As this season’s X-Factor gets underway, another reality singing competition strives to find the next big act that has “it” – that je ne sais quois, the elusive x-factor.

As Simon and Britney judge the latest crop of wannabes, recruiters evaluate candidates and audition talent to find the perfect combination of character and competency to woo their clients – and win their next placement.

To Make a Placement, You Gotta Have Sendouts

Candidates can look great on paper, but getting talent in front of a client stands between a sad paycheck and a placement.

Like those stadiums full of singing contestants – waiting for their chance to be in the spotlight – candidates have to be seen, they have to be heard to make an impression and get the gig.

In fact, client interviews, or sendouts, is the #1 factor recruiting and staffing professionals are judged upon by their managers, according to the Sendouts 2012 Recruiting Benchmarks Report.

Sendouts is the primary way recruiting and staffing professionals determine success.

The “Quality of Candidates Submitted” X-Factor

Quality of Candidates Submitted metric determines how many candidates make the cut between being a paper resume and getting on the sendout stage. So what’s behind the Quality of Candidates Submitted metric?

Quality of Candidate Submitted:
The ratio of the number of resumes submitted to the client before getting a sendout.

What you need to know about your Quality of Candidates Submitted ratio:
This ratio is a balance between providing your client with enough choices to make a sound hiring decision, and submitting candidates that fit your client’s needs.

A high ratio of resumes submitted to sendouts indicates that your candidates aren’t qualified. And if you can’t get a candidate in front of a client, you can’t make a placement.

p.s. According the the 2012 Recruiting Benchmarks Report, the average Quality of Candidates Submitted ratio is 4:1.

More Metrics

Sendouts is a big indicator of success for recruiters, but there are several metrics you can track in order to tweak your performance at each stage of the recruiting process.

Get a breakdown of all of the recruiting metrics in Sendouts’ Blue Book of Metrics.

As the new school year begins, parents buy children an exhausting list of supplies: the entirely-unnecessary extravagance of a 120-pack of Crayola crayons, a couple (or 12) notebooks, 50 pencils…you get the point. The kids “need” all of these things. Then at the end of the school year, you discover you are left with 100 unused crayons in the box, 12 notebooks with the first 10 pages of each used, and more pencils than you could ever possibly need. What was the purpose of buying all these oh-so-essential school supplies? Now take a look at your recruiting software.

Get your money’s worth

Do you ever feel the same sense of frustration, as if you or your company has wasted precious resources? If your response is yes, it is possible you are not using your ATS correctly. It is imperative with these systems that you invest in a solution that fits your company’s size, of course—no one needs 120 crayons when 20 would work just as well. There are so many other ways this software is commonly misused, but fortunately, just as many ways to make the most of it.

How do you use your recruiting software?

A common complaint about recruiting software is that it doesn’t produce quality candidates. If you have had similar thoughts, stop and consider: is it possible you’re just not using it correctly? Here are 5 dos and don’ts to help you better utilize your ATS:

1. Do track recruiting metrics!
In a 2012 survey by Sendouts, 83% of the recruiting and staffing professionals said that metrics help them to excel at work. This should be incentive enough to use your software and follow suit!

2. Don’t use your ATS as a resume warehouse!
Maybe you have virtual mountains of resumes stacked up in your system, but your recruiting software does so much more than store resumes. Take advantage of your system’s tools and automate your recruiting workflow. It will save you time and increase your productivity!

3. Do build your brand!
Use your ATS to nurture relationships with your clients and candidates. Send emails through your database, keeping candidates up to date about job listings and opportunities in their field. They will appreciate your considerate actions. If used well, your recruiting software will also help you find the most exemplary candidates. By continuously presenting your clients with these stellar applicants, you will earn their respect and give your company name a little more clout.

4. Don’t miss out on training opportunities!
If you don’t know what your ATS is capable of, you can’t make the most of it. Take advantage of services offered by your provider and don’t hesitate to contact customer support. You are only wasting time and money by misusing the system.

5. Do turn references into candidates!
You have a database full of resumes, right? Well if you need more clients and more qualified candidates for a position, you can always do what Dennis Borders of Gecko Hospitality did. He sent one mail merge to his 12,000 candidates and in one day he had 81 new prospective clients. With his recruiting software, he is also able to turn a candidate’s reference into a new candidate with one click. Because these references likely have the qualifications you desire, they are ideal. Using your ATS for this in particular can create rich opportunities for you.

Keep these dos and don’ts in mind next time you want to complain about your recruiting software. Although, if you follow this list, there (hopefully, fingers crossed!) won’t be a next time. Once you find the right system, you can explore all the tools, learn how to use them, and perform at your best!

