Staffing RFP Process: Best Practices and Red Flags

In today’s modern, fast-paced global economy, the traditional approach to selecting and engaging staffing suppliers has become less prevalent and often more impractical. There are times, though, when the tried-and-true request for proposal (RFP) is still a strong choice. 

Creating and organizing staffing RFP processes or VMS RFP processes requires organization, superior communication, and a clear  understanding of the intricacies of engaging the right suppliers. We want to help, so this post sheds light on when to use – or avoid – RFPs and best practices that can be applied to the mammoth process. Whether you’re an MSP or staffing agency receiving a client bid or the entity providing the candidates to talent suppliers, having a better process will result in a better win rate.

RFP Process: When to Use and When to Avoid

Staffing RFPs, sometimes called recruitment or recruiting RFPs, should be used when a project is:

  • sufficiently complex
  • requires a great deal of technical information
  • requests hard data for analysis and comparison
  • justifies a formal proposal from a potential supplier

They’re best used when you need to objectively compare responses and vendors. With a proposal, you gain enhanced visibility into each bidder’s key offerings and core competencies. A complete response should provide relatively firm pricing models, comprehensive answers to crucial questions, and a robust document that lends itself to more in-depth analysis by your stakeholders.

A common mistake is to send out an RFP because it seems easier than sitting through sales pitches or because people say it’s the “right (or required) thing to do.” 

If you’re already clear about which vendor(s) you’re likely to select from the outset, invite your identified prospects to present their solutions. No need for a cumbersome RPF here.

And avoid using an overly-complicated RFP process to address simple questions that could have been answered directly through a sales meeting. This can alienate prospective bidders who see your overreliance on unnecessary paperwork and bureaucracy as an indicator of your overall business practice. You may be harming your chances of finding the perfect vendor without even realizing it.

The Fundamentals of Staffing RFPs

Transparency matters

When bidders open your RFP, they must immediately understand the background and mutual benefits. Your introductory material can make or break how many responses you’ll receive, and it can also impact response quality.

When you issue your request, it’s wise to include all relevant program details in your synopsis. And if you requested non-disclosure agreements (NDA) be signed and returned, make sure you have those before sharing any additional materials. We suggest NDAs when any sensitive information might come from either or both sides. 

→ DO send out mutual NDAs to all prospects prior to releasing the RFP. Mutual NDAs protect your interests and those of your bidders. They also remove potential objections from privately-held vendors around sharing privileged information you need.

→ DO NOT issue unilateral NDAs. You’ll sound untrustworthy and savvy vendors may just walk away. You could miss opportunities to partner with intelligent, ethical, and risk-averse suppliers.

If you want quality suppliers responding to your RPFs, disclosure and transparency matter. Vendors can’t create account team structures, staffing plans, implementation schedules, solution designs and competitive (or even ballpark) pricing without knowing details like spend, volumes, locations, and worker categories. Withholding details prevents proposal teams from doing their jobs – and wastes their time. The bids you’ll get will be filled with guesses. Everyone in the process will be disappointed, and vendors will lose interest.

Nailing your introduction

To save yourself the hassle of answering clarification questions, write a clear RFP that contains all of the crucial details. When vendors have fewer questions, they can spend their time crafting more complete responses. Be sure to include, at minimum, the following details:

  • Total program spend
  • Spend by job category
  • All job categories you need filled
  • Spend and worker volume by location
  • All locations truly in scope for the program (not what you think might be covered in some indeterminate future or are adding to entice participation)
  • Outlying spend: SOW/project-based contractors, non-billed workers, independent contractors/freelancer, etc.
  • The number of suppliers currently providing services and the number needed (i.e., augmentation or rationalization)
  • Incumbents you have engaged
  • Your biggest pain points (the real reasons for this RFP)
  • The decision makers and executive sponsors for the program
  • Specific legal, regulatory, or compliance considerations a successful vendor must meet
  • The projected start date and implementation plan
  • Whether third-party tools will be used or have been previously chosen
  • Integration requirements between those tools and your existing systems
  • Communication protocols during the RFP process: point of contact, deadlines for questions, process timeline, etc.

And make it easy to find this information. Include it as early as you can (in the first few pages), so suppliers will want to engage with your company. .

Watch out for wired bids

No vendor wants to waste time completing an RFP, only to find out the progress was rigged and there was a favorite supplier all along.  “Wired bids” are just that – documents constructed to ensure the work goes to a favored bidder with ties and deep insight to the client.

Unfortunately, this happens sometimes when companies think RFPs are required or certain stakeholders want to evaluate merit, experience, past performance, and quality – but others want to make sure their preferred vendors win. 

Here are some red flags that may indicate wired bids:

  • Overemphasis on the relevance of experience and supporting material
  • Prohibitions against contracting or rehiring incumbent staff
  • Short and inflexible deadlines
  • Overemphasis on key members of the vendor’s staff
  • Ambiguity that favors an incumbent (for example, requiring a vendor to provide a detailed and customized staffing plan without divulging the parameters)
  • Undefined scopes of work and deliverables, or statements of work that require knowledge of the client’s standard operating procedures
  • Redundant questions and/or overwhelming amount of detail
  • Fixed-price proposals that provide insufficient information about program spend, volumes, the time needed to implement, etc.
  • Unusually brief or lengthy responses to bidder questions, or answers delivered past the promised date
  • “Processes” specified in the RFP that only a vendor with insight and experience could decode

Scoring your bids

Bidding on every RFP available is not a good strategy for success. That approach will lessen your ability to respond well to the important proposals and reduce the likelihood that you will win the bids your best-suited for. So, scoring bids prior to beginning the response process is mission critical. 

Before responding to a bid, you’ll want to first try to identify a wired bid, then decide if participation is warranted. Once you’ve determined that the bid is in the clear, you’ll want to know if it’s worth your time and effort, and how much of each.

Typically, you can evaluate bids through basic scoring or weighted scoring. Basic scoring allows you to make a rudimentary assessment by assigning all sections of an RFP a score of 1-10. With weighted scoring, you can allocate different values to each section based on its importance. For example, client references could be weighted at 10% while implementation strategy merits 30%.

Criteria like the size and scope of project, technical specifications, and costs will affect how you structure your scoring method, but here’s an overview of what both methods entail:

Scoring Method

Pros

Cons

Basic

  • Quick and easy to calculate
  • Doesn’t require much expertise or many resources  
  • Consistent throughout the process 
  • Treats all RFP sections as equal
  • Low chance of modifications or flexibility
  • Not designed for  complex RFPs

Weighted

  • Comprehensive and accurate
  • Tailored to your capabilities
  • Emphasis is on best end results  
  • Can become a lengthy and complex activity
  • Higher odds of error

 

The process of figuring out the best method to score a bid will get you closer to answering the bigger question of what makes it the right undertaking for your company.  

Need a staffing VMS RFP template to create your own recruitment RFP? Here it is.

