4-Nov-2024 | Taha Kisat
How Companies Can Improve Background Check Turnaround Times
When a position becomes vacant, it must be filled as soon as possible. The longer it takes to fulfill the post, the more pressure it puts on an organization. This means declined productivity, missed deadlines, and maybe a falling revenue.
That’s why background check turnaround time is extremely crucial. No business can afford to wait longer than necessary to screen potential employees—their education, criminal records, or all the other pre-employment checks required for a competent and eligible hire.
Neither can a business afford to jeopardize the accuracy of a background check at the altar of speed. The ideal background check company is both quick and reliable. It can be counted on to provide the results in as little time as possible.
So, how can background check companies improve their turnaround time, so that they can deliver quick, reliable, and accurate results?
Current Challenges: Highlight typical delays - manual processes, third-party vendors, etc
Before finding solutions to the ‘turnaround time’ problem, companies need to identify recurring challenges that delay the turnaround process. From incomplete information to errors in data submission, there are multiple factors affecting the turnaround time for background checks.
- Incomplete or Inaccurate Information
A misspelt name or incorrect social security number can delay the background checks for several weeks. This may slow down the process, and the background check company may need additional time to verify and cross-reference the information. - Legal and Compliance Constraints
Compliance with local, state, and federal laws (e.g., Ban the Box laws) can add time, as agencies need to ensure they’re not violating privacy laws or regulations. International background checks are often delayed by varying regional compliance rules. - Waiting on References or Previous Employers
When past employers or personal references are slow to respond, it creates delays. Additionally, some organizations only verify employment at specific times, which can further extend the process. - Manual Processes in Verification
Some checks require manual verification (e.g., courthouse records for criminal checks, which might only be accessible in person or have limited digital access), adding more time compared to automated processes. - High Volume of Background Checks
When a background check agency has a high volume of requests (for example, during peak hiring seasons), the time it takes to complete each check may increase, impacting turnaround times.
With so many factors involved, how can background check companies reduce their turnaround time?
Use of AI and machine learning to streamline data gathering and analysis
When the choice is between hard work and smart work, the latter always wins. AI and machine learning have allowed background check companies to shift from traditional, labour-intensive processes to more efficient, smart work processes. Incorporating AI and machine learning can streamline their background verification process through data gathering, analyses, and reporting. This significantly cuts down on processing time increasing accuracy and compliance.
What if not AI…??
A background screening company relied only on manual data-gathering methods. This meant that human agents were responsible for contacting educational institutions, past employers, and court systems to verify a candidate’s history! The company often encountered delays from backlogged public records offices, hard-to-reach employees, and varying time zones.
Impact on Clientel
- Extended Turnaround Time
The background check company, which was primarily in fast-paced industries like retail and customer support, reported dissatisfaction with prolonged background turnaround time. 68% of clients felt that waiting for over a week for background checks results delayed their hiring process, especially during peak hiring season. - Higher Error Rate
Manual processes caused an overall 7% error rate in background checks. This led to some candidates needing to be re-screened, causing further delays and inconveniences. - Client Attrition
25% of the background check company’s clients opted to switch to competitors who had AI-driven services, resulting in a significant revenue loss for the company.
What if AI…??
If the background check company had implemented AI tools and machine learning, it could have automated the key stages of the background check, drastically reducing the turnaround time. This is how AI could have made a difference:
- Reduction in turnaround time
AI-driven systems can reduce turnaround time by 40-60%, which means the background checks could have been completed within 3-5 business days, allowing clients to make faster hiring decisions. - Error Reduction
Machine learning algorithms have proven to ensure data accuracy by cross-referencing and flagging inconsistencies, reducing human errors from 7 % to 0.7%. This means enhanced reliability and client satisfaction.
- Client retention
With faster turnaround times and fewer errors, the background check company could have increased client retention by an estimated 20%, based on industry trends that show client loyalty is tied closely to speed and accuracy in background screening.
It is very simple to understand the added help AI and machine learning-driven systems can be for background check companies.
Integration with HR Systems
Switching a phone used to be a hassle involving the tedious transfer of data, important texts, photos, and all the social media accounts!! It could take a toll on health. However, syncing the phone with cloud has changed everything and made it extremely easy, hasn’t it?
Now, just like syncing the phone with the cloud keeps all the contacts, files, and settings in one place, connecting background check services with an HR system centralizes candidate data and automates much of the manual work. This integration allows HR teams to initiate and monitor background checks directly within their existing platform, removing the need to juggle multiple logins or transfer data manually. As a result, recruiters and hiring managers can track a candidate’s progress in real-time, enabling quicker and more informed hiring decisions.
