Structuring a CRM for recruitment
Structured CRM and centralized data: complete organization of processes to optimize the activity of a recruitment agency.
Context and Issues
The client company operates in the recruitment sector and supports its clients in searching for profiles suited to their needs.
As a startup, it had an existing Notion database that was completely disorganized. This situation created a vicious cycle: the more data accumulated, the harder it became to find critical information.
Consultants wasted significant time searching for contacts, tracking the progress of assignments, and analyzing their performance. This disorganization directly impacted their ability to quickly identify the right candidates for their clients.
The challenge was clear: transform this accumulation of data into an organized system that could centralize information and generate the performance indicators essential to the activity.
Method
We started with a complete audit of the existing setup to understand the data flows and the working habits of the consultants. This phase revealed the complexity of the relationships between the various business entities in recruitment.
The approach focused on structuring the data. Each type of information was analyzed to identify its logical connections with other elements of the system.
Business-Oriented Organization
We co-created a data model where each base meets a specific operational need while naturally integrating into the daily workflow. This architecture ensures the consistency of information and eliminates duplicates.
The methodology relied on the specifics of the recruitment activity: tracking assignments, managing candidates, leveraging company contacts, and ensuring complete traceability of commercial actions.
Deployed Systems
Structured Data Organization We created an ecosystem of interconnected bases designed to optimize every aspect of the recruitment activity.
The architecture integrates assignment management with progress tracking and client requirements. Candidates are organized with their skills and availability. Client companies are centralized with their decision-maker contacts.
The whole is complemented by a traceability of actions and the capitalization of contextual information. This organization allows smooth navigation between all elements of the process.
Intelligent Connections The architecture creates logical links between all the data: companies connect to their contacts, assignments to their points of contact, candidates to corresponding opportunities.
This interconnection eliminates tedious searches and ensures a complete view of each file. Consultants can access relevant information instantly from any entry point.
Automated KPIs by Action Type The solution automatically generates performance indicators through the classification of recorded actions. This automation transforms daily activity into actionable data for management.
Consultants see their performance in real-time without additional entry. The KPIs update automatically with each recorded action.
Business Impacts
Transformed Operational Efficiency: Consultants quickly find their information thanks to structured organization. This new fluidity allows them to focus on high-value activities: identifying the right candidates and developing client relationships.
This efficiency enables more projects to be handled simultaneously while maintaining quality follow-up.
Scalable Architecture for Growth: The structured organization provides a solid foundation to support the development of the firm. This base can easily incorporate future optimizations and automations.
This technical foundation prepares the company to absorb business growth without degrading operational quality.
Clear Vision on Performance: Automated KPIs provide instant visibility into commercial and operational efficiency. Leaders steer their business with reliable and up-to-date data.
This business intelligence allows for quick identification of optimization levers and adjustment of development strategies.
Capitalizing on Business Knowledge: The organization transforms each interaction into valuable information. The firm capitalizes on its knowledge of client companies and candidates.
This collective memory becomes a lasting competitive advantage for retaining clients and optimizing recruitment processes.
