A modern staffing agency uses various software applications, from planning software to reporting tools. How do you ensure that all these systems work smoothly together? And why is that so important? Koen Denies from Teal Partners, an expert in this field, shares his vision.
Every temp agency works with a similar set of software tools. Applicant Tracking System help manage job postings and match candidates. Planning software ensures that labor is smoothly scheduled. Back and mid-office software supports wage payments and invoicing. A reporting tool provides insights based on the data.
Koen Denies: "In an ideal scenario, all these software systems are correctly connected. This can be achieved through an integration layer. We develop this layer custom-made. We integrate the systems from A to Z, or end-to-end as it's called in the jargon. It applies to both the self-built tools that the agency developed in the past as well as SaaS systems."
Koen Denies: "Attracting talent, scheduling labor, payroll processing, and invoicing, internal and external posting of a vacancy, advertising via social media ... everything becomes a whole thanks to this integration. Thanks to this layer, the systems exchange data smoothly. This ensures efficiency and paves the way for a more digital business model."
Koen Denies: "For the users, we develop user-friendly access points to the systems. These portals improve communication between users and with the systems. Both the candidate, the consultant, and the client have access to their own, specific digital portal. Customized, with the appropriate rights.
A candidate can easily enter their details. The threshold to register decreases. The paperwork is reduced. The consultant saves time because they no longer have to retype data. They make fewer mistakes. They have more time to guide the candidate and find matches. It is safer because the system centrally stores the data. Everyone wins."
Koen Denies: "Firstly, a smoothly working digital ecosystem provides an answer to the war for talent. With more vacancies than candidates, you have to deploy your available talent more smartly. If the planning software exchanges information with the ATS, smart insights are created.
I'll give a concrete example: a candidate's assignment is ending. Ideally, they should quickly get back to work. In an integrated digital landscape, the consultant immediately sees the relevant vacancies for the candidate. They also have an overview of the clients where the agency recently placed a similar profile. This way, they can proactively introduce the candidate to these clients.
By allowing the systems to communicate with each other, you support the consultant in thinking from the candidate's perspective. Currently, a typical matching process starts from a vacancy. We reverse the roles. This is important because candidates are usually registered with multiple agencies. The faster you help them get back to work, the better you can tie them to your agency. If you don't see the opportunity in time, they will be working elsewhere."
"Secondly, a good digital setup increases profitability. This increases due to the efficiency gain. Fewer people are needed to perform administrative tasks. This is a cost saving. The consultants invest the freed up time in placing more candidates. This creates added value."
"Thirdly, with an integrated system you are ready for the future. You can easily plug in new technologies. With the apps that directly connect candidate and client, the first digital-only initiatives in the sector are a reality. Clients demand more autonomy. You cannot ignore this evolution. But such innovations are only feasible if your digital store is in order."
Koen Denies: "First we analyze the current landscape. Then we advise the client on possible improvements. Finally, we develop a custom integration layer. All software systems, as it were, speak a different language. We provide the translation in code so they understand each other. We don't sell a product. We ensure that the products and tools you've bought work seamlessly together. It is literally the missing link that opens the door to new opportunities."
Koen Denies: "There are countless little tools that you can plug into your system that handle a part of the staffing process. For example, a tool that allows the candidate to register easily. But if it's not connected to the whole, and if the data doesn't flow smoothly to all sections, then those tools can be counterproductive. Then the consultant still has to retype things. Then you still won't get alerts of opportunities. Such a tool may look nice, but it's a gimmick."
"Beware of building such patchwork. It makes the whole thing chaotic. Costs rise. It's not safe. Temp agencies work with sensitive data such as pay slips or private information. The security must be state of the art. Instead of adding rooms, it's better to invest in custom work that secures your data."
Koen Denies: "At Teal Partners, we specialize in conceiving, improving, and developing the ideal digital landscape for businesses with a lot of data. The staffing sector is a good example of this. One of the players for whom we have achieved a significant transformation is Actief Interim. They have managed to save fifteen to twenty minutes per filled vacancy."
Koen Denies: "Digitalization is a process in phases. You don't build the whole thing at once. Each time you go a step further. However, it's essential that the foundation is solid. Your foundation must be dug and poured correctly so that your building won't collapse in the future. That can cost you dearly."