To make RFPs a painless and efficient way for you to achieve your goals, we’ve created a complete RFP toolbox, which can serve as a great starting point for your next round of sourcing.  The toolbox will give you a solid, customizable foundation for crafting a unique RFP that’s  tailored to your company’s needs. We’ve also included tools to help with evaluation, scoring and pricing.

Overcome Staffing Uncertainty with an Intelligent VMS

contingent hiring volatility rollercoaster

Hiring in today’s unpredictable economy can be baffling. As economists warn of continued economic sluggishness, companies are looking for ways to operate effectively and shield themselves from the next economic convulsion. 

 

So, what does that mean for companies and workers?

 

Robert Half estimates that 46% of US companies plan on expanding their workforce in the second half of 2022. Another 46% are looking to fill already-open positions, while only 8% anticipate hiring freezes or layoffs.

 

In other words, finding talent continues to remain a priority. For businesses looking to hire now, here are a few questions to reflect on:

 

  • Is my talent-attraction strategy adequate?
  • Am I finding the right people with the right expertise who can do the job effectively and will fit well within my company culture?
  • Do I have the right tools and resources to facilitate my hiring strategy?


It’s still a candidate’s market, and bringing people on board is challenging. And with positions in technology, finance, and accounting, in demand right now, companies that need full-time employees, temporary staff, contingent workers, or independent contractors can  greatly benefit from re-evaluating their hiring practices.

Improve staffing outcomes with a modern VMS

Next-gen vendor management systems offer hiring technology that quickly pulls the sharpest needles from the fast-growing haystacks of candidates. With the demand for skilled candidates rising, it is becoming essential for companies to have a system that incorporates high-level machine learning so they can effectively navigate ever-widening talent pools. 

 

The right solution provides access to a wide range of staffing services and independent recruiters, even those beyond your company’s previously-vetted staffing suppliers, and parses your talent pool for matching profiles. It can also identify best-matched  applicants who’ve been successful at your company and elsewhere in similar job roles. This initial winnowing of candidates using a proven algorithm allows your internal hiring team to engage in more personal interactions with the highest-level candidates, saving time by quickly filling positions with ideal candidates.

 

An innovative and modern VMS uses its algorithms to pinpoint people in various talent pools who possess the essential skills and qualities for your open positions. Beyond matching basic job requirements, it can simultaneously incorporate additional requirements, including measures of cognitive abilities, personality traits, skills assessments, even standards of integrity, emotional intelligence, and other measures  that help identify and define an applicant’s soft skills. 

Once your vendor management system has narrowed the field of applicants, it can provide a flowchart of processes that automate subsequent elements of your customized hiring workflow. This can include automated background checks, applicant tracking, and all levels of interview scheduling.

Facilitate easy onboarding using modern VMS technologies

Many VMS systems’ capabilities end when a candidate is hired, leaving HR departments to handle the onboarding. Truly modern  VMS solutions automate many manual  hiring-related tasks like completing tax forms, direct-deposit documentation and benefits-related paperwork, managing workspace and software setup, scheduling training sessions, and setting up email addresses.

Prosperix VMS Network does all this and more. Our built-in hiring marketplace with thousands of vetted staffing suppliers provides access to top-quality, diverse talent with various skill sets. Our VMS network incorporates high-level AI, machine learning, and algorithms that govern end-to-end contingent hiring, improving business outcomes  and evolving your contingent programs to truly become best-in-class.

Schedule a demo with us today to learn more about the world’s only VMS network.

Managing Staffing Suppliers Using Spreadsheets: The Dangers

Manually managing your staffing suppliers is tedious, costly, and risky. Experts estimate that relying on these processes doubles the costs of businesses when compared to automated solutions.

While large enterprises with high contingent labor spend typically have a managed service provider (MSP) and a vendor management system (VMS) to govern their processes, those with relatively lower spend often fail to adapt to those same tools. 

 

Many of these smaller companies use manual systems built using spreadsheets, in-house databases, or Sharepoint-like websites to facilitate their vendor management processes. Common reasons they don’t make the transition to an automated system are perceived cost, available technology infrastructure, and fear of change. The result? A number of increased tangible and intangible costs because of missed opportunities and the added expense of their employees’ time and effort.

The Downsides of Manual Vendor Management

When you use spreadsheets to manage your suppliers, you sign up for tremendous amounts of tiresome work that yield little information about actual supplier performance. Manual vendor management results in your business partnering with under-performing vendors, overpaying staffing agencies and workers, creating critical compliance issues, and more. 

Let’s explore the drawbacks in detail:

Lack of centralization

When you manually manage the staffing suppliers providing your contingent workers, 

it’s nearly impossible to establish standard processes and pricing. Without consolidation across your business,  you waste valuable time and still don’t establish spend transparency, diversity tracking, and efficiency. You also lack insight into how your suppliers perform and can’t track department budgets, all which contribute to rogue spend.

Legal and compliance risks

With dozens of spreadsheets floating around your emails, vendor data is likely dispersed across multiple channels, making it difficult to track and manage vendor contracts. Since you’re dealing with multiple vendors, the various agreements are likely to have inconsistencies when it comes to terms and rates. This only confuses your team and creates an unpredictable, poor candidate experience among your contingent workers.

Inefficient workflows

Spreadsheets need to be frequently updated and analyzed. And with contingent workforce management involving multiple stakeholders, re-sharing updated excel-sheets across multiple departments is highly inefficient. This ultimately results in errors, wasted effort, and low-quality workforce decisions.

Decreased focus on business intelligence

End-to-end contingent workforce management involves a range of activities including:

  • handling administrative back-office work
  • managing contractual changes
  • finding and setting up vendors
  • issuing W9s
  • handling insurance and taxes
  • auditing payroll and managing I-9 compliance
  • candidate engagement and interview scheduling

 

Using spreadsheets to govern all these tasks and trying to keep up with the seemingly endless changes creates chaos and bogs down your internal teams. Think of all the time spent on grunt work that could be dedicated to strategic business planning and other longer-term activities that will help achieve your business goals.

Challenges with vendor performance

Using manual spreadsheets to collect data and produce high-quality performance reports is a laborious, time-consuming task.   It requires your business to collect and parse data, then create the right formulas to track vendor performance KPIs. Your organization may not have anyone on staff who is able to compile and analyze the necessary data, so hiring that person is an added expense. But even if you do, there is always a risk of human error that can completely skew the results. 

 

Any manual process is unable to offer a dynamic assessment of data to provide you with real-time performance metrics for your vendors. Access to this immediate information is a game-changer for businesses striving for consistency in program performance.

Real-time staffing vendor management allows you to:

Partner with the right suppliers

Strong performances should be required of your supplier relationships. Engaging with poorly-performing suppliers impacts the overall performance of your contingent workforce programs, resulting in slower hiring timelines and poor candidate quality that doesn’t justify their bill rates. Real-time metrics help you gain control over vendor performance, so you can always be sure that open jobs are being filled by the most qualified suppliers.