Just as cloud syncing prevents data loss and keeps everything updated in one place, integrating background check tools with HR systems improves accuracy and reduces errors. Information flows directly between systems, minimizing manual data entry and enhancing the overall experience for both HR staff and candidates. With this integration, background screening becomes a seamless part of the hiring process—faster, more reliable, and far less prone to error.
Choosing the right background check vendor to speed up the process
A background check company that prioritizes speed and accuracy can be instrumental in today’s hiring landscape. A vendor leveraging advanced technology, such as AI and machine learning, can significantly streamline data gathering and automate critical parts of the screening process. Moreover, experienced background check service providers like Check Xperts provide tailored solutions that accommodate unique industry requirements and regulatory standards, allowing companies to focus on efficient onboarding while ensuring thorough and up-to-date checks.
When evaluating potential vendors, consider the following key factors that can accelerate and optimize the background check process:
- Automated Screening Tools
Vendors that use AI-based tools enable faster data collection and analysis without sacrificing accuracy. - Compliance Expertise
Vendors with in-depth compliance knowledge, like Check Xperts, keep up with evolving regulations, preventing delays from compliance errors.
- Real-Time Reporting
Those offering real-time status updates help HR teams track progress easily, reducing unnecessary communication. - Global Database Access
Comprehensive database access shortens search times, especially for companies hiring across multiple regions. - Seamless HR Integration
Vendors that integrate with HR software simplify workflows, allowing checks to be initiated and monitored directly from the HR system.
Choosing a vendor with these capabilities ensures an efficient background check process that meets business needs while avoiding the bottlenecks of traditional methods
Ensure effective communication between HR, candidates, and verification agencies
How can effective communication transform the background check process into a seamless experience for everyone involved? By establishing clear channels of communication, HR teams can ensure that all parties—candidates and verification agencies alike—are aligned and informed.
- For candidates
Setting expectations about timelines, necessary documentation, and potential delays, can alleviate anxiety and foster trust. Proactively communicating with candidates enhances their experience and reflects positively on the company’s brand, showcasing a commitment to an organized and respectful hiring process. - For verification agencies
Effective communication between HR and verification agencies is crucial. Regular check-ins and updates keep HR informed about any issues that may affect turnaround times or data accuracy. By building strong relationships with verification agencies, HR professionals can quickly address concerns, clarify requirements, and resolve discrepancies. This collaborative approach helps HR teams anticipate potential roadblocks and work together with verification partners to streamline the background check process.
Maintain compliance with regulations while improving turnaround times
Maintaining compliance with background check regulations is essential for organizations to avoid legal issues and protect their reputation. However, ensuring compliance should not come at the cost of lengthy turnaround times. By implementing streamlined processes and utilizing technology, companies can adhere to regulations efficiently. This involves staying updated on local and international laws, conducting thorough reviews, and ensuring that all data collected during background checks is handled according to legal standards. By integrating automated systems for compliance checks, organizations can significantly reduce delays while ensuring they meet all requirements.
Check Xperts is a leading background check company in Pakistan that can help organizations achieve quicker results without compromising compliance. Leveraging advanced AI and machine learning approaches, Check Xperts streamlines the background screening process, allowing for faster data collection and analysis. With a focus on accuracy and regulatory adherence, Check Xperts ensures that clients receive reliable and timely results. By partnering with Check Xperts, businesses can enhance their hiring processes, maintain compliance, and reduce turnaround times, making informed hiring decisions more efficient.
F.A.Qs
- What is the typical turnaround time for a background check?
A background check typically takes 3-7 days, depending on the nature of the check. - How can automation help speed up background verification?
AI-driven systems can reduce turnaround time by 40-60%, which means the background checks could have been completed within 3-5 business days, allowing clients to make faster hiring decisions. - What are the common reasons for delays in background checks?
There are many factors involved in delayed background checks. To name a few:
Incomplete or Inaccurate Information
Legal and Compliance Constraints
Waiting on References or Previous Employers
Manual Processes in Verification - Can companies perform faster checks without compromising accuracy?
Partnering with background verification companies, which have adopted AI & Machine learning technologies, can help companies perform faster checks without compromising accuracy. - How do global background checks affect turnaround times?
Global background checks can delay turnaround times due to varying regulations, language barriers, and response rates from international agencies. These factors complicate the verification process, leading to longer wait times.
