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Hiring managers in the tech industry are well aware of the unique challenges they face when it comes to filling tech positions promptly. In this
Maximise revenue by taking a strategic approach to talent acquisition and avoiding the
hidden costs.
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A specialist recruitment agency supplying contract talent into large enterprise clients relied heavily on VMS (Vendor Management System) job flow.
Despite strong demand, the business struggled to convert VMS roles efficiently due to:
Minima Maxima partnered with the agency to automate their VMS job workflows end-to-end, increasing speed, accuracy and conversion — while freeing consultants to focus on higher-margin activity.
VMS feeds were generating hundreds of roles a week, many of which:
Consultants were spending excessive time manually triaging jobs.
When a job appeared:
Speed-to-first-submission was a major weakness.
Recruiters were:
This crushed productivity and hit overall GP per recruiter.
Leaders couldn’t see:
This meant decision-making was reactive, not strategic.
We ran a full process audit across:
Every friction point and manual step was documented.
We implemented a streamlined job ingestion framework:
This transformed VMS feeds into organised, high-quality job records ready to work instantly.
We designed a matching engine powered by:
Candidates matching the role were automatically:
Turnaround times dropped dramatically.
We deployed automations to remove low-value manual work:
Recruiters reallocated hours toward higher-value clients and roles.
We built an analytics layer that showed:
This enabled leaders to make smarter decisions about:
Automated matching and workflow triggers meant:
Recruiters gained 6–8 hours per week thanks to automated tasks.
This time was reinvested into:
Automation ensured:
This directly improved contractor GP.
Because the admin overhead was reduced, VMS roles:
The agency shifted the economics entirely.
With structured, clean, automation-ready data:
The business became measurably more predictable.
What This Enabled
By automating the entire VMS-to-placement lifecycle, the agency unlocked:
The company now treats VMS workflows as a growth channel, not an operational burden.
“Before the automation project, VMS roles were a drain. Now they’re one of our most profitable channels — our team is faster, more consistent, and actually enjoys working them.”
A global technology recruitment company operating across the UK, EMEA and the US approached Minima Maxima with a familiar challenge:
tons of data, thousands of candidates, but no meaningful deal flow being generated from it.
Despite having years of candidate CVs, notes, outreach history and job records inside Bullhorn, the business struggled to leverage its data for sourcing, re-engagement or market insights.
Minima Maxima partnered with the leadership team to convert their legacy data into a high-performing revenue engine, powered by automation, analytics and an AI-ready data foundation.
The agency had grown fast — but without a consistent data strategy. As a result:
Automations were built on assumptions that didn’t match real data usage:
Great candidates existed in the system — but couldn’t be found, reactivated or matched effectively.
The company didn’t have a technology director internally, and regional operations lacked alignment.
We began with a full ecosystem analysis, identifying:
We produced a red/amber/green assessment covering all core objects.
We rebuilt the data structure to make Bullhorn a usable search engine again:
This created a clean, trustworthy foundation for sourcing, automation and AI.
We redesigned workflow stages so consultants could:
Recruiters immediately felt the difference.
Once the foundation was fixed, we deployed a full automation framework:
These automations were personalised, brand-consistent, and written to reduce emotional variance across messaging.
We built a repeatable cycle for turning dormant data into live revenue:
This created a direct link between data quality → sourcing efficiency → job delivery → revenue.
With a clean dataset, we prepared the CRM for AI-driven tools:
The company is now in a position to adopt:
Bullhorn became the primary sourcing tool again.
Search accuracy increased dramatically.
Consultants stopped relying exclusively on LinkedIn.
Automation resurfaced thousands of previously dormant candidates.
Several placements were generated within weeks from reactivation workflows alone.
Better shortlisting + better job coverage = faster delivery.
Teams hit SLA milestones consistently for the first time.
Market maps generated directly from Bullhorn enabled:
Clean data unlocked:
Decision-making became data-led rather than intuition-led.
With structured, reliable data, the agency is now rolling out:
All powered by the clean, unified Bullhorn ecosystem we created.
What This Enabled
The transformation didn’t just improve data quality — it changed the trajectory of the business:
The company now treats Bullhorn as a strategic asset, not an administrative burden.
“We always assumed our data was ‘too messy’ to fix. Minima Maxima proved otherwise — within months we were generating real revenue from segments of the database we didn’t even know we had.”
A fast-growing, sector-focused recruitment agency with 40 staff was struggling to scale due to fragmented systems, inconsistent workflows and poor data foundations.
Despite strong market demand, the business found it increasingly difficult to maintain delivery quality, forecast accurately, and onboard new consultants effectively.
Minima Maxima partnered with the agency to modernise its entire ecosystem — aligning people, process, data and technology into one unified, scalable operating model.
The agency faced several common but serious obstacles to growth:
The business knew there CRM could and should do more — but lacked the internal bandwidth and expertise to fix, redesign, and embed it properly.
We conducted a structured assessment of:
This gave a 360° view of how the agency actually operated across front, middle and back office.
We rebuilt the CRM to match the agency’s real-world operations:
This gave consultants clarity, consistency and a more intuitive system.
We created a “data-ready-for-AI” environment by:
This tackled the root causes of poor reporting and workflow friction.
We designed and implemented a full-service automation layer, including:
Automations were written to reinforce brand tone and reduce emotional variance across communications.
We built out there Analytics capability that gave leaders real visibility:
This enabled data-led decision-making for the first time.
We delivered:
The result: the system stuck.
Recruiters had clearer workflows and automations prompting key actions.
This led to:
Leaders finally had:
This improved planning, hiring and resource allocation.
By removing manual admin and smoothing the workflow, consultants gained approx:
+5–7 hours per week of productive time
which they redirected into sourcing delivery and further training.
Compliance steps were automated, documentation was standardised, and data governance improved — significantly reducing risk.
Every consultant now used the CRM the same way, enabling the business to scale consistently across teams and new hires.
With clearer visibility and fewer bottlenecks, the agency saw:
What This Enabled
The agency emerged with a scalable, modern CRM ecosystem — not just a tidied-up system, but a platform capable of supporting their next stage of growth:
“Minima Maxima helped us transform from a system we used into a system that drives the business.
Our workflows are cleaner, reporting is accurate, and our consultants are noticeably more productive.”