Overcome contingent hiring bottlenecks

Job requisitions perform poorly due to mediocre supplier performances or badly-designed hiring processes. And when you have no live data on the performance of your requisitions, process lags can go uncorrected. Real-time metrics help you pinpoint the reasons why your open jobs aren’t receiving the expected responses and help you institute effective processes to improve program outcomes. 

Making Automated Staffing Vendor Management Accessible

Too many smaller companies (and that can mean those with as much as $25 million in contingent workforce spend) think automated supplier management is out of reach.  We believe every company has the right to the latest technology and expert services to help them meet their business goals.

That’s why we developed the only solution on the market that has a networked VMS with an integrated hiring marketplace. Unlike traditional staffing solutions, our platform unites businesses, staffing suppliers, and candidates in a common talent ecosystem, putting end to fragmented processes and providing a universal user experience. Our digital hiring ecosystem helps you manage your staffing suppliers while providing access to a diverse network of talent. 

The Prosperix VMS Network automates the management of your entire contingent workforce program, and the Crowdstaffing Hiring Marketplace keeps your hiring pipelines filled with world-class talent.

By partnering with Prosperix, your company can say goodbye to complicated manual processes and benefit from smooth automation using our intelligent AI that matches open positions with the best suppliers in real-time. We connect you with thousands of suppliers that have the ability to fill your jobs now. 

Our clients stand as testimony to our capabilities. South Jersey Industries effectively engaged 602 suppliers and achieved a best-in-class contingent hiring experience using our patent-pending VMS network.

Curious to know how intelligent automation can transform your contingent workforce program?

Combined MSP/VMS Solutions: How Your Contingent Workforce Program Can Benefit

A company’s workforce is often its biggest – and arguably most valuable – resource. Factors like the global pandemic, innovations in technology, and the nature of many job roles, have led companies to accept (and in many cases welcome) a workforce composed of full-time employees and contingent workers

As the number of contingent workers used across the global economy continues to rise, organizations are turning to managed services providers (MSP) and vendor management systems (VMS) to optimize their contingent workforce management programs. We’re seeing more organizations adopt combined MSP/VMS solutions, embracing the ease of managing their workforce program that comes with a single entity.

What the MSP and VMS core components can do

Vendor Management System (VMS) technology makes the implementation of MSP services possible. Implementing a VMS in staffing can be game-changing for businesses because they:

  • increase supplier and candidate engagement
  • automate hiring processes
  • reduce requisition times and costs
  • support compliance measures and provide employer of record services
  • serve as the data hub for an organization; provide analytics and reporting 
  • bring transparency to the entire contingent workforce management process
  • serve as the backbone for an organization’s technology ecosystem

Managed Service Providers facilitate the end-to-end management of the contingent talent lifecycle and provide visibility around all  factors associated with their contingent workforce, suppliers, and other partners. An MSP in staffing can:

  • create job requisitions
  • source candidates
  • onboard and manage the entire worker lifecycle
  • support all facets of contracting, invoicing, and payment
  • provide program scalability
  • offer insight into industry best practices and make individualized recommendations for program improvements
  • ensure compliance
  • provide continual technology updates and training

The intertwined evolution of MSP and VMS

Introduced in the U.S. staffing market in the early 90s, MSPs were a way for organizations to manage third-party suppliers and reduce outsourcing expenses. VMS platforms emerged when MPS providers realized they needed technology to support the implementation of their processes. 

The role of an MSP has evolved, becoming a strategic partner for day-to-day contingent workforce management and long-term strategic planning. Combining the power of a modern VMS with expertise of an MSP enables businesses to gain the significant insights they need to expedite growth, improve process efficiencies, perform quality evaluations and improve outcomes.

Both solutions are well-established in the staffing industry. According to Staffing Industry Analysts’ 2020 Workforce Solutions Buyer Survey, 88% of responding organizations have a VMS in place and 66% have an external MSP.  

A strong MSP/VMS program modernizes an organization’s contingent workforce management by bringing a solid understanding of industry best practices that incorporate ethics, impartiality, compliance, and data security, balancing the needs of businesses, suppliers, and candidates. 

The perks of Prosperix’s combined MSP/VMS solution

At Prosperix, we provide exactly what companies need to grow and manage their extraordinary contingent workforces. Our industry-first VMS Network provides a fully-integrated experience that brings businesses, suppliers, and candidates together in one ecosystem. When it is supported by our MSP in staffing services, companies benefit from:

Combined-MSP-VMS-in-Staffing-Solution-from-Prosperix

Reduced Hiring Spend

One of the most significant benefits of VMS platforms, especially when supported by MSP strategies, is their capability to consolidate payments and manage multiple suppliers simultaneously, allowing businesses to enjoy greater productivity more cost-effectively. 

Using Prosperix’s MSP/VMS services means that your contingent workforce spend is managed by one system, eliminating the need for multiple platforms and providers. And, technologies used by other departments can be integrated with Prosperix, so expenses remain transparent, accessible, and consolidated across your organization. 

Centralization and Flexibility

Our MSP/VMS solution facilitates success in contingent hiring. We recognize that factors like supplier relationships, scaling operations, and streamlined processes are essential for growing businesses. So, our vendor management tools are designed to be flexible enough to be tailored to your operations, while gathering and recording all relevant data within a centralized system. Prosperix’s solutions are adaptable to perfectly complement your existing workforce management program or build one to achieve your workforce management goals the best possible way. Rest assured, we will work with you to customize our MSP/VMS solution to your program and workflow.

Access to Additional Tools

Since our innovation is focused on achieving outstanding hiring outcomes and workforce prosperity, we offer additional solutions and services that extend beyond our MSP and VMS solutions. We can create individualized programs that include other vital workforce management components like our Crowdstaffing Hiring Marketplace, on-demand talent pools, direct sourcing, payrolling and employer-of-record services, and more. 

Teaming with Prosperix allows companies to tap into these services so they can source high-quality candidates who are the best fit for open jobs. We also make sure workers have a positive experience during and after hiring, which fortifies and unifies contingent workforce programs. Ultimately, Prosperix’s extended workforce solutions are designed to work cohesively, improving people’s lives in the best way possible.    

Set up a demo today so you can see how Propserix’s combined MSP/VMS solutions can transform your company’s contingent workforce program. 

Integrating VMS and Hiring Marketplace Technologies: The Collective Impact

collective-of-people-impact

Vendor management systems provide operational support for contingent workforce management. When companies combine that capability with a built-in hiring marketplace, they strengthen stakeholder relationships, deliver richer insights, and enable faster hiring.

Every organization wants a fully-functional and successful contingent workforce program so they can acquire top talent, save money, reduce compliance risks, gain complete workforce visibility, and standardize processes. 

Achieving this goal – often recognized as program maturity – can seem like an arduous task, but integrating the right solutions can move even the trickiest contingent workforce programs forward. 

Instead of using a holistic, integrated approach, businesses often choose specialized solutions that are not (or cannot be) integrated across their organizations to support the various aspects of contingent workforce management. 

