When Jane Stella started her new role as Toyota New Zealand’s Team Leader for Future People Development, her first task was to find the perfect recruitment software to help streamline the company’s national network of dealerships and its Palmerston North HQ.
“I started in March 2014 and my manager had been to a conference where QJumpers were presenting and she said that it had to become the number-one priority on my to-do list,” Jane says.
“Because, for Toyota, there are two streams: firstly, all the dealers around the country which are independently owned and operated, and, secondly, our head office.”
That setup provided major challenges for a single recruitment strategy due to the geographical spread of the dealerships and the multiple decision-makers involved in creating and filling vacancies.
“The dealerships all manage their own recruitment and selection processes and, prior to QJumpers, that had been to varying degrees of success,” Jane says.
“And at head office, we don’t have an HR department – rather, each manager manages their own recruitment.
“So we were looking for something which would work right across the country to provide a consistent and professional approach to recruitment so that if someone was applying for a job, say, at Rutherford & Bond Toyota in Wellington, they’d go through a very similar process to if they were applying to head office here in Palmerston North or in Auckland or in the Deep South.”
As well as the streamlined process, Jane says choosing the right applicant tracking system (Toyota New Zealand narrowed the choice down to three standout performers before ultimately choosing QJumpers) was about more than simple recruitment.
“If you take a bigger picture view, it’s looking at how to attract candidates, how to recruit them and how to develop them – but it’s also about how to retain them,” she says.
“And how you initially attract candidates and how they are dealt with at the front end impacts similarly on your workforce to those who have been here 30 years – at the end of the day the success of the brand is often down to how that workforce is treated right from the outset.”
The choice to go with QJumpers came down to three major factors:
- The QJumpers dashboard is simple and effective and easy for everyone to transition into.
- The reporting functions gave head office great visibility of Toyota New Zealand’s nationwide recruitment strategy.
- The company was developing its own careers website at the time and QJumpers was able to be “moulded into” the front-end look of that website very well while allowing the brand to own its recruitment strategy.
After initially engaging with QJumpers around July 2014 and having a very short timeframe in which to set the system up, the rollout was completed by October and the company’s careers website went live in December 2014.
Training was carried out by QJumpers General Manager Simon Oldham joining Jane on a two-week roadshow around the country in which dealership staff were invited to sessions and then became “champions” who could train other members of staff.
Jane says that the training and implementation of QJumpers has brought plenty of positive feedback.
“From a usability perspective we’ve had very positive feedback – one of our dealers has told us that it’s one of the best systems head office has ever put in, which certainly brought a smile to my face. They especially like the dashboard because it’s easy to read: there’s no extra information they don’t need to know but enough to give a good view of what’s going on.”
As well as the ATS, Toyota New Zealand also use QJumpers’ straight-to-shortlist recruitment service – something which Jane says is extremely important to the managers at head office.
“Pre-QJumpers, if there was a vacancy one of the managers would ring up the local agencies and hand the process over completely for them to manage so it’s good that we still have that option but in a way which provides us with greater insight into the number of candidates and the talent that’s out there, and which gets our employer brand out there more than if it was based at an agency,” she says.
“And some of those managers have enjoyed having more responsibility and accountability to the recruitment process and decision-making by seeing the candidates and doing the shortlisting themselves if they have chosen to do that option. The others still want to pick up the phone but now QJumpers provides that solution anyway.”
Since QJumpers was rolled out at Toyota New Zealand, the two companies have worked side-by-side to ensure the system works to the best of its capabilities.
“Simon and the whole QJumpers team have been fantastic right from the start when we were having conversations about providing a unique setup,” Jane says. “They’ve listened and provided solutions above and beyond what I expected and have been prepared to brainstorm solutions. For example, we needed a way to see very quickly on the dashboard if a vacancy had been hired into and the next minute there was a button saying ‘yes, that’s been hired’. And with the reports, initially there was one report that didn’t cover what we realised we needed after the system was put in, and now we have seven reports which cut, chop and slice the information so we can read it easily.”
The proof of Toyota New Zealand’s QJumpers success story comes via the company’s own data. Jane says that from an average of around 25 jobs advertised each month, around a quarter of applicants are now finding out about them via the company’s own careers website – something that is really helping to build the brand and gain positive traction in the employment market.
“The reporting is much more accurate now and we’re getting a much greater number of applicants applying for positions,” Jane says. “Of them, around 11% are being shortlisted and we’re continually tracking that – so I see it’s a positive difference.
“Our experience is that QJumpers have been very open and listened well. Not that they’ve done everything but I wouldn’t expect them to either – after all, they’re the experts in what they do. But we’ve really enjoyed working with them and it has made a real difference.”
For more information on how QJumpers can provide recruitment software and services to help your grow and improve, contact us on 0800 758673, firstname.lastname@example.org via the website.