How to Tell if Your Staffing Agency is Ready for a Digital Transformation

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For many staffing agencies and HR teams that manage skilled workers, a digital transformation is a natural next step to drive the business forward. The process of matching candidates with skilled jobs is complex, with countless variables at play—from coordinating worker availability and tracking qualifications to checking certifications and managing client requirements.  

Technology can help you scale operations by automating many of these tasks, freeing up valuable time and resources. But how do you determine your staffing or employment agency ready for a digital transformation? We created this guide to help you decide if your organization is prepared to take the leap. 

What is a digital transformation?

Digital transformation is the process of leveraging the newest technologies to enhance your business operations. It’s more than adopting a piece of new software. A true digital transformation touches every aspect of the business, and it has the potential to unlock new possibilities and greater capacity across an organization. It typically includes the adoption of AI, automation, cloud storage, and other digital technologies that save the organization time, resources, and money. 

Businesses may undertake digital transformations to react to market challenges, manage changing client expectations, respond to global events, or get a jump on the competition. For staffing agencies and HR teams, many of the most common challenges—such as managing a large database of candidates and communicating efficiently with workers and clients—can be solved by technological solutions, if the company is open to transforming its operations. 

Is your staffing agency ready for a digital transformation? 

Digital transformations involve up front costs and time to integrate new processes. Most importantly, they require a willingness to adopt new practices and technologies—not only at the leadership level, but across the organization. 

To help you decide if adopting HR software solutions is the right way forward for your company, we’ve listed the top considerations. 

You may be ready for a digital transformation at your staffing or employment agency if: 

Your candidate list is getting too big for a spreadsheet 

No matter how well-organized you’ve made your candidate list, there comes a time when a spreadsheet is simply not powerful enough for what you need to do. If your list is becoming unwieldy, it may be time to shift it over to HR software, which can not only track your candidates, but filter them using a range of sophisticated parameters. 

You need a more sophisticated way to categorize candidates 

Still flipping through paper files to find skilled workers with the right qualifications for a specific job? The right software solution can do that for you in seconds. When you move your candidate list into a more powerful digital database, you’ll be able to search your list at the click of a button. Categorize workers by skills, certifications, seniority level, and even make up your own tags or rate them using a star system. The power of technology can ensure you never have to sort through file folders again. 

You’re wasting time on tasks that could be automated 

The right software can take care of many of the repetitive tasks that monopolize your team’s time. If you’ve noticed that your agency is spending too much time sending emails to candidates, updating worker files, or inputting data, it may be time to investigate how technology can take some of these duties off their plates. 

You’re concerned about ensuring that candidate licenses and certifications are up to date 

The last thing an employment agency wants is to unintentionally place skilled workers in jobs when their certifications or licenses aren’t up to date. That said, checking credentials is a time-consuming task, requiring endless emails, phone calls, scanning, and data entry. 

If tracking licenses and certifications for all your candidates is exhausting your team, it could be time to adopt software that can do it for you, automatically tracking requirements and renewal dates. 

It’s tough (and time consuming) to get in touch with your candidates 

Still composing emails by hand and waiting days to hear back from candidates? Tired of leaving voicemails that go unanswered? Communication with candidates can be made easier with the right software solution. At Labourly, our platform sends automated text messages to top candidates when jobs are available. The process is simple for workers, and you get replies faster, making it easier to build shortlists and get candidates placed in jobs. 

You’re still entering candidate data by hand 

A small amount of data entry is usually fine for most companies, but if your team is spending hours each day inputting candidate information into your system from resumes and applications, it may be time to try something new. The good news? The magic of AI can reduce data entry for your team and for new candidates. Labourly’s software automatically pulls names, addresses, contact information, and even work experience and certifications straight from a resume, eliminating this time consuming (and tedious) task forever. 

The bottom line 

Not every staffing or employment agency is ready to embark on a digital transformation. However, if you’ve noticed that your organization is losing valuable time working the manual way, it may be time to make the switch. With the right software solution, your agency will be able to shave hours and even days off your workflows, freeing up more time for what matters. 

Think you’re ready to kickstart your staffing agency’s digital transformation? Book a demo call with our team today to explore software solutions for your business. 

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Reggie Malebranche

Growth Consultant

“What you have done is nothing, compared to what you can do.” -Grant Cardone

Enthusiastic and committed to success in sales, customer service, and business development, Reggie brings his energy and determination to our core Labourly™ Growth team.

With a Bachelor of Arts in Economics from Simon Fraser University, and a laser focus on his goal of connecting people with exactly what they want and need, Reggie stays current in technology sales and customer service training, challenging and sharpening his skills with courses through the Grant Cardone Business Training University.

He has an entrepreneurial spirit that can be seen throughout his career, and has established lasting relationships in the hospitality and technology sectors. Reggie consistently exhibits a “whatever it takes” attitude toward customer service. He willingly goes above and beyond, to identify the issue that is limiting productivity, and present the most effective solution for our Labourly™ clients.

Rubén López Zárate

Growth Consultant

“Success is guaranteed to those courageous enough to never give up.”