Companies that cling to these traditional methods often become stuck with several technologies that don’t communicate, drown in spreadsheets, and struggle to coordinate multiple suppliers. Continued use of siloed solutions compounds contingent workforce management complexity by adding operational problems and hindering the collection and application of contingent program data. This leaves businesses ill-prepared to meet unexpected talent shifts, stunting their growth and profitability in the long run.

Two technologies that are changing the hiring landscape

Contingent workforce management has benefitted from the introduction of the VMS, which has facilitated so many well-managed processes that reduce duplication of tasks, save money and time, and support better outcomes.

 

Now, after years of incremental change with regard to this workforce management technology, a seismic shift is taking place. Modern VMS platforms don’t just cover the operational aspects of managing contingent workforce but are equipped with cutting-edge functionality supported by technologies like artificial intelligence and machine learning. And they live in the cloud which increases accessibility and streamlines the entire process.

 

Hiring marketplaces, a much more recent phenomenon, are shaping the future of staffing by automating the talent-sourcing process. These modern hiring platforms are built on crowd-based networks, incorporating recruiters of all sorts – international, national, regional, independent, boutique, and traditional firms – and are home to the respective talent pools they represent. Hiring marketplaces are single-handedly helping to minimize the volatilities of the staffing industry by providing businesses with continual access to qualified talent, making hiring easier. 

 

By facilitating automatic talent matching, hiring marketplaces help businesses quickly identify the best candidates in the market to fill their open positions. Hiring marketplaces leverage the competitiveness of suppliers to receive higher-quality submissions, enabling businesses to achieve better hiring outcomes with reduced time-to-hire.

The benefits of integration

Unlike traditional hiring models, a hiring marketplace integrated into a VMS solution unifies the hiring ecosystem. It simplifies access to talent across skillsets, geographies, cultures, and diversities without the need to navigate through disjointed talent sources like external supplier pools, internal pools, social media, and multiple job boards. It also eliminates the need for recruiters to manually source and submit candidates through various applications.

With an integrated VMS and hiring marketplace solution, businesses can manage their incumbent suppliers (and easily add new ones) in the VMS while accessing a diverse candidate list through the hiring marketplace. And now that all the hiring data is in a single location, businesses can easily track KPIs like time-to-hire, cost-per-hire, total recruiting spend, and staffing vendor performance. Program managers are more efficient because navigating through various systems to effectively manage their supplier relationships is no longer required. 

Candidates benefit, too. They are inserted right into the VMS pipeline so all of the shortlisting, assessments, interviews and other requests are managed efficiently, with full visibility and transparency. They can even update their own profiles directly, which enables better decision making, faster hires, and superior outcomes – for everyone involved. 

A crucial benefit of having an integrated hiring solution is the ability to secure all contingent hiring-related data in one place. A unified, ecosystem-based solution to govern contingent hiring facilitates easy access to current data and reporting that ensures better decisions because of reduced guesswork, smoother workflows, better budget management, and better performance.

How Prosperix can help

Integrated VMS & Hiring Marketplace Infograph

We provide the only VMS that is fully integrated with a hiring marketplace in the market. With enhanced capabilities powered by intelligent algorithms, our VMS Network delivers both solutions seamlessly. Ours is the only solution in the marketplace that includes real-time reporting and analytics and automated supplier management supported with high-touch curation from our workforce specialists. So, enterprises can manage their incumbents while simultaneously accessing an ever-expanding network of diverse talent suppliers across the US and Canada. We ensure only the highest-quality candidates that are the best fit are submitted for review. 

Prosperix VMS Network facilitates the end-to-end management of your contingent hiring lifecycle while empowering you to exponentially hire at scale.

Post a job on our platform to start hiring immediately.

The Economic Benefits of Workforce Diversity

The diversity of diversity

It can seem odd to hear business leaders speak about the world becoming a more diverse place. The world has always been diverse, populated by an array of cultures, ethnicities, races, religions and orientations. It only appears more diverse to some because they’ve not had the same level of exposure in the past, whether the result of isolationist policies, exclusionary practices or technological limitations in travel and communications. Even now, ongoing changes in legislation and technology are breaking down the barriers between nations and people, ushering in a new era of acceptance, globalization, assimilation and unity.

As we can see, the ethnic and racial composition of the workforce is evolving rapidly – a trend that will continue to gain speed and shape the nature of tomorrow’s workplaces and talent.

Minority hires are following a steady upward trajectory, so much so that they are changing trends and setting new records. According to an analysis of the U.S. Labor Department data by The Washington Post, “for the first time, most new hires of prime working age (25 to 54) are people of color”.

Redefining diversity

Top performing companies have long realized the benefits of workforce diversity, understanding that the definition of workplace diversity goes well beyond considerations of race, gender and ethnicity. Workplace diversity in the 21st century has expanded to encompass values – the motivating factors that inspire talent to join a company, embody its organizational visions with passion, strive to make meaningful contributions and reach higher levels of productivity. 

A truly diverse workforce cultivates creativity, productivity and innovation by bringing together talent from disparate backgrounds and experiences, who coalesce yet retain their individual identities.

Diversity has long been a hallmark of staffing providers. Back in the 1950s, the “Mad Men” years – and aptly named, because these were the halcyon days of powerful men in business – women who had taken unprecedented positions in the workforce to assist with the war effort were expected to return to lives of domesticity. Instead, many signed on to be “Kelly Girls,” a contingent labor program that catered to a minority segment of the workforce and which enjoyed enormous success and popularity.

Today, companies seeking a more inclusive, multicultural and integrated team of talent turn to staffing professionals for these needs. A 2013 Staffing Industry Analysts survey found that 66 percent of large companies that use staffing services emphasized a focus on diversity firms. It started with larger firms, but now almost every company is looking for it on their staffing suppliers. 

Successful businesses have learned that they can rely on having workforce diversity to strengthen their operations and bottom-line profits. Diverse talent are paving the foundations of a more robust and unified economy that will flourish for generations to come.

A new generation of diverse talent

Millennials, now one of the most closely watched and influential generations of talent entering the professional ranks, are also the most racially and ethnically diverse group in today’s workforce. A large majority of Millennials, 71 percent, appreciate the influence other cultures exert on the American way of life. That’s nearly 10 percent more than the outgoing Boomer generation.

Globalization contributes to rapid growth in industries, increased outsourcing and a need for multicultural savvy. Where the number of Boomers resulted from high birth rates, the presence of Millennials is fueled by immigration. This is important because the demographics of the nation are shifting to encompass unparalleled levels of diversity.

By 2050, according to estimates, the Hispanic population will grow by 167 percent, with Asians following close behind at 142 percent. Millennials, as progressive global citizens with a fondness for eclectic cultural qualities, will foster acculturation for the companies they serve through much needed language skills, attitudes, experiences and perspectives. And the benefits of having this true workforce diversity are enormous.

