When the ATS Isn’t the Issue - Rethinking Recruitment Processes

Applicant Tracking Systems (ATS) are a staple of modern recruitment, with over 98% of Fortune 500 companies using one to manage their hiring workflows. Yet dissatisfaction with ATS platforms remains high. A 2023 Aptitude Research report found that nearly 1 in 3 companies were actively considering switching providers, often due to poor user experience or perceived inefficiencies.

 However, the root cause of many of these frustrations may not lie with the tool itself but with the processes wrapped around it. An ATS cannot compensate for fragmented hiring practices, unclear role ownership, or inconsistent candidate communication. In many cases, what appears to be a system limitation is actually a reflection of a misaligned or overly complex recruitment process. For example, if job descriptions are generic, approval steps are excessive, or interview coordination is slow, the candidate experience will suffer. Research by LinkedIn shows that 60% of candidates have abandoned a job application due to its length or complexity. These are issues that process optimisation, not software upgrades, can address.

Blaming the ATS for delays in candidate feedback or inconsistent interview outcomes overlooks internal challenges like unclear hiring manager expectations or siloed communication. Without clearly defined timelines and ownership at each stage, even the most advanced ATS will struggle to provide value.

Improving recruitment operations often starts with a simple step: mapping the current process and identifying friction points. Are handoffs clear? Are bottlenecks documented? Are communication standards consistent? Companies that do this work often find that they can unlock significant efficiencies and improve candidate experience without switching tools.

Clarity and accountability are central to getting the most from any ATS. When hiring teams understand their responsibilities, feedback loops are timely, and expectations are aligned, technology becomes a support rather than a scapegoat. 

At Caerus Strategy, we support our clients in strengthening both recruitment systems and the processes they depend on. Whether reviewing hiring workflows, identifying pain points, or evaluating platform effectiveness, we help companies get more from their existing tools while building a hiring process that truly works.

Before investing in a new ATS, it is worth asking whether the current one has been set up for success. In our experience, better process design often outperforms bigger software budgets when it comes to candidate experience and recruitment performance.