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Friday, 19 December 2014


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)
 
1.              How urgent is this position?
 
2.              How long has it been open for?
 
3.              How has the role become available?
 
4.              If someone left – what was their reason for leaving?
 
5.              If they have interviewed for this role already, why have the candidates seen not been successful?
 
6.              What is the most important thing to them in the person for this role?
 
7.              What must the candidate have in order to be successful?
 
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?
 
9.              How many other agencies are working on this role?
 
10.          What methods of recruitment have you been using / do you usually utilise?  How have they worked for you? What method do you prefer?
 
11.          When are you looking to get this person on board?
 
12.          How soon are you able to look at CV’s?
 
13.          Who will be involved with the interview process? Are there any issues with getting availability from these people to interview?
 
14.          What will be the interview procedure (how many interviews, how long in each meeting, interview format)
 
15.          What time have you set aside to interview and when would you like interviews to take place?
 
16.          When are you planning to make a decision by?
 
17.          What salary and benefits are you offering with this role? 
 
18.          Do you have parking on site and if not, where is the best place to park? 
 
19.          Are they near any public transport links at all?
 
20.          What is the dress code?
 
21.          What do you feel your business’ unique selling point is from an employees perspective?
 
22.          How long have you worked here and what do you like about working here?
 
23.          If I send you my 3 best candidates by XXX, when can I expect to get feedback?
 
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).
 
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
 
26.          What is your ideal role (if they could wave magic wand what would they be doing?)
 
27.          How urgently are you looking for a new role – What are your timescales?
 
28.          What is your reason for leaving your current position? (and go over other RFL’s for past roles with them too)
 
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?
 
30.          What other roles have you applied for?
 
31.          Where are they looking to be located
 
32.          What money are they looking for?
 
33.          What is the most important thing to them? (i.e Job role, responsibilities, environment, people, money etc)
 
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.
 
35.          Sell your role to them, making sure to highlight any relevant areas in terms of their needs and what your client are offering
 
36.          How does this role compare to the other roles they are looking at?  (Does it tick all their boxes?)
 
37.          Agree timescales with them – when to expect feedback and your client’s interview process.
 
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
 
39.          Ensure that as soon as a meeting is booked in that both parties are advised verbally and then confirmed with a written confirmation
 
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.
 
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
 
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)
 
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
 
44.          Repeat this process with every stage of the interview process – leaving nothing to chance
 
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.
 
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
 
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.
 
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).
 
49.          Relay the offer to them in detail and ask them if they would like to accept. 
 
50.          Confirm the start date and process.
 
51.          Relay their response to the client
 
52.          Put the details of the offer in writing to your candidate
 
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)
 
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.
 
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.
 
56.          If you are able to explain to the client “offer x and they will accept” it puts you in a much stronger position.
 
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
 
58.          Make sure the candidate rings you straight after handing in their notice and ask them how it has gone
 
59.          Reconfirm start date
 
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?
 
61.          Keep in touch with your candidate throughout their notice period
 
62.          Contact their current employer and see if you can pick up their vacant role
 
63.          Call then client on their first day to ensure they have started successfully
 
64.          Send your invoice to your client
 
65.          Contact client at end of first week to see how your candidate has got on
 
66.          Call you candidate to find out how their first week has gone
 
67.          Keep in touch with both parties regularly until they are out of rebate
 
 
 

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