If you’ve applied for a job in the last 10 years, you’ve probably come across an ATS, or Applicant Tracking System. It’s software that allows candidates to apply for jobs through an online platform, while giving employers a quick and easy way to manage job postings and track applicants for those positions. In short, they help recruiters filter resumes. To have the best chance at snagging the job you want, it’s good to understand how these ATS platforms function. In a market where many highly qualified applicants are looking for work, job-seekers need to stay ahead of the game. Here’s how to do it.

How Does Our ATS System Work?

AAIM Employers’ Association provides an ATS system to their employer members with three distinct functions: a Job Dashboard, an Applicant Dashboard, and a Reporting Section. The Job Dashboard gets open position information out to candidates as efficiently as possible. The posting process to job boards is integrated within, providing a streamlined step-by-step process that includes qualifier questions for initial screening and basic position parameters. The result is what the applicant will see when they look for job openings on various job sites. The application is built into the system to make it easier for job seekers to apply.

Employers create their job ad through the ATS system, populating information such as the job description, pay range, benefits, and location information. When the job ad is saved, it automatically initiates a process to post the position to not only well-known job boards like Indeed and Glassdoor, but also thousands of others, including state unemployment sites, diversity-centric boards, and college/university websites. The upside for employers? A process that used to take two hours or more to complete now takes 20 minutes or less!

ATS platforms also help employers by providing an Applicant Dashboard—a centralized system of viewing and tracking applicants that apply for various open positions. As candidates apply, employers can view their application/resume information directly from the system. With all applicants in one place, it creates an easy way to make notes, communicate with them, and create side-by-side comparisons between candidates. These tools are especially helpful for employers that have multiple people involved in the recruiting and hiring processes.

How Do Candidates Use an ATS System?

If you’re a qualified candidate looking for positions on job boards such as Indeed, Glassdoor, CareerBuilder, and so on, you have the option to create a profile within the site in order to “Easy Apply” for jobs, which essentially allows job seekers to apply with one click. With all the competition in the current post-COVID-19 job market, being able to jump on an opportunity is a crucial element.

While the “Easy Apply” button does, in fact, make it easier to apply, there are a few critical items that candidates need to be aware of in the process. First, while many employers have taken the stance of gathering a resume initially and inviting the candidate to supply further information later in the process, others require a full, completed application right out of the gate. When building a profile on a job board, include as much information as you can. Resist the temptation to write “Please see resume” into the job application field, as there are often grant programs or government funding that require employers to have full and complete application information. This is especially true if you’re interested in or looking for work in an industry that is highly regulated or would use these funding sources.

Second, double check and thoroughly read the description of the position for which you want to apply. Some employers may require follow-up steps or action items that could delay processing of your application if not supplied. Similarly, there may be information about checking on the status of an application- the do’s and don’ts, if you will. Being mindful of the requirements outlined by the employer is a step toward making a great first impression!

Third, be mindful of keywords included in the job description and make sure those keywords appear in your resume. While the employer may be placing keywords in the description to make it more search-friendly for an applicant, words are also searchable with the ATS itself. An employer can execute a keyword search of their applicant pool (i.e., sales or HR), and a report is generated that lists individuals who have those terms on their application/resume. Other systems have artificial intelligence (AI) technology that will screen the job application/resume for the preset keywords and place those applicants into a qualified applicant pool to be viewed first. This is called pre-screening. The same pre-screening can happen through a list of questions based on the minimum requirements for the position. But don’t let this discourage you! You should always submit a complete application, as your information is still being supplied to the employer for future potential and recruiting processes.

Take Advantage of Our Applicant Tracking System

While applying for jobs can seem like a complicated process, ATS platforms can make candidates’ and employers’ lives easier by saving valuable time and resources. So, if you’re searching for a job, get that resume ready and give yourself a leg up in the process with our tips!
Our applicant tracking system (AAIMTrack) and background screening service (AAIMCheck) is an integrated HR technology solution. It is efficient. It is scalable. And, all with one click! Combining ONBOARDEXP with AAIMTrack and AAIMCheck provides your HR/talent acquisition team with a fully integrated recruiting-hiring-onboarding process. This powerful solution allows you to streamline your entire hiring process and gives your organization the best chance at meeting all of your staffing needs!

The rise of technology and the shift of the generational wants and needs in the workplace have likely caused your role in the workplace to change drastically in the past decade. These shifts in people and processes will probably continue for the foreseeable future. The good news is that we’re able to educate ourselves more quickly and easily than ever before. New technology and online resources are endless for education and professional development, but there is incredible value in collaborating and learning in-person from your peers.

