ATS Implementations: A Marathon in Planning & Design
An Applicant Tracking System (ATS) implementation is no sprint—it’s a marathon. And just like marathon training, early preparation is key to a strong finish. I’ve had the opportunity to work on two very different ATS implementations, each offering valuable lessons. In the first, we had a 14-week implementation window, but we strategically added a 6-week buffer to conduct a talent audit, benchmark our processes against competitors, and incorporate leadership input during the design phase. The second was a faster-paced race—a 12-week timeline aimed at getting into the new system quickly, with plans to address further design needs later. Both were ultimately successful, but they followed very different paths to the finish line.
Here are my top 5 recommendations if you’re gearing up for an ATS implementation:
1. Define Your Goal: Speed or Endurance? Much like race strategy, you need to decide whether you're sprinting toward a quick launch or pacing yourself for a more thorough approach. You can absolutely implement an ATS in a short window (e.g., 8 weeks), and in some cases, this may be the best course. But know that you might not get everything you want immediately—and you’ll likely need to revisit and refine the system down the road. Alternatively, you can take a slower approach by building in extra time before the official implementation to conduct audits, align with leadership, and reduce the overhead of maintaining two systems. Either way, be prepared to pivot when the unexpected happens—just like on mile 20 of a marathon.
2. Build a Team: A Support Squad is Essential
A marathon is never a solo effort, and neither is an ATS implementation. You’ll need both professional and personal support to cross the finish line. On the professional side, assemble a team including 1-2 lead designers to configure the software, support the data migration, and conduct internal testing. You’ll also need a group of beta testers who are systems-savvy and detail-oriented, and partners from HR, talent development, finance, and onboarding teams. On the personal side? Let your family and friends know this will be an intense period—lean on them for support and encouragement when the going gets tough.
3. Leverage Your Community: Don’t Train Alone
Even if you opt for a quick implementation, I highly recommend reaching out to 2-3 organizations in your industry that have recently gone through an ATS implementation. A 30-minute conversation could save you hours of trial and error. Just like training with a group, talking to others who’ve been through the process can offer insights and shortcuts you might not have considered. Stay curious and ask questions—you’ll be surprised at how much you can gain from these connections.
4. Don’t Skimp on Training: Equip Your Team to Cross the Finish Line
One common mistake during ATS implementations is focusing heavily on the design and configuration, only to lose steam when it comes to training your recruiters. The ATS provider will likely have training resources, but I encourage you to develop supplemental materials for your team. Think critically about how your team learns best—whether through hands-on demos, videos, or step-by-step guides. A successful implementation requires your users to not only understand the system but to use it correctly and consistently. This is how you ensure everyone reaches the finish line together.
5. Plan for Post-Implementation: Rest and Recovery are Key
Marathon runners know the importance of recovery, and you should too. Plan to take some PTO about two weeks after your go-live date. The post-implementation phase can be as intense as the prep work—recruiters will need time to adjust, hiring managers may struggle with the changes, and stakeholders will be eager for data that isn’t ready yet. Be patient. Things will go wrong—you’ll make mistakes, fix them, and learn from them. Implementing an ATS isn’t a magical solution, but a tool that requires ongoing adjustments to meet your business's evolving needs.
Final Thoughts
Just like there’s no single strategy for running a marathon, there’s no one-size-fits-all approach to ATS implementation. Whether you sprint or pace yourself, the key is preparation, teamwork, and the willingness to learn along the way.