The main economic benefits of workforce diversity

  • A diverse workforce fuels growth. Our share of talent — along with the unique skills and aptitudes they bring — significantly increases as greater numbers of women, racial and ethnic minorities, senior talent, and members of the LGBT community enter the workforce. Between 1972 and 2012, for example, the number of female professionals grew from 37 percent to 47 percent, which represented 25 percent of the nation’s GDP at the time. 
  • A diverse workforce facilitates innovation and creativity. Over 85 percent of successful businesses interviewed in a Forbes research in 2011 said that a diverse workforce was the key to innovation and creativity. When people from different cultural backgrounds, diverse qualifications and experiences get together, they deliver new ideas, new ways of thinking about performance and service delivery, new methods for solving recurring issues, and new ways of reaching a wider audience.
  • A diverse workforce markets to diverse demographics. Talent are living marketers. By tapping into the backgrounds and experiences of diverse talent, business are better positioned to market their products and services to a broader demographic of consumers: racial and ethnic minorities, women and customers who are gay or transgender. Growing up online, Millennials have an inherent grasp of the latest and greatest products, and who’s buying them. They constantly pore over social networks, 24-hour news aggregators, blogs, research wikis and pop culture sites. Close to half of them also live in the urban areas where the bulk of commerce occurs. Over 75 percent of the people in developed economies dwell in culturally eclectic urban areas — a radical change from just a few decades ago when the push was for suburban expansion. These are the stomping grounds of diverse Millennials and most likely their heirs. They have their fingers on the pulse of the target demographics of today and tomorrow.
  • A diverse bench of talent is a wider bench. Successful staffing professionals know that to get the best candidates, one must source from the largest pool. By expanding their focus on diverse groups of talent, staffing recruiters are more likely to find the best and brightest candidates, those who possess in-demand skill sets, international experience, multi-lingual capabilities and market insights vital to companies that are transitioning to the global nature of business.
  • Businesses with a diverse workforce have lower turnover rates. A company that nurtures and promotes diversity is one free of discrimination. As cultural fit, transparency and social responsibility become substantial motivating factors for new generations of talent, an environment that embraces the differences of its workers becomes more appealing. Workplaces that are perceived as exclusionary or hostile tend to experience high turnover rates. Businesses that welcome talent from all walks of life are more likely to retain and attract top performers.
  • Entrepreneurs are a great example of diversity. Entrepreneurs in the United States hail from all corners of the world. They are people of all colors, genders and sexual orientations. Many of them are the small business owners of today, and potentially the large business operators of tomorrow. They are job creators, employers and pioneers. According to the most recent statistics from the U.S. Census Bureau, 22.1 percent of businesses in the nation are owned by people of color. Women own close to 30 percent of all U.S. businesses, with Latina-owned enterprises emerging as the fastest growing in this segment. And data from the National Gay and Lesbian Chamber of Commerce indicate that there are over 1.4 million LGBT entrepreneurs, representing about five percent of all businesses in the country.
  • A diverse workforce is key to corporate growth. According to the Center for American Progress, there will be no racial or ethnic majority in the United States by 2050. Having a diverse workplace is going to be key for companies that want to grow, including having women, people of color, and LGBT employment representatives in boardrooms. That`s how companies will be able to become competitive in the global economy.

You must diversify to grow

We’ve all heard the old business adages: diversify or die; don’t put all your eggs in one basket. Today, that axiom takes on new shades of meaning and truth. Business diversification must incorporate talent, not just product and service offerings or experimental directions in market strategies. New eggs must certainly be placed in the basket, and those eggs should not look the same.

It’s essential today to harness the power of workers from different cultures, genders, backgrounds, orientations and communities. Companies that want to succeed in a business-without-borders world of industry rely on the rising presence of women, people of color, and gay and transgender professionals in the workforce. The global economy is marked by variation, different beliefs and unique desires. To satisfy the needs of an increasingly complex and diverse society of consumers, business must capitalize on talent who understand those needs.

By 2050, if the forecasts hold true, we won’t recognize a racial or ethnic majority in the United States. The diverse talent of today will become the boardroom leaders and CEOs of tomorrow, none of them conforming to a certain image or backstory — none of them appealing to a single group of consumers. Staffing professionals understood this long ago. As the doors to global communities open, witnessing unprecedented levels of mobility and integration, more employers are reaching out to elite staffing partners who can help them find tomorrow’s diverse talent today.

Want to hire a diverse workforce?

We believe that the modern workforce thrives when the ideas and opinions are as diverse as the people behind them. As a minority-owned enterprise, we understand the value of diversity and cherish the opportunity to find talent with fresh perspectives and unique insights.  We work with several organizations and programs to do our part in building a diverse workforce. If you want the benefits of hiring a diverse workforce, request a demo.

Why Vendor Management Systems Should Give Candidates Control Over Their Hiring Journey

In hiring, three stakeholders matter: businesses, recruiters, and candidates. But traditional vendor management systems (VMSs) used in contingent workforce management often serve just two of those groups, enabling communication and collaboration between hiring managers and recruiters. Candidates get left out — and they shouldn’t be.

 

After hiring managers publish open positions to a VMS, recruiters submit candidates from their talent pools — sometimes without the candidate’s knowledge or consent. And as the hiring process unfolds, these candidates are left out of the loop and must depend on recruiters for updates. 

 

Not only does this make candidates feel undervalued, but it’s also bad for business. First of all, without a direct line of communication with candidates, you risk a negative candidate experience and damage to your employer brand. Secondly, with the constant back-and-forth to schedule interviews and provide feedback, hiring isn’t as fast as it could be. Your contingent workforce management program deserves a better solution.

 

At Prosperix, we recognize that people are not commodities. That’s why we built our AI-powered vendor management solution with candidates, alongside businesses and staffing vendors, in mind. The result? Your hiring process is boosted by great technology that empowers every stakeholder in the hiring process.

How Our Hiring Platform Empowers Candidates and Boosts Your Employer Brand

Traditional vendor management systems only allow a candidate to login after a hire is made, and that’s only so the worker can manage timesheets and expenses. In contrast, Prosperix VMS Network gives candidates direct access and even gives them a progress dashboard to put them in the driver’s seat of their job search. Candidates can enter our platform in two ways. 

 

When a recruiter submits a candidate on our platform, the candidate is notified and invited to create an account with Prosperix to begin their hiring journey. Candidates are never in the dark.

 

Alternatively, candidates can create an account directly, without a recruiter invitation. They set up their profile, get matched with open jobs based on their skills and experience, and can then choose which recruiters they’d like to work with for hiring success.

The Candidate Dashboard: Giving control back to candidates

Prosperix VMS Network’s candidate dashboard offers a host of functionality to give candidates more control during their hiring journey. Candidates can create and manage their profile, view matched jobs, modify their resume, apply to positions, accept interviews, collaborate with recruiters, and view the status for each position to which they have applied — all within the same hiring platform.  

 

With the ability to choose which positions they would like to be considered for, candidates can self-select based on what aligns best with their values, career, and interests. Consequently, you have a greater likelihood of hiring engaged employees who are motivated to work for your business.

 

Our candidate dashboard also enables a digital right-to-represent process which, besides preventing duplicate submissions, gives candidates more say in their search. If two or more recruiters submit the same candidate for an open position, the candidate receives an alert to select which recruiter they would like to work with for that position, giving them full control over their representation.

