Your phone rings. It’s your public works department manager. He’s calling to tell you that one of his seasoned managers has just put in his two weeks’ notice. Your immediate reaction? You see dollar signs dance in front of your eyes, and envision stacks of resumes piling up on your desk. With a heavy sigh, you plan to open a talent search for a replacement, but all you can think about is the cost to your already strained bottom line to recruit, identify, hire, and train another new employee.
You already know that the cost associated with replacing key staff members can cripple a budget. The Society for Human Resource Managers (SHRM) estimates that every time an entity replaces a salaried employee, it costs the equivalent of, on average, six to nine months of that person’s salary. For the public works manager who just gave his notice, and who had been earning a salary of $40,0000 per year, it will cost $20,000 to $30,000 to recruit, hire, and train his replacement.
The good news for hiring managers in local government, is that there are ways to mitigate the costs associated with hiring and replacing staff. One of the most effective ways to lower hiring costs is to transform your paper-based hiring process into a streamlined, paper-less system. Here are five ways a paperless recruitment process can save your local government money on talent acquisition.
1. Staff Time
One of the biggest, seemingly intangible costs associated with talent recruitment and hiring is the time that human resource (HR) managers and department managers spend reviewing cover letters, screening resumes, and scheduling and conducting interviews. For your public works manager for example, every hour spent on hiring is an hour lost that he could be spending on important community initiatives.
With a cloud-based government HR software solution, you can automate the prescreening process to ensure only qualified candidates that meet baseline criteria are moved through the hiring process, saving all involved valuable, costly time.2. Advertising Costs
Costs associated with paid job advertising can be eliminated when you leverage a powerful HR recruitment solution that can place your job ads in front of the right people, using the right channels. This should include your local government website, social media profiles, including Facebook, LinkedIn, and Twitter, and career sites such as Indeed.com. A system that allows for the convenient posting of a single add to all these channels will also save your HR department time, and as we know, time saved, is money saved.
Maintaining an online repository of historical applications also allows HR managers to search past applicants for qualified candidates for new positions. The opportunity to search past resumes means you’re likely to quickly find a high-quality candidate who may not otherwise have been actively seeking new employment opportunities, saving yourself weeks of advertising costs.3. Office Supplies
Office supplies may not be the most obvious cost associated with hiring that comes to mind, but every little line item adds up. Paper-based hiring processes require paper, ink, printers, copiers, filing folders, storage space, envelopes, and postage. All these incidental costs are eliminated when responding to a candidate, posting a job ad, and sharing a resume can be done with the click of a mouse.4. Compliance Costs
Human resource software indirectly saves your local government money by ensuring proper compliance standards are met, reducing the chance of a costly lawsuit, or a non-compliance fee. Paperless recruitment and talent management solutions help local governments meet Equal Employment Opportunity Commission (EEOC), Fair Labor Standards Act (FLSA), United States Citizenship and Immigration Services (USCIS), and local regulatory compliance requirements, mitigating the risk that your administration will be hit with an unexpected, costly fine.5. Reduced Turnover Costs
When you hire the right people for the right positions, and properly onboard them, they are more likely to become tenured employees. A robust human resource software solution that integrates recruitment workflows with applicant tracking, and onboarding modules gives you all the tools you need to hire the right people, and train them for success.
An integrated human resource software solution allows you to advertise positions using performance profiles that attract quality candidates, identify the right candidate for each position, and properly onboard them, turning them into a productive, and satisfied employee. With proper hiring and onboarding, turnover costs, in the form of salary, training, and hiring staff time, are eliminated.
To learn how much your administration could stand to save by going paperless, calculate your savings using our paperless recruitment ROI calculator.