Implementing a New ATS: Leading People First to Drive Successful Change

For staffing and recruiting companies, the heartbeat of the operation is the Applicant Tracking Software, ATS.  Selecting a new Applicant Tracking System is one of the most consequential decisions a staffing company will make. It touches recruiting, sales, compliance, operations, and leadership. Yet it is often treated like a technology upgrade instead of what it truly is, a major change initiative.

Having led multiple ATS transitions, I have learned this. The software matters, but how you lead people through the change matters more.

An ATS change will be disruptive. Productivity will dip before it improves. Stress is normal. That does not mean the process has to be chaotic or demoralizing. With intention and empathy, it can become a powerful inflection point for the business.

Start with Purpose, Not Features

Before demos begin, be clear on why you are changing systems. Are you solving inefficiencies, improving compliance, scaling for growth, or addressing recruiter burnout. Clear purpose becomes your anchor when opinions differ and shiny features distract from what truly matters.

Involve the Right Voices Early

Recruiters understand workflow pain. Sales knows where data gaps hurt credibility. Operations sees downstream risk. Strong project leaders listen, synthesize, and create alignment, even when every preference cannot be accommodated.

Walk the Floor, Not Just the Plan

It is easy to get caught wearing the project manager hat. What is harder, and more important, is remembering what this feels like at the recruiter’s desk or from a competitive salesperson’s perspective.

Fear of lost productivity, pipeline visibility, or commission accuracy is real and grounded in experience. Leaders who pause to acknowledge this build trust and reduce resistance.

Expect Resistance and Do Not Take It Personally

Change is stressful, especially when it affects how success is measured. Resistance often shows up as skepticism, frustration, or constant comparison to the old system. This is not failure. It is human. The goal is not to eliminate resistance but to shepherd people through it with transparency, consistency, and patience.

Train for Confidence, Not Just Competency

People need to understand how the system supports their success, not just how to click through screens. Role-based training, reinforcement after go-live, and real-time support make the difference between adoption and frustration.

Measure What Actually Matters

Success is not defined by launching on time. It is defined by adoption, efficiency, and impact.

• Are recruiters spending more time recruiting?

• Are sales conversations stronger because data is cleaner?

• Is compliance tighter?

• Is leadership seeing clearer insight into performance?

Every ATS is different, and no one knows them all. What is consistent is the process and the human impact of change.

Through Lucent Strategies, I sometimes partner with staffing leaders early in the discovery and transition phase, not to select software, but to help guide the process, ask the right questions, and keep the people side of change front and center. When support comes early enough, disruption can be significantly reduced. 

Remember: Technology is the tool. Leadership is the lever.

If an ATS transition is on your horizon and you want a sounding board early in the process, I am glad to connect and see if my support would be helpful. dphalon@lucent-strategies.com