Every relationship, whether it is personal or professional, is maintained by a certain set of behaviors and attitudes. Think about it. Whether you are dating, conducting an interview, or making new friends, you expect the other person to act “properly” whatever that may mean to you. If your blind date is sketchy, spends the evening ignoring you for his or her phone, or stands you up, would you really try to see this person again? Not likely. So why do you, as recruiters, pursue relationships with clients that behave this way?

According to a recent survey by Sendouts, the second biggest obstacle in the recruiting workplace (after distraction) is difficulty managing clients. The participants in the survey named five primary problems:

Recruiters say they are tired of being constantly pestered by unqualified candidates. Candidates are fed up with the lack of feedback from recruiters. There exists a problem on both sides, but rather than place blame, it is important for each side to try to understand the other’s situation. This mutual recognition could help lessen frustrations in the relationship.

From the Recruiter’s Perspective

“We work for clients, not candidates.”

When recruiters are given job orders from clients, they are looking through their database specifically for candidates that fit the job description. They are focusing on finding the perfect employee for their client, not the perfect employer for a particular candidate. If a candidate is to be considered, he must have the entire required skill set, not just most of the skills. If he is not an ideal fit, he will be passed over.

“We are not career counselors.”

Candidates often want to know what the problem is—why aren’t they being considered for a job? Why hasn’t the recruiter contacted them? This is understandable; they want to feel involved in the process. They want to know if something needs to be fixed. However, most recruiters do not have extra time in their day to explain to candidates that their resume is unprofessional, they are missing some required skills, they need more experience, etc.

“Candidates call us all day and waste our time.”

One of the major complaints recruiters make about candidates is their persistence. There is nothing wrong with determination, but sometimes job seekers turn follow-ups into harassment.

“[I]n your attempt to follow up, it’s important to avoid pestering the employer [or recruiter]. In other words, send a follow-up e-mail, or place a phone call—and then allow the hiring manager to do his or her job.” -Jessica Holbrook Hernandez, CEO of Great Resumes Fast

Any more than this single call and email can be seen as both desperate and annoying.

What Recruiters Can Do

• Keep in mind: you don’t know what you don’t know.
• Try to understand the situation. If a candidate is calling you, looking for advice, and pushing their resume, they are most likely unemployed and getting a little worried. Realize they are people, just trying to get their lives back in order.
• Be clear about your preferred method of interaction. If you don’t want calls, but will read emails, perhaps you can send an auto-response through your recruiting software to every applicant saying so.
• Be honest with candidates. If you know immediately a candidate does not meet your client’s needs, say so. Maybe you know another recruiter you can refer them to and in turn, they may refer you to a more qualified friend.
• Don’t be afraid to help them out. If they keep coming to you for advice, then it must not be very good. If the problem is their resume, suggest a career counselor. If they need more skills, suggest training courses.
• Remember: Recruiters need candidates. Candidates don’t need recruiters. The better experience you give your candidates, the easier your job will be.

From the Candidate’s Side

“Recruiters don’t care about us.”

When a candidate submits his resume to a recruiter and never hears back, it is easy for him to feel the recruiter does not care. This complaint, unfortunately, has some merit. This is not to say recruiters cannot build relationships with their candidates. Many do and when recruiters focus on the candidate experience, rather than metrics alone, the candidates are happier and the recruiter’s job is easier. When recruiters are too concerned with their numbers, they may treat a candidate as another metric, rather than a person.

“Recruiters cannot always help.”

This is completely true. According to Harry Urschel from the Wise Job Search, “recruiters as a whole only place 3%-5% of the positions that get filled!” As a job seeker, using a recruiter can be a great resource, but, Urschel says, not the only resource.

What Candidates Can Do

• Keep in mind: you don’t know what you don’t know. Try not to judge the recruiter’s actions without knowing their situation.
• Only apply to jobs you are completely qualified for.
• Be honest on your resume. It is impossible for a recruiter to help if he does not truly know your capabilities.
• Limit your follow ups.
• Consider how you can help the recruiter. If you aren’t right for the job, refer someone who might be a better fit. This can build a relationship that may benefit you later.
• Find a real career coach.
• Perfect your resume. There are numerous resources to help in your goal (online resume builders, career coaches, how-to blogs, etc.).
• Take training courses in your field. Perhaps you are missing a skill or two for a job you want. If you can learn those skills, do so. It could make your career.

These are just a few suggestions of what parties can do. Next time you are feeling frustrated at one another, try and relate. Think about what you might do in the other person’s shoes. It’s hard to stay mad once you do.

