” –  Daniël van Hek

Tip: Set aside a contingency budget to cover surprises. That way, they won’t throw you off course. If you’re working with an implementation partner, they can help you better estimate the total price tag.

3. A clear vision: where are you headed?

Why are you choosing new recruitment technology? Which goals do you want to accomplish with it? “A clear vision keeps you on track throughout the process. Without a defined goal, you quickly lose focus,” explains Daniel van Hek. And that can lead to poor decisions about configuration and processes.

Tip: Establish clear objectives and tie them to measurable outcomes—like reducing time-to-hire or improving the candidate experience.

4. Turning strategy into practice

A strategy is great, but how do you translate your organization’s strategy into an IT ecosystem? “It’s all about processes and how a combination of software can support them as efficiently as possible,” says Daniel van Hek. “Putting the puzzle pieces together is often challenging, especially since you’re rarely dealing with just one tool—it’s always a suite of tools working in sync.”

“Designing an IT ecosystem can be challenging, because it’s never about just one tool.” – Daniël van Hek

Tip: Host workshops with various teams and departments to map out workflows, time allocation, and tasks. Brainstorm about the ideal situation, identify time drains, and uncover what’s not working well. You’ll come away with a wealth of information to guide your setup.

5. Data: treasure trove or cluttered closet?

Data migration is one of the most underestimated aspects of any transition. “Moving old data into a new system demands careful handling. This is often a sticking point that causes frustration,” says Daniel van Hek. Old data must be cleaned up, well structured, and securely transferred to the new system. Any errors or data loss can trigger major headaches.

Tip: Devote enough resources to data quality. Bring in experts if necessary to ensure a smooth transfer. Make sure to clean up outdated or corrupt data rather than simply copying it over.

“Moving old data into a new system demands careful handling. It’s often a sticking point that causes frustration.” Daniël van Hek

6. Change management: getting everyone on board

The success of a transition hinges on your employees’ willingness to embrace the new software. “Change always sparks resistance,” notes Daniel van Hek. “But if you involve and support your employees from the start, you can turn that resistance into enthusiasm.” People naturally resist what they don’t understand, especially if they don’t see the value in it.

Tip: Involve your team early in the process. Let them share ideas and give them the support they need. If they feel heard, adoption will be much smoother.

Turning change into a win

“Thorough preparation can be the difference between hitting a dead end and reaching your goals,” concludes Daniel van Hek. Transitioning to new recruitment software may take more time, money, and attention than you initially expected. But it also offers a major opportunity to modernize your business and work more efficiently. With a clear vision, good groundwork, and the right guidance, you’ll set your organization up for the future.

Ready to take the leap? At HRlinkIT, we’ll support you every step of the way. Schedule a call with Daniel to get started, no strings attached.