Keeping
Control of your Recruitment Process
Picking up
vacancies is only half the battle! In the current market it is actually the
easiest part of our job. Lots of businesses are looking for staff currently - The toughest two elements of our roles are
finding good people and keeping them!! The
following is a fool proof process, that if followed, should minimise drop out
at interview and offer stage...
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Client Control (Vacancy Take-On)
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1.
How urgent is this position?
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2.
How long has it been open for?
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3.
How has the role become available?
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4.
If someone left – what was their reason for
leaving?
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5.
If they have interviewed for this role
already, why have the candidates seen not been successful?
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6.
What is the most important thing to them in
the person for this role?
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7.
What must the candidate have in order to be
successful?
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8.
Are there any elements of the role that are
less essential that the candidate can do without in the role or you can train
them on?
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9.
How many other agencies are working on this
role?
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10.
What methods of recruitment have you been using
/ do you usually utilise? How have
they worked for you? What method do you prefer?
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11.
When are you looking to get this person on
board?
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12.
How soon are you able to look at CV’s?
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13.
Who will be involved with the interview
process? Are there any issues with getting availability from these people to interview?
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14.
What will be the interview procedure (how
many interviews, how long in each meeting, interview format)
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15.
What time have you set aside to interview and
when would you like interviews to take place?
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16.
When are you planning to make a decision by?
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17.
What salary and benefits are you offering
with this role?
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18.
Do you have parking on site and if not, where
is the best place to park?
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19.
Are they near any public transport links at
all?
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20.
What is the dress code?
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21.
What do you feel your business’ unique
selling point is from an employees perspective?
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22.
How long have you worked here and what do you
like about working here?
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23.
If I send you my 3 best candidates by XXX,
when can I expect to get feedback?
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24.
Stick to your timescales and if you are
experiencing problems, then communicate this to your client and discuss a
plan moving forwards that will enable you both to stick to your original
timescales (such as increasing money, being more flexible on skills etc).
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25.
Make sure when you send candidate details
over that you clearly state what their minimum expectations are in terms of
money, location, notice period etc.
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Candidate Control
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26.
What is your ideal role (if they could wave
magic wand what would they be doing?)
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27.
How urgently are you looking for a new role –
What are your timescales?
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28.
What is your reason for leaving your current
position? (and go over other RFL’s for past roles with them too)
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29.
If you received a counter offer from your
current employer when you resign, what would they have to offer you to make
you want to stay?
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30.
What other roles have you applied for?
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31.
Where are they looking to be located
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32.
What money are they looking for?
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33.
What is the most important thing to them?
(i.e Job role, responsibilities, environment, people, money etc)
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34.
Confirm back to them their needs – so they
know that you understand what they are looking for an buy into you and your
ability to find them their perfect job.
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35.
Sell your role to them, making sure to
highlight any relevant areas in terms of their needs and what your client are
offering
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36.
How does this role compare to the other roles
they are looking at? (Does it tick all
their boxes?)
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37.
Agree timescales with them – when to expect feedback
and your client’s interview process.
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38.
Stick to your agreed timescales and if there
is a delay in feedback, communicate this to your candidate to keep them warm and
to reassure them that the delay is not due to lack of interest from the
client but other reasons beyond your/their control.
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Interview Process Control
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39.
Ensure that as soon as a meeting is booked in
that both parties are advised verbally and then confirmed with a written
confirmation
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40.
Send copy of job spec, links to client
website and any other tips you can offer them about the interview process (environment,
length of meeting, what to expect), a link to map and directions from Google
Maps and make sure you advise them about parking etc.
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41.
Make sure your candidate knows to contact you
immediately after the interview to provide you with their feedback as this
will help you to speed up the process for them
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42.
Communicate this feedback to the client
immediately (being careful to omit any negative responses from the candidate
until you have the full picture from the client)
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43.
Contact the candidate back to pass on the
client feedback to them straight away and let them know what the next stage
is likely to be
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44.
Repeat this process with every stage of the
interview process – leaving nothing to chance
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45.
If your candidate is unsuccessful be sure to communicate
this to them immediately also. Making sure you communicate the bad news first
and negative feedback, followed by the positive points, so they come away from
the experience feeling as positive as they can and not deflated by the last
points communicated being negative ones.
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46.
Speak to the client about the next steps.
What do they want to do now? When are
they next free to look at further candidates and interview.
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Offer Stage Control
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47.
Once you have an offer from the client, make
sure that you have all the details your need (especially anything pertaining to
your candidates needs - identified at the start of the process). As a minimum you want to know; Salary, start
date, benefits, job role offered, training available, parking and the process
for getting them on board.
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48.
Contact your candidate by phone. Very enthusiastically confirm the offer
(even if it’s not quite what they were hoping for) and highlight any real
positives of the offer (from their perspective).
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49.
Relay the offer to them in detail and ask them
if they would like to accept.
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50.
Confirm the start date and process.
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51.
Relay their response to the client
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52.
Put the details of the offer in writing to
your candidate
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53.
Put the details of the acceptance and what
you will be charging to the client (and send another copy of your Terms of
business making sure they know they need to pay on time to receive rebate
scheme)
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54.
If the candidate does not accept – ask them
what they are unsure about, empathise, listen to them and find out what they
need as a minimum to make them happy to accept and will want to accept.
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55.
Communicate this to the client and commence
negotiations if necessary – using the information that you are already armed with
from both parties to try and close your offer to a placement.
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56.
If you are able to explain to the client “offer
x and they will accept” it puts you in a much stronger position.
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57.
Assist you candidate in their
resignation. Ask them when they will
do it and how and advise them if necessary – even providing them with a
template resignation letter will help
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58.
Make sure the candidate rings you straight
after handing in their notice and ask them how it has gone
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59.
Reconfirm start date
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60.
If a counter offer has occurred, ask the
candidate what they need in order to turn them down and re-iterate to them
the reasons why they chose to leave in the first place. Is this counter offer really going to change
anything in the long run?
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61.
Keep in touch with your candidate throughout their
notice period
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62.
Contact their current employer and see if you
can pick up their vacant role
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63.
Call then client on their first day to ensure
they have started successfully
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64.
Send your invoice to your client
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65.
Contact client at end of first week to see
how your candidate has got on
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66.
Call you candidate to find out how their first
week has gone
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67.
Keep in touch with both parties regularly
until they are out of rebate
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