Direct Interview Scheduling: Speeding up the hiring process

Scheduling interviews is a time-consuming part of the hiring process. Juggling everyone’s schedules can be frustrating for all involved, not to mention the fact that with traditional models, the recruiter must go back and forth between the hiring manager and the candidate. Then when something inevitably pops up, all parties have to go through the whole thing again to reschedule.

 

With Prosperix VMS Network, however, candidates and hiring managers can schedule interviews directly, using messaging, invitation, and scheduling functionality with our platform that also keeps the relevant recruiters informed. This eliminates the need for back-and-forth with recruiters, getting rid of administrative hassles and speeding up the hiring process.  

Bringing Back the Personal Touch: Improving the candidate experience

Human relationships 101 dictates that people feel valued when they have a voice and research on candidate experience only confirms this. By involving candidates in the hiring process from start to finish, our VMS delivers a stellar candidate experience based on empowerment.

Our hiring platform also erases a top candidate frustration: lack of transparency during the hiring process, especially related to the progress of their application. Prosperix VMS Network’s candidate dashboard enables candidates to follow their progress during the hiring process, and this transparency means they’re more likely to take a favorable view of your business. 

When you opt to use a solution like Prosperix VMS Network and engage with empowered candidates, you send a powerful message to them: We value you. After all, actions speak louder than words. As a result, you position yourself as an employer of choice. 

And you achieve that while also benefiting from the full functionality of our AI-powered vendor management system that includes a built-in hiring marketplace, allowing you to use the best technology while tapping into the power of the crowd. The future of hiring is here. 

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4 Fundamental Benefits of Hiring Experienced Employees

Prejudices in the Hiring Process Extend Beyond Traditional Notions of Diversity

Too many organizations, it seems, treat the notion of diversity as one exclusive to race and ethnicity. However, an employment culture that promotes universal equality among its workers and bars all forms of discrimination doesn’t stop there. The nature of diversity is itself quite diverse, and biases reach far beyond the standard concepts. They also include gender identity, sexual orientation, religion, physical disabilities, and more. Candidates face other discrimination and employment challenges outside the traditional ideas of diversity, such as veterans, the long-term unemployed, and older workers.

In this post, we’re going to focus on the struggles that plague America’s mature workers and the opportunities that abound for employers who actively source and recruit them. Like the long-term unemployed, older workers find themselves fighting biases and misperceptions about their abilities from hiring managers. And they, too form an underutilized and overlooked pool of available talent.

The Leadership Drought

Countless organizations continue to center their recruitment efforts on Millennials and Zoomers, likely because there’s a lot these generations of talent have to offer. They have in-demand STEM skills, are perhaps the most technologically savvy group of candidates on the market, possess drive and gumption, long to contribute to innovation, and bring fresh perspectives to the industries they support. And undeniably, the fact remains that they are young.

But do they have the leadership skills necessary for future business growth? Organizations across nearly all industries say they are confronting a leadership drought, which they worry could hinder their progress. Even though this started a few years ago, this issue is still imperative. Millennials and Zoomers aren’t lacking the characteristics or determination to become tomorrow’s great leaders, they’re lacking the experience.

In an increasingly competitive and fast-paced labor market, we believe that nobody should be overlooking the potential that mature candidates bring to the conference table. Here are some of the top reasons why seasoned talent, if strategically positioned, can become any company’s ace in the hole.

The Benefits of Hiring Experienced Talent

Benefits of Hiring Experienced Employees

Older workers bring less risk

Building a culture that encourages creativity and innovation is a mission-critical strategy for progress and sustainability. It’s also why companies are aggressively courting Millennial and Gen Z talent. These youthful mavericks enjoy taking risks. They see these gambles as necessary systems of trial and error that lead to true innovation. And although business leaders want what these creative types have to offer, many become reluctant about how independent non-conformists can be recruited and  integrated into established work cultures. There are countless executives who would love to get their hands on the next Steve Jobs, Walt Disney or Richard Branson, yet an equal number would likely admit that they wouldn’t want to manage those personalities.

Risk takers are essential to business success in this dynamic century, yet that doesn’t mean organizations have become less risk-averse. There’s a difference. To ensure the proper functioning of a well-oiled machine, employers need established and experienced professionals who can maintain order and temper the risk-taking of creative mavericks. Candidates in their 40s and 50s have seen it all with their longer resumes and list of accomplishments. They’ve navigated the sometimes turbulent waters of office politics, have learned to work through bureaucratic processes, bring team building and management expertise, understand different work cultures, and have weathered the peaks and valleys that accompany dynamic business cycles. The background, achievements and history of older candidates are also well documented, making them easy to assess and place for recruiters.

Older talent are more self-aware

The young talent entering the workforce aren’t just gaining skills and experience – they’re embarking on a journey of self-discovery. And there’s certainly something attractive about hiring talent who can be shaped and taught. They’re filled with passion, energy, and an eagerness to develop. However, as part of this rite of passage, young workers may also discover that they don’t enjoy the jobs they’re doing. Their quest to grow can sometimes make them greater flight risks.

Older candidates are considerably more likely to be grounded. They have cultivated their identities and their work ethics. They know precisely who they are – their strengths, abilities, potential and areas of improvement. The self-awareness of older talent better positions them to be strong and candid communicators, mentors, soundboards for lessons learned and best practices, and pillars of patience in times of change or disruption.

Older talent are multi-skilled and adaptable

As organizations focus on business models that emphasize smart, lean operations, ideal candidates tend to be those who can wear many hats. Talent who are 40+ probably have closets full of different headpieces – some familiar, some more exotic. They may have undergone several transformations throughout their careers, moving from customer service to sales to professional services and beyond.

In addition to holding down diverse roles, older talent have worked for a greater variety of industries, company sizes, and teams, picking up valuable qualifications along the way. As they’ve aged, they’ve undoubtedly mastered essential skills, engineered unique solutions to problems, and become specialists in specific areas – an advantage to any employer. Their decades of hands-on work, vocational development, real-world education, and proven dedication make older talent ideal team leaders.

Older talent could deliver more for less through contingent engagements

It used to be that contract workers were viewed as low-level clerical or blue-collar types who couldn’t find a full-time job. On the contrary, today contractors can be found in nearly every industry and in executive positions, including the C-suite.

In fact, the supertemp is quickly becoming the new norm. Supertemps are not hungry young whelps looking to make their marks – they are top managers and professionals who’ve completed formal education, been trained at industry-leading firms, and who’ve chosen to pursue freelance careers. Corporations are increasingly trusting this tenured talent to do mission-critical work on a contract basis, instead of relying on permanent employees.

And although supertemps find their freelance work to be lucrative, companies still save money by not having to invest in full-time talent. Other motivating factors for supertemps include flexibility in scheduling work hours, locations and assignments, and the ability to contribute and make a positive impact through mentoring and wisdom gained from decades in the market.

