EP305 | How to optimise your recruitment tech stack W/ Holly Langley

In the latest episode of the Talent Matters Podcast, Dave Jenkins sits down with Holly Langley, founder of Re:Stack and Automation Station, to discuss the complexities and opportunities within recruitment technology.

Holly shares her insights on creating an efficient recruitment tech stack, avoiding common pitfalls, and leveraging automation to enhance productivity in recruitment agencies.

Maximise your tech stack by understanding usage and needs

Recruitment agencies often use more technology than they realise, with many teams relying on 20 or more tools. Holly points out that while recruiters might initially estimate they’re only using four or five pieces of tech, the actual number is usually much higher once they list out every tool. For example, a tool such as LinkedIn can include multiple components: LinkedIn Jobs, LinkedIn Recruiter, LinkedIn Talent Insights, etc.

Agencies can avoid inefficiencies and unnecessary costs by regularly auditing their tech stacks and identifying which ones they are not making full use of. By doing this, they can make sure every tool adds value to daily operations rather than just contributing to clutter.

Continuous training for consistent and effective use

Many tools are underused because teams aren’t given adequate or ongoing training. Holly highlights that more than initial training sessions, often ranging from 45 minutes to 2 hours, are needed to embed new technology in consultants’ routines. She suggests that tailoring training to each consultant’s unique responsibilities—like business development versus candidate development—can improve the likelihood that they’ll integrate these tools into their workflow.

Strategic automation: Right action, right time, right person

Automation is often seen as a quick fix, but Holly explains it’s most effective when used strategically. She advocates for automation that takes the right action with the right person at the right time. For example, automated processes can close outdated job postings, send reminders to consultants to invoice at critical stages, or send updates to candidates about job application statuses. Automation can be a great solution to handle repetitive tasks, but it’s important to include human touch points to improve relationships with clients and candidates.

Clean data is the backbone of automation

Effective automation relies on high-quality, clean data. Holly shares examples from her work where outdated or inaccurate data often disrupts tech processes. For example, candidate profiles lacking key information like skills or contact details can make searches and AI-based processes ineffective. Rather than overhauling data all at once, Holly suggests a gradual approach: begin by ensuring new data entries are correct, then incrementally improve historical data as time allows.

Treat tech as an investment and prioritise its upkeep

You need to treat your tech as if they’re a member of your team, a bit as if they were like an employee. Holly explains that tech systems often represent a significant business expense, so dedicating time to regular reviews and upkeep is essential to get the most value out of it.

By treating tech as an investment, agencies can be more responsible and proactive in managing their technology. Consider setting aside time every week or every month to review how your technology is performing, check in with the account managers, and find out how your tools can be better used within the agency. Agencies can adapt tools to meet their evolving needs and ensure consistent functionality by investing in ongoing tech maintenance and support.

Communication should be personalised and multi-channel

Automated communication works best when it’s varied and personalised, says Holly. She emphasises that candidates and clients prefer different communication methods: emails, LinkedIn messages, WhatsApp, or phone calls. She describes a multi-channel, personalised approach as ideal, allowing recruiters to connect with candidates in their preferred format. Holly shares that automation prompts consultants to follow up with specific questions, which can help build rapport and give recruiters a better chance of success when engaging with candidates.

Startups should begin with core tech tools and expand as needed

Holly suggests beginning with three essential tools for recruitment agency startups: a CRM, a candidate sourcing platform, and a communication system.

Starting with these basics can prevent overwhelm and establish a strong foundation for growth. Holly advises that focusing on these essentials will help agencies manage their operations effectively and allow them to make thoughtful decisions when expanding their tech stack over time.

About Holly Langley

With extensive experience in Recruitment Operations Management, including maximising ROI and optimising recruitment technology tools, Holly has discovered that success hinges more on the effective use of technology than on the technology itself. She established RE:STACK to save clients time and money by helping them maximise the potential of their existing technology. In other words, Holly ensures that your tech stack pays for itself. Whether the focus is on winning more clients, streamlining operations, training a high-performance team, or increasing revenue, she specialises in optimising recruitment agencies for success.

Find out more here