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Monday, November 10, 2014

Solving the Staffing Software Riddle: A Small Agency's Guide to Upgrading

Staffing services come in all shapes and sizes. From large international and corporate entities to small mom-and-pop boutique agencies each business has unique requirements. Often, the smaller, more local, companies have less flexibility when it comes to their systems even though they are expected to provide the same level of service as the big companies with more sizable budgets. 

As a result, several of these independent staffing agencies rely on out of date computer systems or, in some cases, no applicant tracking database at all. Some may only utilize a payroll system such as QuickBooks, Paychex, or ADP. These organizations may have their temporary staff use printed time cards that they must turn in or fax over to the organization. Some have moved on to PDFs of timesheets which will still need to be manually processed using valuable time and resources in such a small organization. 

Furthermore, many smaller agencies are concerned about the disruption that can occur when transitioning to a new system. Not only is there implementation that can halt business for an extended period of time but the training of staff members, many of whom are not comfortable or familiar with the new technology being implemented in the office. 

Let's take a closer look at the concerns some companies may have that causes them to delay the use of staffing software technology that could ultimately enhance their business model. 

  • Information migration: Many small businesses use older, out of date database systems that have been populated with thousands of applications throughout the years. They may be concerned about losing this information with a transition to a new system.
  • Training: Boutique staffing agencies are very proud of their employee retention and many have worked with the same recruiters for 20 or 30 years. This means that the learning curve for new technology can be high. Owners and managers are concerned that their staff will be uncomfortable learning new systems and this will result in decreased productivity in the office.
  •  Systems integration: If a payroll service is being used there may be some questions about how they can integrate their current systems with a new product. The loss of payroll information, concerns about using the new product, and the unfamiliarity with a new system can all contribute to anxiety about a switch.
  • Disruption of business: The implementation, integration, training, and use of a new system will inevitably affect the smooth operation of the business for a period of time. Business owners and their staff want to ensure that their day to day functions will not be disrupted and often stick with less efficient systems.
  • System malfunctions: Technology comes with a certain level of risk. Many small companies are very concerned about the possibility of computer systems malfunctioning or becoming inoperable as to create large timeframes where work cannot be completed as expected while the IT company or department figures out and solves the problem.

All of these concerns are valid and need to be addressed by the service provider. Investing in fluid technology which integrates all current systems and creates a seamless integration process is possible. 

NextCrew is a cloud-based solution that can integrate all of the necessary systems for the smooth operation of staffing services at all levels. In 2012 our company was founded to develop an intuitive online staffing platform to streamline the most complex and time-consuming processes of maintaining on-demand workforce. Our system is fully customizable so the user experience is unique for every company we work with.

Staffing services of all sizes understand the challenges that come with the business model. The need to focus on business growth often means day-to-day logistics are set aside for a future time. Often, this time never seems right to make a change so it is easy to limp along with less than perfect systems and processes. 

Our product offers each client the ability to create a personalized and private-labeled website. Candidates and clients are able to interact with self-service portals to streamline the process and allow recruiters to focus on recruiting rather than day to day administration and employee management. Real-time scheduling eliminates much of the time spend contacting unavailable employees. Our system is based in the cloud which means that down servers and technical problems are not likely to affect our clients' ability to conduct their business. Our system can be optimized for mobile use and can easily integrate with current payroll and applicant tracking systems to enhance current technology used within the office. 

Companies working with NexCrew will be able to utilize our customized services to enhance their front end operations and streamline back office processes such as payroll and client invoices. For example, many organizations we speak with use QuickBooks as their back office software. They don't need to eliminate the use of the system they are comfortable with but can integrate it with our services to make the entire system more efficient and effective.  As a cloud-based product, NextCrew is a good option for companies who want to offer a state of the art interface to their clients and staff without changing their internal systems.

There is no doubt that an older, tried and true computer system can be comforting and familiar. Entering a new age of technology can make things feel like they are spinning out of control. NextCrew strives to work one-on-one with companies to ensure that the transition is as seamless as possible and allowing them to experience all of the benefits of new, supported workforce management technology. 

Are you ready to take the leap? 

 Image by Ged Carroll via Flickr


  1. "Solving the Staffing Software Riddle: A Small Agency's Guide to Upgrading" is an exceptionally informative and practical guide tailored for small staffing agencies looking to navigate the complex world of staffing software. This guide stands out for its clear, concise language and its focus on the unique challenges and needs of smaller agencies in the staffing industry. It thoughtfully addresses key aspects such as cost-effectiveness, scalability, user-friendliness, and the integration of new technologies, making it an indispensable resource for decision-makers. The inclusion of case studies and real-world examples provides valuable insights into the successful implementation and utilization of staffing software. Additionally, the guide's emphasis on how the right software can streamline operations, enhance efficiency, and improve client and candidate experiences makes it a compelling read for any small agency aspiring to grow and compete in today's market.
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  2. Solving the Staffing Software Riddle: A Small Agency's Guide to Upgrading" offers a comprehensive and insightful roadmap for small agencies seeking to enhance their staffing software solutions. Through clear and practical guidance, the book navigates readers through the complexities of selecting and implementing the right staffing software to streamline operations and boost efficiency.
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