Talent CRM
Vijayanand Kailash
May 9, 2023
All posts

What is a Talent CRM? The key to recruiting and retaining top talent

What is a Talent CRM? The key to recruiting and retaining top talent

In today's competitive business landscape, finding and retaining top talent is more challenging than ever. In fact, according to KPMG's recent global tech report, companies worldwide are struggling with a severe talent shortage. This challenge is particularly acute in the tech industry, where the competition for skilled professionals is fierce.

How can recruiters fill open positions amid a talent shortage?

Traditional recruitment strategies may no longer be effective, and recruiters need to find innovative solutions to reach and engage with a wider audience. For instance, social media platforms, virtual job fairs, and video interviews are becoming increasingly popular tools for attracting and engaging with potential candidates.

A Talent CRM can be an effective tool that can assist recruiters in such times. Unlike traditional Applicant Tracking System (ATS) software, a Talent CRM platform is designed to build and nurture a high-quality talent pool over time. It enables recruiters to manage all aspects of the candidate lifecycle, from sourcing and screening to onboarding and retention. By building a pipeline of engaged and qualified candidates, recruiters can fill open positions more quickly and reduce the time-to-hire.

In this blog post, we'll explore the benefits of a Talent CRM platform in more detail and compare it to traditional ATS software. We'll also provide tips on how to choose the right Talent CRM platform for your organization.

Talent crm - recruitment funnel
Recruitment funnel

The need for Talent CRM in a changing recruitment landscape

Before we delve into the specifics of Talent CRM, let's take a look back at the evolution of recruitment and how the need for Talent CRM emerged. In the past, a recruiter's job was incredibly tedious and time-consuming, beginning with the moment a position opened up. The process involved posting job descriptions on various platforms, including company websites, newspapers, and online job portals, and then sifting through hundreds of resumes to shortlist suitable candidates. After shortlisting, recruiters had to manually record and track details of the selected candidates, schedule interviews via calls and emails, and finally onboard the successful candidate. The process was incredibly manual and involved a lot of administrative work.

Although applicant tracking systems (ATS) were introduced to streamline the recruitment process, they had limited capabilities and could not fully address the needs of HR professionals. HR professionals still had to do a lot of manual, repetitive work. There was always so much to do that they often struggled to stay on top of the recruitment process. 

The market was employer-driven, with more
active job seekers
The market is candidate-driven, with more passive
job seekers
HR teams were solely responsible for managing
Talent acquisition teams are being formed under HR
to manage recruitment
Inbound was the only way to find interested candidates Recruiters leverage outbound recruitment as well
to gain more conversions today
Minimal communication with candidates, and the
candidate experience was undervalued
Positive candidate experience with regular
communication and feedback
Minimal focus on employer branding Strong emphasis on employer branding and
promoting company culture
Decision-making based on intuition and personal bias Data-driven decision-making based on
analytics and insights

While HR professionals were trying their best to cope with increasing recruiting demands there was something happening in parallel. The emergence of technology and social media platforms was changing the way the recruitment industry worked. Candidates now have more power than ever before, with access to various tools such as LinkedIn to actively build their personal brand and search for employers that align with their values. In addition, online platforms like Glassdoor have given them a platform to share their experiences and provide feedback on their past or current employers. This shift demanded recruiters to change and adopt a more proactive, talent-centric approach to recruitment. Recruiters could no longer just be passive recipients of resumes but actively seek out and engage with potential candidates. 

That is where a tool like Talent CRM comes into play. For example, the increasing use of social media platforms has made it easier for recruiters to source candidates, but at the same time, it has also increased the volume of resumes and applications received. This creates a need for a tool that can manage and streamline the hiring process, while also providing a personalized and positive candidate experience. Additionally, data and analytics in recruitment have become more prevalent, further proving the need for a talent CRM that can centralize and track candidate data.

Another thing to note is the emergence of Talent acquisition (TA) teams. Their job was to go beyond just ‘filling up open positions’. TA teams are responsible for identifying and engaging top talent before a job opening arises, as well as building positive, continual relationships with potential candidates. This proactive approach helped companies to create a pipeline of talent that they can tap into when a position opens up, allowing them to fill positions faster and with higher quality candidates. A talent CRM is a game-changer for TA teams today. They serve as their trustworthy companion in the pursuit of building a talent pipeline and providing a positive candidate experience.

What is a Talent CRM?

By now, you’d got an idea of what is a Talent CRM and how it's beneficial to folks in the HR department. But, let’s define it for you. 

A Talent CRM is a software platform that is designed to assist recruiters and Talent acquisition (TA) teams in managing their recruitment process more efficiently. It is a specialized Customer Relationship Management (CRM) system that focuses on managing the entire candidate lifecycle, starting with sourcing candidates' profiles. It helps recruiters to store and track candidate information, build and maintain relationships with them, automate manual tasks like sending follow-up emails, and most importantly analyze data to optimize the hiring process. 

Talent CRM vs ATS

Now, that we have defined what’s Talent CRM is, it's important to distinguish it from an Applicant Tracking System (ATS). While both systems are designed to assist with recruitment, a Talent CRM offers additional capabilities beyond what an ATS can provide. To get a better understanding of how these systems differ, take a look at the following comparison table highlighting their unique features and functionalities.


