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You’ve done it. You’ve picked a new applicant tracking system (ATS), and faster hiring times are on the horizon. But first, you need to make the switch. We lay out how to train your staff for successful ATS implementation. 

How to Introduce Your Team to a New ATS

Even when a change is for the better, it can come with challenges. In fact, Gartner reports that only 34% of businesses report clear success after a large change initiative. With care and forethought, you can be part of that 34%. 

Start With a Rollout Plan

Like most things in life, successful ATS implementation starts with a good plan. A rollout plan should have, at minimum, the following components.

  • Goals. What are you hoping to achieve with your new ATS? How will you measure success? 
  • Timeline. When will this change take place? When will trainings happen? 
  • People involved. Who needs to know about this change? Who needs to be trained?

Communicate Expectations and Goals of ATS Implementation

Change always comes with an adjustment period, and your employees (particularly those who regularly use the ATS), will want to know why it’s happening. Clearly communicate why you decided to adopt a new ATS, how it will impact your employees’ daily lives, and what is required from each individual (such as participation in training sessions). 

Determine Integration Timeline 

Before you introduce the new ATS, develop a clear timeline. When will you be switching to your new ATS? What does your staff need to do—such as transferring files or ongoing communication—and when? 

In a fast-paced healthcare hiring environment, training should be communicated well ahead of time—-you don’t want it to detract from your staff’s other duties. Make sure that your timeline is solidified well ahead of the actual ATS implementation. 

Assign Responsibilities 

Assign a designated implementation “expert” on your team. This is the point person who will coordinate with the ATS vendor to get trained on the platform. In a larger, multi-facility organization, you may want an expert on the hiring team of every facility. Clarify who’ll be in charge of training, communicating the changes to the staff, and all other parts of the rollout plan. 

Training Your Staff for a Successful ATS Implementation

According to Google Workspace, 69% of the most effective training programs train employees before and after a significant change. 

There’s a lot riding on your training program. How do you make sure it’s as effective as possible? 

Use Your ATS Provider

You don’t have to make the change alone—your ATS provider is here to help. Your onboarding and customer success managers will likely provide some training, but feel free to ask additional questions, or request that the training materials be adapted for your particular needs. 

Encourage Questions and Trial and Error

Encourage questions from all your employees, and give them time to get the feel for the platform. Even with robust training, sometimes the best way to learn is to get your hands dirty. Questions will likely arise that didn’t in training, and it can be helpful to have your resident “expert” available for the first few days. 

Make Your Training Engaging 

Mandatory training isn’t always the most thrilling, but there are things you can do to ensure your team stays engaged. Interactive elements, such as quizzes, peer presentations, and frequent recaps can help your employees retain everything they need to know about your new ATS. It’s also helpful to have refreshments on hand, to ensure everyone’s alert and ready to learn. 

Learn more about how to make trainings engaging 

Evaluate Team Adoption of ATS

After your team has time to settle in with the new ATS, check in and make sure everything is running smoothly. Give your team ample opportunity to provide feedback, and loop in your ATS provider whenever necessary. For the first few months, use surveys to evaluate how people are feeling about the new system. A small amount of confusion is normal in any change, but frequent errors could point to a deeper misunderstanding of the software. 

The beginning is always the best time to smooth out any wrinkles. But with training, collaboration with your ATS provider, and a robust rollout plan, you’re more likely to avoid issues. 

Better Hiring With Apploi

With Apploi, you don’t have to do it all alone. Our Onboarding and Customer Success teams can help create a smooth training process, so you can get started right away. 

Interested in learning more about how to recruit, hire, and onboard staff quicker than the competition? Contact us today for a free demo of our end-to-end solution.

Emma Sledge

As Senior Director of Customer Success, Emma Sledge helps healthcare employers drive hiring and make the most of the Apploi platform.