Data Capture | Case study
Hamilton French is a Cork-based specialised recruitment and outsourcing agency in the construction and engineering industries. Working with a large number of companies across the country, Hamilton French provide them with trained contract workers. In addition to this, they also provide training to these workers and the necessary quality assurance checklists.
When business began to ramp up as the volume of job vacancies began to increase, the agency knew it was time to take action to streamline their process of recruitment and training.
Tim Cronin, the Recruitment Officer, has been using Submit.com since the beginning and watched as the true advantages of having an online system came to life.
Before using Submit.com, the previous workflow process consisted of getting people to apply to a job advert and transferring the information supplied from one system into an excel spreadsheet which they would then need to sort and filter. In addition to this, files such as CVs and training certificates were kept in a separate location. When a potential candidate was a fit for a new job vacancy, the recruitment team would then need to search their own systems to find the required information to pass onto companies.
Managing the paperwork from quality assurance checklists and logs of potential job seekers coming into the office to carry out induction and training videos was another pain point that the team face. The act of filling out the paperwork and filing was incredibly time-consuming and often led to backlogs.
As the demand for workers and documentation increased, the team at Hamilton French knew their current workflow and processing was not sustainable. They decided to look for a more efficient and time-effective solution to handle their ever-growing database and help them cut down on their paperwork situation.
“It was a nightmare. We would have files upon files in multiple different locations. We knew we needed a solution and we needed it fast.”
A paperless centralised hub
It was not long until the team at Hamilton French saw the advantages of using the Submit.com platform. The online system proved to be a great success for them as they were able to host all their needs in one central location. From setting up their database of workers for their recruitment process to being host all their training video questionnaires online, the team “no longer needed to worry about finding files” as they were all available at the click of a button.
By converting to an online paperless system, Hamilton French reaped the benefits of no longer needing to post out quality assurance checklists and ensuring they were all returned.
“The ability to share the quality assurance checklists with a simple URL link is a huge cost saver for us in both time and money. We don’t need to chase people on the phone for their completed checklists or store the hard copies. It’s available for us to see their progress on the platform and reach out if any information is missing.”
Time saving features
The auto-tagging feature has proved to be incredibly useful for the Hamilton French team. Using this feature allowed them to cut down on the time that would have been spent when it came to filtering and searching for relevant parties for new opportunities. At a glance, they could see and report on the number of people who were available at a given moment in different trade and locations.
“We can tag someone’s profile if they’re already placed on a contract and remove it when they are available again.”
The Video Briefing question type allowed Hamilton French to change the way they conducted the mandatory training their contractors must complete before going onsite. Prior to Submit.com, they would bring workers into their offices for induction. This would consist of the candidates in question watching a series of training videos and answer questionnaire forms to ensure they understood the content of that video. By utilising the Video Briefing questions, the team can now upload their video and follow it with the questions online for the candidate to fill out. Once the candidate has the training questionnaire completed, it can be scored on the system and feedback can be given.
Key Features Used
By moving to a paperless online system, the real advantages the team benefited from was how time effective it was, saving them days at a time. This newfound free time allowed the team to develop new ideas which would help the way they work including a new initiative for collaborating with the employing companies they work with to collect references and feedback of workers and developing more health and safety training protocols.
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