Eight Common Mistakes to Avoid When Evaluating Applicant Tracking Software:

1. Find a true web-based system that works fast and effectively even on slow Internet connections.

Many systems on the market actually require a large client software application installed on your workstation. This product typically represents the worst of all possible solutions.

First, there are unwieldy and time-consuming software installation procedures that must be duplicated on every workstation initially and with every product update. Workstation configuration management issues also plague this architecture; every time you load a new application you run the risk of fouling up drivers and crashing your PC. Finally, many systems like this offer absolutely no system security because they actually store a copy of your database on the local PC (“It works even when you are not connected to the Internet”). Well what happens when that laptop leaves your office? And do you really want employees who work from home to have their very own copy of your database?

Also avoid software that is optimized for a high-speed connection. You want a product that can be used efficiently even on a dial-up. Many products are not designed with efficiencies like this in mind; they fill your screen with to much data or too many windows.

To avoid these pitfalls insist that the product be web-based – that is it runs in your browser. And, during your demonstrations insist that you actually run the program on your computers, over your Internet connection. Avoid Webex or similar kinds of demonstrations – after all do you want a movie of how the software operates or do you really want to see it for yourself?

2. Avoid products that duplicate scheduling, email, and other functions.

Everyone wants a single program to manage your time yet some products have an internal calendaring system that can only be used for scheduling activity against the internal records. You inevitably end up using a second calendar such as Outlook to schedule your personal and other job-related activities. This creates confusion and more work as you juggle your to-do lists between two scheduling systems.

In much the same way, some systems insist upon providing you with built-in email services within their program. Why do you need two email interfaces?

Look for a system that works in harmony with your existing email system and calendar.

3. Do you really believe that “artificial intelligence” a substitute for real intelligence?

Some products feature search tools that claim to "know what you want" with artificial intelligence. Many ASPs even outsource this feature to a third party vendor.

While everyone wants to believe that a computer is capable of doing all their work for them, the truth is that the technology for this type of "intelligent" search is inferior to a highly developed key word search. In fact, so-called “artificial intelligence” searches will bring back significant numbers of unqualified candidates – creating more work for you. No one can afford to wade through people who "kind of" match search criteria - especially in times of high unemployment.

In addition, this so-called intelligent search also has to be kept updated as skills change. Who decides in an ongoing fashion which new skills are similar to older skills?

Furthermore, this type of search tool creates a potential legal liability. Should you be challenged on your search criteria for a particular job, you have no way of knowing what the software is actually searching for, thus the risk of exposing your company to expensive lawsuits.

Look for a product that offers powerful search capabilities in terms of responsiveness, ease of use and most importantly produces accurate results.

4. Consider human factors as applied to comfort and ease of system use.

Your end users must be able to sit in front of the software and use it the entire day – it must be easy to use and easy on the eyes. Find a product that is simple, intuitive and does not require a lot of training before your users are proficient.

Some user interfaces are confusing and inefficient; require a lot of scrolling or clicking between many open windows - so many in fact that your PC may run out of resources and crash, necessitating a reboot. Who has time for that?

5. Beware of co-location pitfalls.

Many ASP vendors co-locate your data at a third party facility, meaning that they are not proximate to your data in case of hardware or software issues. Further, they have no direct control over the physical security of your data.

Choose a vendor that houses your valuable and proprietary data in a well engineered and designed server farm at their corporate headquarters. This is the only way your ASP can personally monitor and safeguard your data and system 24x7.

6. Choose a system that offers self-customization of workflow.

Avoid software that does not have user-defined workflow. Do you go through the same hiring steps as every other company? In fact don’t the different kinds of jobs you fill often require different “tracks”?

SmartSearch pioneered user definable hiring workflow systems – our Job Track. A system like ours allows you to define each potential set of hiring "events" and then intuitively guides the user through those steps in the appropriate order automatically updating all system files in the process.

7. Choose a well-established vendor with a history of success and profitability.

Avoid venture capital funded enterprises. They spend HUGE amounts of money on advertising, marketing and slick presentation materials, in fact far more than on development or support. This pattern is very reminiscent of what we saw in the mid 1990's and which resulted in many VC backed vendors such as Personic, SkillSet, iSearch, and others simply folding up their operations and virtually overnight leaving their customers high and dry.

In the volatile ASP marketplace, you want to look for a reliable and trustworthy business partner that serves the interests of the customer – not outside investors -- first.

8. Beware of price breaks and discounts.

Many of the relatively new and VC funded ASP companies engage in wanton discounting to build an impressive client roster and gain market share. Often there are hidden costs associated with a bargain. Besides, even if you get a deal, you’ll always be wondering how many customers got an even lower price. And worse, if you get it for free, do you want to be a “beta tester” and spend your valuable time helping a vendor work the bugs out of an inferior product?

Look for the best VALUE not the lowest price. Make sure you compare all the costs involved. Expect to pay a competitive price that will deliver a quick return on your investment. Look for a vendor that offers a fair pricing structure and that all customers have equal footing on the same fee schedule.