How Staffing Curators Bring Businesses and Older Talent Together

According to the U.S. Bureau of Labor Statistics, 60.3% of the population between 55 and 64 years of age were employed as of 2020, while those who are 65 years and older comprise 18% of the civilian labor force. Policy advisers with the American Association of Retired Persons (AARP) say that working through staffing firms has been one of the most effective ways for aging talent to find employment opportunities with less hassle and resistance. 

Working through a temp agency helps seasoned candidates overcome job search-related hurdles before approaching prospective employers. And elite staffing curators generally provide counseling on resume preparation, interviewing and other career coaching. For business leaders, hiring older workers means hiring experience, dependability and a solid work ethic.

Enterprises that engage experienced staffing professionals with proven resources, cutting-edge recruitment methodologies and established networks will help put these hard-working and seasoned professionals into key positions, bridging the leadership gap and increasing the productivity of businesses across the nation.

Want to Hire the Best Mature Workforce?

Prosperix believes that the modern workforce thrives when the ideas and opinions are as diverse as the people behind them. As a minority-owned enterprise, we understand the value of diversity and cherish the opportunity to find talent with fresh perspectives and unique insights. We work with several organizations and programs to do our part in building a diverse workforce.

If you want the benefits of hiring a diverse workforce, schedule a demo with us today:

How Hidden Biases Can Affect Hiring And Diversity Initiatives

hidden biases in hiring

Businesses often pride themselves on their diversity initiatives in the workplace, but the hidden danger of recruiting bias means limiting your candidate options during the hiring process. Maybe you don’t even know you’re doing it, but everyone has internal biases, whether consciously or unconsciously. Besides the most common bias that is already being tackled, like gender bias in hiring, the workplace is rife with unconscious bias, and since you aren’t aware of it, it’s hard to stamp out. It’s detrimental to both current and prospective employees, recruiters, and the companies themselves. Unconscious bias can inhibit diversity, recruitment efforts, promotions, and the retention rate in companies. For being an unknown factor, bias has a lot of harmful side effects.

Are You Guilty of These Common Biases?

The good news is that once you know about your own hidden biases, you can take steps to correct them with knowledge and training. This means that you won’t always be affected by them, or, if you are, at least to a lesser extent. What exactly are these biases that might be affecting your hiring decisions? Listed below are some of the more prevalent ones:

  1. Confirmation bias: Confirmation bias means you only take in information that confirms your beliefs and ignore everything else. It also means you don’t look for details or under the surface since you believe your first impression. If you see a well-dressed candidate or resume or both, and you think that means they are a good candidate, then you will ignore anything negative about them after that. This generally means that you form your opinion, positive or negative, based on one detail (like from a resume) and simply see everything as confirming that opinion or as unimportant if contrary.

 

  1. Affinity bias: This is where you identify with a candidate based on a similar or likable trait, so you act warmer towards them during the interview and speak better of them afterward. There was no fundamental basis for this warmth, just a feeling, which is subjective and can hurt other candidates.

 

  1. Similarity bias (Ingroup bias): Similarity bias means you want to hire those most like you (same group interests or hobbies, etc.). While this is a great way to make friends, it’s not a successful tactic for hiring the best, unless they are applying for your job. You need to remember that most jobs have different competencies and, on top of that, you want diversity in the workplace. 

 

  1. Projection bias: You believe that others share your own goals, beliefs, etc., and so you think they’d be suitable for the company you are hiring for. But people have their own priorities and goals that have nothing to do with you and yours, so assuming this just leads to confusion and disappointment.

 

  1. Halo effect: The halo effect is where you think that since the person is good at A, they will also be good at B, C, and D. But you need to see if they have the requisite skills and not judge the candidate based on one trait.

 

  1. Pitchfork effect: This is the opposite of the halo effect where you see or hear something negative and then assume all of the candidate’s other traits are negative too. For example, during an interview, if the candidate answers the first couple of questions badly, you think they’ll answer everything that way and assume they’re not qualified for the job.

 

  1. Status quo bias: The status quo bias is where you like everything the way it is and want it to stay that way. There are two sides to this coin: a) You are only looking for past experience to find a good candidate, which means you miss out on someone just entering the field, but who could be perfect. This means you keep focusing on those already in the field while ignoring fresh talent.  Alternatively, if you are filling a previously held position by someone you liked, you’ll try to get a carbon copy of them in the next hire, which adds internal blinders to your search for the best candidate.

 

  1. Nonverbal bias/Effective Heuristic: This is where you judge a candidate’s ability to do the job based on a superficial trait like tattoos or body weight. However, a one-dimensional characteristic doesn’t mean you can perform a full analysis to see if they are qualified. (It’s also dangerous on legal grounds, beware.) For example, if you think CEOs should be tall, then you will discount anyone shorter than your assumed cut-off height.

 

  1. Expectation Anchor: If you are convinced that an earlier candidate was the best for the job,  you don’t consider any of the later candidates even while still conducting interviews.

 

  1. Contrast effect: The contrast effect happens when you see a ton of resumes or interviews in a row, and so you start to compare how they are to the previous candidates, even though you should be comparing individual skills and experiences to the job posting only.

 

  1. Conformity bias: This bias is where, if you form a different opinion than the rest of a group, you’re more likely to change your mind to agree with them. This can be seen as the “Majority rules” idea or the “Mob mentality” that happens when a group of people form and one idea takes hold even when not everyone agrees with it.

 There are quite a few biases you need to be aware of which makes hiring an even more difficult process. As, you don’t even realize that you might be missing out on the best candidates when you believe your first impressions and take things at face value.

 

Tips to Overcome Unconscious Hiring Bias

Refine Job Descriptions

Different words attract different candidates. Hence, it is essential to choose the right words while writing job descriptions. Job descriptions act as a primary filter and can in fact influence both the hiring process and the candidate’s opinion of the business brand, even before they get into the interview. While writing your job descriptions pay attention to making them standardized, job role-specific, and inclusive of supporting all forms of diversity. 

Use a Hiring Marketplace

Hiring Marketplaces offer businesses a wide variety of candidates to choose from, with varying sets of skills and diversities. An open marketplace encourages anyone to apply and helps remove intrinsic bias. Rather than scrutinizing a worker’s background, this model gets to the heart of what matters most: finding talent that performs and produces results at the highest level. Moreover, modern-day Hiring Marketplaces built using the latest technology help in bias-free candidate matching by using smart algorithms and assessments to objectively match the best candidates with the right skills and motivations to the relevant jobs.

Improve Interview Processes

While conducting an interview, it is important to stick to a structured process so that everyone answers the same standardized questions. This makes it easier to compare candidate abilities without being influenced by superficial traits. It is also helpful to ask behavioral questions to see how candidates have reacted in the past to assess possible future situations.

 

Additionally, try to have many pairs of eyes on the interview, either with a transcript or with a panel interview. You could even try to have live or recorded phone or video interviews so that more people can hear the candidate and weigh in on the matter.