Features Talent CRM ATS
Candidate management Manages the end-to-end candidate
lifecycle right from sourcing
Limited to tracking and managing applications
Candidate engagement Offers communication via Emails, SMS, and Whatsapp
for candidate relationship management
No built-in tools for candidate relationship management
Automation Automates many tasks throughout the recruitment process,
such as scheduling interviews, sending follow-up emails, etc.
Limited to basic email communication
Data analysis Offers advanced analytics to track important recruitment metrics
like time-to-hire, cost-per-hire, and candidate quality
Limited analytics and reporting capabilities
Talent pool Enables recruiters to build and nurture a quality
talent pipeline for future needs
No dedicated focus on talent pool management

To summarize, while both tools are essential for recruitment, their purpose or the value they add to a candidate's journey is different. Talent CRM is used to engage with potential candidates and get them into the recruitment funnel whereas ATS is used once candidates submit their applications and get into the funnel. The ATS is primarily a system for recording and tracking candidate information and progresses through the hiring process. In contrast, the Talent CRM is more focused on taking action, such as engaging with candidates, building relationships, and automating tasks to improve the recruitment process. 

Top 5 benefits of using a Talent CRM platform for recruitment

With the help of a Talent CRM platform, organizations can streamline their recruitment processes and gain a competitive edge. Let's take a closer look at the top benefits of using a Talent CRM.

Reduce cost-to-hire: With a Talent CRM in place, organizations can reduce the time, money, and effort spent in recruiting new candidates. It not only enables recruitment teams to automate various repetitive tasks but also helps tap into their existing candidate database, saving time and resources that would otherwise be spent on sourcing new candidates.

Build interview-ready talent pools: Building interview-ready talent pools is a crucial factor in efficient recruitment. A Talent CRM allows you to avoid the last-minute panic of searching for the right candidate by enabling you to build a pipeline of potential candidates ahead of time. With the ability to source candidates from multiple channels such as your career site, job boards, social media, and employee referrals, you can create a diverse pool of candidates that match your requirements. This ensures that you have access to a qualified pool of candidates, making the recruitment process smoother and more efficient.

Improve engagement with candidates: Keeping candidates engaged and informed about their application progress can be a time-consuming task for recruiters. Talent CRM makes it easy by automating personalized SMS or email communications at specific intervals and milestones in the recruitment journey. This saves recruiters time, keeps candidates engaged, and builds stronger relationships with both active and passive candidates

Enhance employer branding: In today’s competitive job market, job seekers are highly selective about the companies they work for. A Talent acquisition CRM can help your organization elevate its employer branding efforts by providing candidates with a personalized and seamless recruitment experience. With access to valuable candidate data, recruiters can effectively communicate with candidates and create a lasting impression about their brand. Additionally, the platform allows you to showcase your employer brand by creating custom landing pages, career sites, and social media pages that align with your branding.

Eliminate bias in the workplace: Ensuring diversity and inclusivity in the workplace has become increasingly important in recent years, and candidates now prioritize organizations that prioritize these values. That’s why, bias in recruitment can be a significant problem for organizations. A Talent CRM platform can help eliminate bias in recruitment by standardizing and automating tasks such as resume screening and candidate assessments. Doing so, it helps ensure that your recruitment process is objective and unbiased, and promotes a more diverse and inclusive workforce.

Key features to look for in a Talent CRM

  1. Talent pool management: You can source candidate data from different channels or even import data from your own database or spreadsheet and create a centralized database of potential candidate profiles for future job openings. That way, you can access enrich profiles with contact details from across the internet in one place.  Additionally, recruiters can categorize candidates based on skills, experience, location, and other relevant factors to create talent pools for future job openings. 

  1. Recruitment funnel management: Getting candidates into the recruitment funnel is just the first step. A good Talent CRM should allow recruiters to track and manage candidates as they move through the recruitment process, from application to hire. With a comprehensive recruitment funnel management feature, recruiters can easily visualize the recruitment funnel, track key metrics, and identify areas for improvement in the hiring process. This helps recruiters to streamline their hiring efforts, reduce time-to-hire, and make data-driven decisions.

  1. Multi-channel candidate communication:  Candidates have more options than ever before and a positive candidate experience is crucial. And, for that, the most important aspect is to communicate with them throughout the recruitment process, from initial outreach to the final offer. With Talent CRM software, recruiters can communicate with candidates via various channels, such as email, WhatsApp, and even text messaging. That’s not all. Recruiters can save time and still provide a personal touch by using pre-built email templates and automating messages based on candidate actions or milestones. Additionally, recruiters can leverage chatbots to simplify screening, interview scheduling, and more.

  1. Nurturing campaigns: To stay ahead of the competition, it is essential to keep potential hires engaged and interested. Continually keep candidates warm to help fill roles faster and nurture and engage quality passive candidates. Talent CRM allows you to create and manage recruitment marketing campaigns across various channels, such as your career site, job boards, social media, or email. You can segment candidate profiles and send content relevant to their career, geographic location, and personal interests. This way, you can continually nurture and engage quality passive candidates and fill job openings faster. Talent CRM also lets you track KPIs such as open rates and conversion rates and improve campaigns as you go.

  1. Insightful analytics: Talent CRM offers a range of analytics features to help you measure and analyze recruitment data. You can easily track metrics such as time-to-hire, cost-per-hire, and candidate sources, and use this information to identify trends, bottlenecks, and areas for improvement. By leveraging data-driven insights, you can make informed decisions and optimize your recruitment strategy for success.

  1. Integration: Integrating your Talent CRM with other HR software can help you streamline your recruitment process and improve efficiency by eliminating the need for manual data entry and minimizing errors. You should be able to easily integrate with other HR software and tools, such as your Applicant Tracking System (ATS), HR Information System (HRIS), or job boards.

In today's candidate-centric job market, attracting and retaining top talent has become a very challenging responsibility for recruiters. They need every possible advantage that could help them to achieve their talent goals. Talent CRM software is an all-in-one solution that recruiters can use to make hiring effortless and less daunting. It offers features that can help them save time, increase efficiency, and ultimately make better hiring decisions. Whether you're a small business or a large corporation, Talent CRM platform like Humbird AI can help you modernize your recruitment process and build a strong talent pool for future growth.

Vijayanand Kailash
All posts