You may notice this is Thursday, not Wednesday. No you didn't black out and lose a day. Technical issue meant issue twelve didn't go out as scheduled. I prostrate myself in front of you, weeping with shame.
So, I have implemented 6 ATS in 8 years. It's one of the many reasons I no longer feel feelings anymore.
But my lovely reader, one persons slow descent into madness is another persons handy tip sheet.
So, here is a full project plan for how to implement and ATS, in Notion, complete with subtasks, priorities, dependencies AND a video walk through.
Don't say i never spoil you...
So, you have never implemented a new ATS, but you have a really good idea of what you need? It's very difficult to compile your thoughts and the necessary actions into a comprehensive plan. So hopefully this can act as a framework from which to begin.
Here is a link to a Notion page with a full project plan complete with sub tasks, dependencies, timelines etc :
Luke's Basic ATS Implementation Project Plan of never ending Pleasure
And here is a video walkthrough to help you through it :
Luke's video walkthrough of unending terror
In general, I break a full ATS implementation down into 3 phases with 5 projects.
🔎 PHASE ONE - DISCOVERY
1️⃣ Project Discovery & Requirement Gathering
- Identify Stakeholders : Identify all stakeholders involved in the implementation and use of the new ATS. Document the stakeholders and put them in a RACI chart.
- Requirement Gathering : Conduct interviews with each stakeholder group to understand their requirements, pain points with the current system, and expectations from the new ATS.
- Define Scope : Based on the requirements, define the scope of the implementation including functional and technical specifications, data migration, integration with other systems, training, etc.
2️⃣ Vendor Selection & Contract Negotiation
- Long List : Create a list of potential solutions based on requirements and budget
- Demos & Decision : Product Demos and make a final decision
- Contract Agreements : Once the preferred vendor is chosen, negotiate the contract including pricing, support terms, SLAs, and exit clauses.
➡ PHASE TWO : IMPLEMENTATION
3️⃣ Systems Implementation
- Company Comms : Write communication to all relevant stakeholders outlining the timeline of the implementation. how it will effect each group, and a point of contact to address questions.
- ATS Setup : You & Vendor Set up ATS in sandbox mode before Go live
4️⃣ Testing, Training & Go Live
- Test Workflows : Test the basic functionality of the ATS while in Draft Mode
- Write Guidance Documentation : Write the documentation needed for the wider business to know how to use the new ATS
- Function Specific Training : Team training for new ATS
- User Testing : Users from each stakeholder group test the system to ensure it meets their needs and works as expected.
- Go Live : New ATS Goes Live
🏁 PHASE THREE - POST IMPLEMENTATION
5️⃣ Post Implementation Support & Review
- ATS Wiki Page : Create an internal ATS Knowledge base
- Set Up Feedback Loop : Create channels for feedback
- Close Down Rituals : debriefs and retrospectives post implementation
- Post Implementation Case Study : Stretch Goal for Recruiters in the team.
ere are huge benefits to doing so.
So I hope this can act as a good framework to give you confidence, and maybe saves you a bit of time in the early stages of your project.
Well... that's issue twelve. If you have any questions about the plan or need to chat, grab me on LinkedIn.
I'll see you next week!