There are many great ways to learn from peers, including:

• Roundtables
• Networking
• Mentoring programs

Roundtables

Roundtables offer a way to connect with peers and see different viewpoints that you don’t get in an office environment, especially in a small organization. This is an opportunity for you to hear fresh ideas in a safe space by posing questions to a community of professionals work in your field and who are experiencing similar challenges. Who better to see the value in your role and relate to your challenges and needs than your peers?

Roundtables are also great ways to gather and weigh opinions. Someone is bound to disagree or have a varying perspective; the important part is to find a common interest and have a genuine discussion. Part of the experience is respecting other opinions and not feeling pressured to reach a conclusion right away. Realistically, not all parties will agree when having an open-ended discussion and some ideas may not work for some industries. However, listening to each other’s experiences and suggestions allows you to gain new information to apply to your role or company as you see fit. The goal of a roundtable is to let your mind be open and free of preconceptions, leaving judgements and egos at the door. Sharing best practices and lessons learned is a powerful learning opportunity!

Networking

Networking is another great way to get to know others in similar roles from different companies and industries. Whether you want to exchange ideas, share information, or make a connection that leads to a future career change, networking opportunities such as professional society meetings are extremely beneficial. When attending an event, set goals for yourself both personally and professionally that are beyond just swapping business cards. Depending on your goals, you may want to do some research and come with prepared questions for companies in attendance. The key is finding the right setting that works for you to network and build meaningful relationships. Remember to be your authentic self and try to attend regularly.

Mentoring Programs

Mentoring can be as formal or informal as you make it. There are various mentoring opportunities available through professional groups, societies, universities, and college alumni services. Moreover, if there’s someone that you admire and want to learn from, don’t be afraid to ask if they would be open to advise you. Another option would be a mentoring program through your company.  If your organization doesn’t already have one, consider starting a program for new hires or newly promoted employees in your company. This fosters a safe environment for learning, exploring weaknesses, and encouraging employees to be comfortable with asking questions.

Whether it’s through roundtables, networking, or mentoring programs, peer-to-peer knowledge sharing is a valuable method for continued career growth and education. Set aside time to discover what you want/need to support your career and interests and then take the steps to make it happen!

Get to know the members of our AAIM Young Professionals Board. The AAIM Young Professionals program fosters career development, leadership proficiencies, and relationship-building of passionate and high-potential young professionals in the St. Louis area. Members of the AAIM Young Professionals Board meet regularly to ensure the success of this annual program.

• Kaitlin Bearden
• Senior Benefits Specialist
• Lutheran Senior Services

Introduce yourself to our audience. Tell us who you are and what you are currently focused on.

Hello, my name is Kaitlin Bearden, and I work on the Employees Benefits side of Human Resources at Lutheran Senior Services. I work with our vendors and HR team regarding medical, pharmacy, spending accounts, wellness and our benefits broker.

Outside of work, what are some of your passions?

I am passionate about community and travel. I love meeting new people, making connections and having those friendships. Travel is very special to me as well, and I find it as life’s biggest teacher. I never come back the same person after traveling. It creates a different perspective on people, life and even myself. I also love trying new things, concerts, restaurants and doing anything new around town.

What led you to join the AYP Board?

I wanted to get involved with the AYP board because I have loved seeing the AYP group grow since I went through the program the first year it started. I loved my journey during the program and still have friends I keep in contact with. I whole heartily support the AYP program and love the great work the team has been doing. It’s a great way to learn from others, develop professionally, learn about community, make connections and network.

How have you grown (professionally or personally) since joining AYP?

The topics discussed during the program played a big role in my professional career. Having others from around the area and engaging together during volunteer opportunities and networking events helped develop my skills and learn from others.

What advice would you give to other Young Professionals just starting out in their professional career?

Absorb as much as you can to diversify your skill set in the beginning of your career. In doing so, this will help you find your niche. Get to know others inside and out of your department and get involved in your community via networking events, vendor meetings and industry meetups. If you can, find a mentor at your company as they are a great resource. Don’t forget you can always change things up!

Though many businesses are spending more money than ever before on cybersecurity, many continue to be woefully unprepared for physical security threats. This doesn’t just apply to the implementation of technology like security cameras or improving access control, either …

Many of today’s inefficiencies are a simple result of the fact that businesses don’t speak with their employees about potential security threats. Like it or not, companies need to be prepared for such incidents, because the risk is more significant than ever before.