After conducting the interview, take a minute to see if you are dismissing or pushing forward a specific candidate. Is this action based on actual concrete data from their resume, skills test, or interview, or is it based on something else like a gut feeling or a physical characteristic? If it’s the latter, then you are being biased. Once you recognize a bias, you need to get back on track for an objective analysis. You need to train yourself out of making decisions based on superficial traits (appearance, culture, comfort level during the interview, etc.) and look deeper. If you still have issues, you need to ask better questions during the interview or look into interview training. You need to avoid making snap decisions since they are not the best way to hire someone. Don’t forget to test your conclusions. This is where reference checks come in. Always verify that the candidate is who and what they say they are.

Explore Digital Solutions to Curb Hiring Bias

Just as we can’t remove emotions from people, we can’t suppress their biases. However, by deploying the right digital workforce solutions, businesses can eliminate hiring biases to a great extent. Prosperix aims to help businesses identify and conquer all forms of hiring biases to onboard exceptional professionals — regardless of who they are or where they came from. Our solution is a combination of the latest technology catalyzed with our white glove MSP/VMS services that guarantee organizations the best hiring outcomes. We reinforce technology with active human curation to handpick and thoroughly vet candidates before presenting them to businesses. Since we are a certified tier 1 diverse supplier, all hires made through Prosperix’s VMS count towards tier 1 diversity spend, and our built-in AI makes hiring outstanding candidates easy, matching you to the most capable suppliers and candidates in real-time. 

With Prosperix, diversify your workforce and make hiring bias-free.

To learn more about our workforce solution, schedule a demo with us today.

Utilize Flexible Hiring Workflows to Customize Your Hiring Experience

Hiring is a systematic process that flows from one step to the next. Hiring is akin to playing dominoes; the trick is to set up each tile as equidistant and perfectly in line with its predecessor, after which it’s just a matter of tipping the first tile with your fingertip to see them all topple in sequence.

While the fundamental objective of hiring is to grow and nurture an exemplary workforce, hiring techniques should not be implemented with the mindset of “one size fits all”. Hence, you’ll benefit tremendously from implementing hiring workflows that are systematic as well as adaptable to your ever-changing needs. 

What is a Hiring Workflow?

A hiring workflow is a streamlined process of each stage that a candidate follows when applying for a job opening. Imagine every opening in your organization is a game and every potential candidate is a player. One can win by getting through all the levels of the game, i.e., the hiring workflow stages.

Typically, the stages of a workflow are comprised of Sourced, Submitted, Applied, Interviewed, Offers Sent, Offers Accepted, Onboarding, & Hired. Depending on the organization, there may be additional stages that make sense. For example, some organizations have several rounds of interviews, others add a stage for pre-screening assessments, and a few track candidate marketing, engagement and nurturing stages as well. 

Regardless of how many stages your business utilizes, most workflow stages remain consistent across job openings to ensure that key hiring practices are upheld. Though, depending on the type of role, the purpose of some stages may be tweaked to better suit hiring needs. For instance, a technical role may require multiple rounds of interviews to separately analyze the functional and soft skills of a candidate.

Why are Hiring Workflows Beneficial?

Hiring workflows give your hiring teams the power to be proactive and remain unified in their hiring efforts by presenting them with:

1. Evaluation of job performance

Workflows offer a bird’s eye view of whether the various phases of hiring are functioning harmoniously, and if the speed and efficiency of candidates’ movement from one stage to the next is sustainable. When updated in real-time, analytics from the workflow also reveal bottlenecks and how processes can be improved.

2. Minimized time-to-hire

Time is a precious commodity that we all want but never seem to have enough of. This is no exception even when it comes to hiring. The primary aim of any recruiting endeavour is to secure the best person for the job as soon as possible.  

As a candidate moves from one stage of the workflow to the next, having a clear picture of the progress and following a plan of action aids managers and recruiters in setting realistic targets as well as motivates them to move the process along towards the finish line quicker.

3. Increased access to talent

Hiring workflows guarantee that sourcing is not a one-time activity and that there is no dearth of candidates for a position until it is filled. As a cyclical system, workflows provide a steady inflow of candidates from various channels such as recruiters, hiring marketplaces, and job portals.   

Moreover, each candidate sourced as part of a hiring workflow becomes part of an expanding talent pool that you can dip into for subsequent hires. Learn about how Prosperix can assist you in building talent pools and talent pipelines that activate on-demand hiring to enhance your hiring program.  

4. Greater spend visibility

Knowing that a hire costs more than the average is not enough to stop the budget drain in its tracks. A workflow breaks down the process of hiring conveniently into stages, which makes it easy to pinpoint which steps consume the largest portion of money, time, and energy. Through the workflow, hiring teams will be able to assess whether resources are being utilized effectively and optimize them accordingly.

Last but not least, hiring workflows prove to be beneficial in aligning management’s expectations of outcomes and the realities of contingent hiring. In cases of unexpected delays and roadblocks, the workflow provides concrete evidence to support recruiter analytics. For example, if a workflow shows that most candidates are stuck at the interview stage, scheduling issues or delayed manager feedback can be identified as potential causes and steps can be taken to rectify the bottleneck.

Customize Your Hiring Workflow With Prosperix VMS Network

Manually creating and maintaining a hiring workflow on spreadsheets is one way to get the job done. But using a modern Vendor Management System like the one designed by Prosperix can help you establish a flexible workflow effortlessly. Not to mention, you’ll have access to all the additional offerings of Prosperix VMS Network like the integrated hiring marketplace, automated supplier management, candidate engagement, intuitive workforce management, and other enhanced capabilities.

VMS Hiring Workflows

Managing your hiring workflows via Prosperix VMS Network will enable you to:

Customize Workflow Stages

Customize Workflow Stages

A custom-tailored and well-oiled hiring workflow can make a world of difference in obtaining successful outcomes. As a user of Prosperix VMS Network, creating a hiring workflow is made simple with the default setup that encompasses all the necessary hiring stages. Or better yet, you can create a customized workflow to meet your exact needs.

Prosperix VMS Network gives you complete control of your hiring workflow by enabling you to add crucial stages and remove unwanted ones, all with a drag-and-drop interface. This makes it very simple to configure and customize to the precise specifications for each job, department or hiring manager preference.

Advance Candidates Across Each Stage

Within Prosperix VMS Network, every workflow stage displays the progress and number of candidates who are categorized under it, including the percentage of those who have been disqualified. Alternatively, you can view the status of each candidate within their profile. The workflow gives talent acquisition teams a dashboard for candidate activities in all stages to understand the velocity and coverage for specific roles. This makes it easy to manage any volume of applicants across the hiring lifecycle.

Create Multiple Workflows

Create Multiple Workflows

Given that the nature and scope of jobs vary, every position you’re attempting to fill can have its own custom workflow. You can use the default workflow for the company or modify workflows for each department, hiring manager, or position. 

Since all your workflows are housed within Prosperix VMS Network, you can manage and update them in real-time. Moreover, you can replicate workflows that are tried and tested using templates or develop unique workflows as and when new positions crop up.

Schedule a demo with our experts to help you design perfect hiring workflows for your business with Prosperix VMS Network.