Struggling with Candidate Database Management? Seeking Easier Ways to Find the Right Fit

Database Management Challenges in Recruitment

We are an Overseas Recruitment Agency and cater to various industries. We are currently facing a problem with our database management system. Every day, we receive many resumes from candidates through email, and our associates add those profiles to our database. They save the resumes in a particular folder sorted month-wise. For example, all resumes received in the month of June will be saved in the June 2017 folder, and so on. At the same time, important data from the resume, such as the name, designation, contact information, and experience, is copied and pasted into an Excel sheet, which is again sorted month-wise. For instance, all data from resumes received in the month of June will be saved in the Excel file "Excel - June 2017," and so on.

Challenges in Finding Suitable Candidates

Now, the problem arises when we receive a requirement from our client, as we find it extremely time-consuming to find suitable candidates from our database. We have to open each Excel sheet and then sort and filter data to find relevant profiles. Each Excel sheet contains data in thousands.

Seeking Solutions for Efficient Database Management

Is there a simpler method to handle the database and maintain candidates' records? How can I make the searching and filtering part easier?

Instead of storing the resumes month-wise, I recommend you store them industry-wise. For easier searchability, you can create an email ID on Gmail specifically for this purpose. Rather than using it for email communication, utilize it for Google Drive, which provides 15 GB of free data storage for each Gmail ID. Within this drive, organize folders based on the industries to which you cater your requirements. Subsequently, create subfolders within each industry folder, categorizing them as HR, Finance, Purchase, and so forth. Centralizing the resumes in one location simplifies the process of searching for candidates within a specific industry.

Additionally, adopt a similar organizational structure in Google Drive as you do on your PC. The content on your Google Drive should reflect what is stored on your computer. For any further inquiries, please feel free to contact me.

Thanks,
Dinesh Divekar

Thank you, Mr. Dinesh.

I read your post, and it is so valuable to me. Please tell me if I want to go for a One-Time Solution. If it is a paid service, I am ready to pay. However, I want such a system through which I can upload 100 or 200 resumes at once so that I can utilize my thousands of resumes for my clients.

I would like to add to what Dinesh Sir said. In addition to saving all the resumes in your Google Drive, you may also switch to using Google Spreadsheets from Excel. There are many advantages to using Google Sheets. For example, you can access the files on the go, let a whole team have varied levels of access to sheets and collaborate on work, or simply share the link instead of attaching the whole document. Also, addressing the concern raised by @SHAMSHALI, one can create a specific folder for each assignment and share just the link with the client instead of uploading a pile of documents therein.

Having said that, there are always a plethora of Applicant Tracking Systems in the market that can help you stay on top of your game in managing candidate databases.

It's best to invest in an applicant tracking system - an ATS will help you get competitive faster and keep a record of all applicant notes, etc., so you can just pick up the phone and reach out with all pertinent information.