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By: Kathy Kent Toney, Chief AI Strategist at Kent Solutions  Image by rawpixel on Freepik When hiring breaks down, it doesn't do it loudly. It creeps in quietly—missed follow-ups, lost resumes, candidates who never show up. For one residential cleaning company, the signs were all there. They were growing fast, but every new hire felt like starting over. Their inboxes were full, their systems scattered, and no one had a clear picture of who they'd talked to—or what happened next. Good people were slipping through the cracks, and growth was stalling not because of demand, but because the process couldn't keep up. Disorganization at Scale On paper, they had a process. They collected resumes, sent emails, and interviewed when possible. But behind the scenes, it was barely holding together. Candidate data lived in paper files, email threads, and scattered memories. There was no centralized system or way to track who was worth following up with. Communication happened through Outlook lists without opt-in or feedback loops. Their monthly newsletter? More like a shout into the void. A Smarter Way Forward We guided them in implementing our CRM and transforming their recruitment process and communication strategy. With our CRM, every candidate interaction, from Facebook Messenger to email, was consolidated, making it easier to track and manage. We introduced automated interview reminders, which significantly reduced no-shows. We also added engagement scoring to track candidate interactions, showing who was opening emails and showing interest, thereby improving the quality of our candidate pool. From Data to Direction The shift was dramatic. Hiring productivity increased by more than 300%. Interview attendance improved while time spent manually chasing candidates decreased. The real breakthrough came when the team started using their data. With clear open and click-through rates—often in the 40–50% range—they could see which topics resonated. Segmentation and Smarter Messaging That led to segmentation. Instead of a general newsletter, they built specific campaigns around renewables, commercial cleaning, and public speaking. These campaigns were tailored to the interests of different segments of their audience, providing leadership with clearer insight into what their audience cared about, and helping shape future offers and content. An Engine That Runs Itself Automation didn't just make their process faster. It made it more innovative and sustainable. The team was no longer starting from scratch every time a role opened. They had a system that worked quietly and effectively in the background. Embrace Liberation from Manual Processes If you're trapped in manual processes and missed opportunities, you don't have to remain there. It starts with embracing CRM automation. Want to see what this kind of clarity looks like in sales and marketing, too? Download our case study on how an energy management consultancy used CRM automation to scale with precision and purpose!
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