For example, FBI data reports that between 2000 and 2013, there was an average of 11.4 active shooter incidents per year. However, 2018 saw 27 active shooter incidents in 16 states — more than double the previous average.

Not all physical security threats are so dramatic, of course. Disgruntled employees can be responsible for theft, sabotage, and disclosure of confidential business information. In fact, research has found that employees are responsible for as much as 80 percent of “damaging incidents” in the workplace, making them a far more likely risk than a cyber-attack.

In light of all this, it is clear that management needs to address these critical issues with their employees and do so in an appropriate way that will help everyone take ownership of their safety and thus, create a force multiplier for the reporting of concerning behavior.

1) Explain Foundational Issues

While active shooter incidents are consistently making headlines, it appears some organizations are burying their heads in the sand. Simply put, some don’t think it could happen to them. Educating employees is the first part of the equation in deterring acts of violence.

Training should start early. New hire orientation should relate the basic facts of workplace violence — including the reminder that harmful behavior also includes psychological and behavioral aspects, not just acts of physical violence.

Teaching employees what risk factors may be present in the office and helping them learn what to look for will ensure that they are more confident to report concerning behavior. Remember, the tone of these trainings shouldn’t be geared toward scaring employees.

Explain things in a matter-of-fact manner so that everyone is on the same page.

2) Establish a Clear Workplace Violence Policy

One of the best ways to alleviate fear — and to ensure that you are fulfilling your responsibility of providing a safe workplace — is to implement a clear workplace violence policy. During the same training meetings when you go over the foundational aspects of workplace violence, you should also review your company’s policies.

Workplace violence policies should have a zero-tolerance attitude towards acts of physical violence, threatening remarks, intentional damage of property, sexual harassment, and bringing weapons into the office. The consequences of such actions should be made clear to all employees.

When going over your company’s workplace violence policy, you should also communicate the physical security procedures that your company is implementing (such as regular security assessments and ongoing security policy review) to mitigate risk.

3) Help Employees Feel Safe When Reporting Issues

Because many incidents of workplace violence are the result of an internal threat, no workplace violence policy is complete without a clearly defined reporting procedure. Help employees understand that they have an obligation to report problematic behaviors to management to protect the well-being of everyone in the company.

Some employees fail to report dangerous behavior due to fear of repercussions from management or the individual they are reporting. HR should allow for anonymous reporting while also committing to follow through and investigate any reported issues. Allowing for multiple anonymous reporting methods, such as tip lines or a comment box, can further alleviate these concerns.

When employees have confidence that they will be safe when reporting a potential concern, they will be more likely to report, which will better position your team to mitigate a threat.

4) Educate Your Team About Problematic Behaviors

Everyone in your organization, from supervisors to lower-level employees, should receive training that will help them better recognize concerning behaviors. Changes in behavior, disrespect for authority, declining work performance, verbal threats, suicidal comments, weapon possession, and other aggressive actions could all indicate the potential for workplace violence.

Employees should be taught how to recognize these warning signs in others and themselves. Help your team understand that even seemingly minor issues — including troubles in someone’s home life — can often be a precursor to more significant problems. It’s better to be safe than sorry.

It can also be helpful to remind your team that these aggressive behaviors are often a “cry for help.” The earlier one intervenes, the easier it will be for a potentially violent employee to receive counseling or other assistance that will help them get their lives back on track. Being proactive in the use of your employee assistance program could pay significant long term benefits.

5) Define the Incident Management Process

Your employees will feel much safer if the incident management process is clearly defined — including how to respond to an emergency like an active shooter situation.

Explain what actions your human resources team will take after aggressive or unsafe behavior has been reported. Don’t be afraid to outline the process step by step, as this will help employees understand that their reports are taken seriously. Remind employees that information gathering, screening, and additional investigative steps are necessary to accurately evaluate a potential threat.

Take the time to create a detailed plan for responding to an emergency.

Train your team on what they should do to protect themselves during an active shooter event. Go over these plans in meetings and conduct training drills so that everyone knows how to respond appropriately should an incident occur.

Being prepared will save lives.

Good Information Is the Foundation

We live in a time when it is easier than ever for misinformation to spread across the web or in the workplace. You shouldn’t let headlines or rumors unnecessarily scare your employees. By taking a proactive approach and confronting these issues head-on, you will give your team confidence that you care about their safety.

As you provide adequate training and establishing sound security processes, your employees will be better prepared to respond appropriately should an incident occur. Your organization won’t be considered to have been negligent in preparing your staff should an act of violence take place. Ultimately, by speaking with employees about potential security threats now, shows commitment to your most valuable resource — them.