Passionate about learning, and thrilled at every opportunity to share information with others, Rubén is a valuable member of our core Labourly™ Growth team. His enthusiasm for business development includes finding creative ways to solve challenges that allow individuals and organizations to move toward their goals.

During first contact, Rubén listens carefully, and quickly understands the ways Labourly™ will be most helpful in serving current and future human resources needs.

Supporting this forward momentum is where Rubén truly shines. After seven years in sales and online marketing experience, he has honed his skills, and thoroughly enjoys helping people and companies grow stronger and more efficient.

Ibrahim Mushtaq

Application Tester & Developer

“If humans can understand the code you have written, consider yourself a good programmer.”

A firm believer that teamwork makes the dream work, Ibrahim is a team player in the truest sense, going above and beyond to help anyone in need. He is ideally suited to his role as Application Tester for Labourly, our latest productivity platform, combining his natural desire to provide assistance with his exceptional skills.

Ibrahim has a Bachelor of Computer Science (Honours) degree, and he specializes in anything related to problem solving through coding. He is thorough, diligent, and determined to take technology to the point of perfection.

From game programming, to hosting apps on the cloud, Ibrahim is a skilled full stack developer who speaks the language of IT fluently. He puts his technical knowledge and skills to best use every time.

Kayla Chang

Multimedia Designer

“The best designs are always felt and rarely seen.”

A graduate of Interactive Media Design at Fanshawe College, Kayla believes in the magic of people, which directly influences her human-centered approach to design. Her goal is human connection through design that keeps on giving.

She focuses her web design, branding, video editing, and graphics on enhancing user experience through functional, accessible, and empowering designs that stay true to our clients’ vision. Kayla applies her versatile skill sets to each new project with determination to achieve complete client satisfaction.

Kayla collaborates with individuals or entire marketing divisions within small-to-medium sized businesses, large corporations, and academic institutions. She provides sustainable and elegant solutions, based on how users will interact with the final product, and how the project continues to grow after her involvement.

Julia Peden

Product Manager

“Design is so simple; that’s why it’s so complicated.” – Paul Rand

Julia focuses her creative problem-solving skills and IT experience on overall product management, ensuring that the ideas fuelling app development move from concept to market. She uses her extensive product knowledge to recognize and address challenges, while identifying and responding to opportunities. Julia is a key member of the forward trajectory team for Labourly™.

After graduating from both Western University and Fanshawe College, Julia has consistently applied her knowledge of consumer behaviour patterns. Combining this crucial understanding with her practical web development skills, she designs and manages innovative digital experiences for our highly satisfied clients.

Originally our Creative Lead responsible for overseeing the User Interface and User Experience design of Labourly™, Julia has been entrusted with the role of Product Manager. She organizes internal and external collaborations to establish the product roadmap for Labourly™, while forecasting tasks to organize feature timelines. In addition, Julia focuses her time management and leadership skills on supervising our marketing and development teams.

Jane Ramachandran


“There’s always a way…”

Jane Ramachandran (B.Sc., MBA), President and CEO of Resonant Business Solutions Inc., lives by the motto “there’s always a way to reach the goal”. With this outlook, Jane provides a high-level of problem solving, expertise and fluency in business development, administration, project scheduling, cost budgeting, and grant funding from idea to post-submission.

As a business development consultant with over two decades of experience, Jane equips clients with tried and true strategies to increase their impact, get stakeholders on board, and attract marketplace support. Drawing on the worlds of science, business, and technology, Jane has a well–honed instinct and a proven ability to craft compelling proposals that sell grant-worthy ideas and projects.

At the top of her field, Jane was nominated as an Influential Woman of Northern Ontario and 2015 Winner, Canada’s Top 10 Aspiring Women Entrepreneurs. Jane has assisted in developing grant proposals for projects collectively valued at >$1 billion for a roster of post-secondary institutions, research centres, private sector clients, and not-for-profits. Responsive client support, business and funding expertise, and big-picture strategies propel clients and their projects to the forefront of innovation in their sector.

Vicknesh Ramachandran

CEO & Co-Founder

“Relationship is number one.”

Vick believes that service and relationship building are the most important criteria for success. He is friendly, personable, patient, and brilliant at troubleshooting. With Vick’s sense of humour and easygoing attitude, he makes the most complex of projects seem easy to manage.

From website portal design and hosting to groundbreaking app development, Vick has the experience and expertise to deliver on all your IT needs. He is a cutting-edge information technology solutions and network specialist with close to 20 years of proven technical and management expertise. Vick has been trusted with IT and website development projects for the Windsor Allergy and Asthma Education Centre, the Town of Kingsville, Odette School of Business (University of Windsor), Centre for Business Advancement and Research (CBAR, University of Windsor), and Connecting Windsor Essex.

Vick’s main responsibilities include leading our IT app and web development team, technical architecture and programming, and finding the latest innovative technologies to enhance clients’ personal and professional effectiveness. Not your stereotypical IT guy, Vick likes to mentor and educate through training and advice. He is an authority on IT, websites and app development, and he specializes in technical consulting and advocacy to help you get the hardware and software that meet your needs, now and into the future.