Between the numerous forms of social media, chatty coworkers, and the rapid onset of boredom in our society, it is no wonder that distraction is an enormous problem. In a recent study conducted by Sendouts, the greatest obstacle in the recruiting workplace was distraction, whether personal or external. However, this issue transcends the world of recruiters. It is an issue we face in every facet of our lives. We would rather do anything than work, clean, exercise, run errands, etc. So what can we do to fix this horrible problem? My advice: embrace it.

1. Set Aside Time for Social Media

Recruiters spend a lot of time on the phone. It can be frustrating to make dozens of calls without any results and it is easy to turn to Facebook or Twitter to escape the tediousness and disappointment of these unsuccessful phone calls. Instead of sneaking onto these sites, plan your visits. Work diligently for an hour, and then peruse Facebook for ten minutes or so. Get it out of your system and get back to the phone.

2. Listen to Music

Distractions are not always personal. Sometimes we have noisy neighbors making their own phone calls or coworkers chitchatting about their kid’s soccer game. If you can’t focus with their babbling, pop in some headphones (if you are not on the phone and it is permitted in your office). According to a study by Huang and Shih, music can alleviate restlessness and distraction. Just be careful not to choose your favorite genre. If the song is too interesting, or even strongly disliked, that in itself can become distracting. Instrumental music is best for this reason. The Pirates of the Caribbean soundtrack and Chopin are two that work for me.

3. Keep the Cell on Silent

As a member of Generation Y, this is a tough one for me. Outside of work, I am (embarrassingly) glued to my phone, but texting on the job is seriously unprofessional. Just put the phone away. Text during your social media breaks or meet the friends you’re aching to text for lunch, if possible. I have no doubts that you only text about the most vital things (Who won the Cardinals game last night? or How did the date go?), but we both know it’s not worth reprimands from the boss or disapproval from coworkers.

4. Take a Walk

If you find yourself stuck with a project or entirely too stressed to focus, leave it alone for a few minutes. Those of us that sit at desks all day need to stretch our legs periodically to keep our minds sharp, and it’s always beneficial to get some fresh air. So take a stroll around the building, climb a few flights of stairs, try to touch your toes. It’s amazing what an impact a ten minute escape and a little exercise can have on your mood, not to mention your ability to stay alert and be productive.

5. Start the Day Right

Like Will Smith said in Hitch, “Begin each day as if it were on purpose.” Go to bed early enough that you can wake early, feeling refreshed and prepared for the day. Do some yoga. Eat a healthy, filling breakfast. It is the worst feeling to sit at your desk feeling tired or hungry and realize you have seven hours of work left. When you have more serious issues pressing on your mind than the task at hand (like the fact that you skipped breakfast or only slept four hours), something as simple as checking your email becomes a challenge. Before you know it, you are day dreaming about a turkey sandwich and thinking how comfy your bed would be. Wake up with a plan, keep a routine, and stick to it.

We already know that social media plays a huge role in hiring – spurring a phenomenon called social recruiting.

And with a Facebook job board reportedly in the works, it could become even easier for companies to match up with better candidates.

As companies become more connected to the right candidates, will the role of the agency recruiter diminish?

It could, if agency recruiters fail to become expert enough in their field to add value to clients.

In Sendouts white paper, 6 Steps to Gain a Competitive Edge, Sendouts President & CEO, Brian Hopcraft said,

Expanding your niche helps your business grow and keep up with the high demand of qualified talent in every industry. Become experts in your field and your competition will have trouble keeping up.

Hopcraft’s statement is relevant in the quest to gain more market share against competing recruiting firms. But it is also very true as mediocre recruiters face competition from social recruiting technology.

Recruiters who work hard to understand a specific market are going to excel in even as it becomes easier to pinpoint talent via social media.

Guy Battaglia, a Business/Information Technology Recruiter and TBG Associates, points out that online sites only provide superficial profiles that still require more analysis and probing. Battaglia says that unless the reader of profiles is well-versed in the field and range of specialties, top talent can get buried under sub-par candidates.

Companies can’t assume that the best candidates are tending to their profiles on social media sites. In addition – even armed with a candidate’s employment history, skill set, and social media persona – HR generalists don’t always have the right tools for judging the appropriateness of a candidate for a specialized position within their company.

Recruiters who work with a specific specialty have the same social media touch-points as corporate recruiters, but are more deeply embedded in their niche by:

• attending trade shows
• networking with key industry contacts
• following industry news
• contributing to industry publications

Keeping tabs on industry hot -buttons, top players, and future developments will always add value to clients, no matter where candidates are being sourced from.