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5 Recommended Tools to Improve the Staffing Process

5 Recommended Tools to Improve the Staffing Process

As you plan for the year and beyond, it is critical to identify the right staffing tools to help your team be more efficient in their day to day. 

Outside of the standard tools, such as applicant tracking systems, there are many other areas in the staffing process that you can improve with the right apps and platforms. From productivity to team communication to recruitment marketing, small improvements in your toolbox can change the outcomes for your team immensely.

We asked the experts for their top recommended tools that help staffing teams achieve success. Here are some of their favorites:


William TaylorFreshteam is a great software that caters to companies’ recruitment needs. It contains the usual features one may look for in a requirement tool, but what made this software a personal favorite for me is the utilization of data to improve your hiring system. It allows you to delve deeper into your staffing strategy, pinpoint your problem areas, and identify the possible ways to improve the system. 

Also, archiving applicant’s profiles and managing them into talent pools makes it more efficient whenever there are new job openings that are relevant and/or suitable to them. For example, when I had a sudden job vacancy open up and it was urgent to fill the position, looking over the talent pools made it easier for us to find the right people for the job.

William Taylor, Senior Recruitment Advisor at VelvetJobs

Markup Hero 

Jason DeMers

This app lets you annotate your screenshots with built-in tools that let you add text to images, arrows, shapes, etc. I love to use it for creating screenshots that I can then share within my blog posts as I am doing marketing campaigns. It really helps bring my content to life.

Jayson DeMers, CEO of EmailAnalytics


This is a company chat app that I use all the time. Unlike email, conversations in Slack are easy to follow. It saves me from sending emails when I have a simple question for one of my team members, and helps me get faster answers because it avoids my recipient’s inbox. Slack also allows you to make calls, share files, and connect with other apps. 

Jayson DeMers, CEO of EmailAnalytics


Nicole AndersonIf you have a big team, you must find a project management tool to help manage procedures and processes. We have so many moving parts in our business if we do not stay organized, everything can get away from us. Systems that allow us to be efficient make our clients happy because when they call, anyone can answer their questions. 

Trello is designed for creative projects for marketing or graphic design, but we use it to keep all of our recruiting projects in order. We build out each of our client’s recruiting processes in Trello and then add candidates to watch the process. That way at any point anyone on the team can pick up where someone else left off. 

One of our recruiters went on vacation and we had a recruiting client that called in. They were frustrated because candidates were calling their office and not us. They gave us the names of the candidates that were calling and because of our project management tools, we could immediately let the client know that those candidates were not in consideration and got their information through other means. Once we clarified, in less than three minutes, the client was satisfied.

Nicole Anderson, Owner and CEO at MEND

Spark Hire

Of course, we would be remiss not to mention that staffing firms of all sizes used video interviews over the last year to recruit remotely and get candidates in front of clients. Our video interview software is loaded with easy-to-use features that help you do your job better.

Spark Hire helps you gain more insight on candidates in a fraction of the time by having candidates self-record video answers to your interview questions. Alternatively, you can interview candidates in real-time no matter where they are and record the interview so it can be referred back to at a later time. Plus, your team can make better decisions by sharing interviews with an unlimited number of hiring managers to collect instant feedback.

16 Staffing Tools to Increase Productivity and Placements

Josh Tolan

Josh Tolan is the Founder and CEO of Spark Hire, a video interviewing platform used by 6,000+ customers in over 100 countries.