Reporting Using the Export Wizard and Excel

This is the first in a series of posts dealing with the important subject of using RESUMate’s Export Wizard to create the widest possible variety of reports in Excel.

In fact, I’ll go so far as to say that the combination of RESUMate’s Export Wizard and Excel gives you a powerful tool to create literally any report you can think of, and most likely a whole lot of reports you haven’t thought of, but that will likely prove to be valuable, both for internal and external reporting.

Internal reports tell you how you’re doing now, and also how you’ve done in the past.

  • See a year-to-date history of send-outs and interviews, with lots of detail. Or choose any time period, such as only the last 30 days.
  • See how long it takes, from the time you receive an order, until candidates have been submitted (or interviewed, or placed).

Even if you’re the only recruiter in the organization, it’s important to know how you’re doing, (the numbers may surprise you), but if you’re managing a staff of recruiters, it’s critical to have performance data for individual recruiters in the organization.

External reports allow you to communicate with your customers, keeping them informed of the work you’re doing on their behalf. Good communication with customers is always a good idea, and an Excel attachment to an e-mail, summarizing all candidates in the interview process, or all candidates submitted in the past year, is a clear indication that you’re a well-managed, professional organization.

Here are 14 examples of reports you can create by exporting RESUMate data to Excel:

  1. Call lists for follow up calls, marketing calls, and recruiting calls
  2. Candidates added to the database in any period (by recruiter or for the whole organization)
  3. Clients added to the database in any time period (by recruiter or for the whole organization)
  4. Jobs added to the database in any time period (by recruiter or for the whole organization)
  5. Send-outs for any time period (by recruiter or for the whole organization)
  6. Interviews (phone or face-to-face) for any time period (by recruiter or for the whole organization)
  7. Offers extended for any time period (by recruiter or for the whole organization)
  8. Offers accepted for any time period (by recruiter or for the whole organization)
  9. Fees generated for any time period (by recruiter or for the whole organization)
  10. Performance Reports for any time period (by recruiter or for the whole organization)
    1. For jobs in any time period, how many days elapsed from the time the job was received until candidates were submitted?
    2. For jobs in any time period, how many days elapsed from the time the job was received until a candidate was placed?
    3. For jobs in any time period, how many have been successfully filled by you and how many were pulled by the client or filled by others?
  11. For clients in the database with active jobs, what is the current status of all candidates being interviewed at that company?
  12. For all active jobs in the database, what is the current status of all candidates being interviewed for these active jobs?

This is an impressive list, but actually it’s far from complete. As long as the data needed to create a report is in your database, you can use it to create any report in Excel that serves your specific purposes.

The surprising news may be that any of these reports can be created in less than a minute, and with mouse clicks only. You don’t need to use your keyboard; the process of creating reports could not be simpler.

Because these are Excel reports, data in any column can be used for sorting, so if you’ve included a recruiter’s initials in the export from RESUMate, you can sort the Recruiter column in Excel to group all of this individual recruiter’s activity into its own report. Evaluating individual accountability and performance has never been this easy.

And finally because these reports are in Excel, they can easily be attached to an e-mail. So a report detailing the status of all candidates being interviewed at a company is easily sent to the appropriate hiring manager to serve as a discussion outline for your next phone contact.

The next two blog posts will explain in detail the procedure for creating these reports. The purpose of this post is to get you thinking about what kinds of reports you’d like to see.

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