Step 1: Take a complete job order
• The Job order form takes between 20-30 minutes to complete but will reduce the time spent on the vacancy and will increase the likelihood of success. It is the foundation stone of the whole recruitment process and must be taken in detail for every vacancy (apart from repeat orders). Remember, each job type may be similar but the client culture, sector and requirements will mean minor changes to the candidate search. Getting this right will increase your success ratio.
• This form will give you all the steerage you need on candidate suitability for the role, where to find the top candidate and how to sell role to the candidate.
• HR professionals gain confidence when the recruitment consultant demonstrates a detailed and professional approach to taking the vacancy. They need us to understand their need and company culture. They are more than happy to spend the 30 minutes with you to ensure you provide them exactly what they need.
• Fees – The form includes a section on fees and a request for a Purchase Order Number. Read this section to the client and do not offer any discounts or concessions under any circumstances.
• Tell them that you are not prepared to reduce the quality of the service you provide.
• If they persist and you risk losing the deal, make concessions – take something away from the service to balance the discount.
• If all else fails tell them that next time they try to rob you of your living!!! They should use a gun.
Step 2: Make a recruitment Plan.
• Using the job order take a few moments to plan a recruitment strategy. You need to look at:
1) Do you have the candidates at hand to meet and exceed the client’s requirements? If so, go to step 5.
2) Where would the ideal person be working now?
3) How can you get to the candidates?
a. Job Sites
• Trade Press
• Local Press
• National Press
d. Other permanent consultants (50% of something…and all that).
4) What are the selling points of the role? How will you attract the candidate and get their juices going?
5) What timescale are you working to?
6) What interview type do you need? (competency, behavioural etc)
7) Do you need to test?
• When you have analysed the role – do you need to go back to the client? Are they paying enough to attach the right candidate from the competition? Are their expectations realistic? Remember we are consultants and should behave as such. The client will appreciate and remember our professional approach and honesty. That is what they are paying us for.
Step 3: File search
• Organise your current candidate into 3 piles:
o Perfect matches
o Strong back ups
o People to network through. (Remember that it is inherent in human nature to want to help people. It is a compliment to have our opinions valued by professionals).
Step 4: Name gathering
• Make a list of all suitable candidates attach the list to the job file. Include contact numbers, e-mail addresses, media used to attach candidate and a comments box for you to note their level of suitable against the person specification and job description.
Step 5: Contact candidate
• Simply reading a job description over the phone is not recruitment. Before making these calls consider the following:
o Realistic location.
o Realistic career move for the candidate.
o Assess the candidate’s motivation to move. In short are they going to let you down after hours of your valuable time is spent on them. Last minute interview drop-outs are embarrassing and affect your relationship with the client.
o Will the candidate add value to the role.
• If the candidate you call is not interested – do they know of anyone who is?
Step 6: Profile candidate
• You need to get totally under the skin of the candidate. Meet them, interview them (consider suitable interview type), test them, re-test them if necessary. Studies have shown that candidates are more appreciative of gaining a role when they feel they have worked for it and earned it.
• They will be asked by the client how they were handled by the recruiting agency. This is an opportunity to strengthen your relationship with the client and to build a barrier against competitors (have you ever re-employed a plumber who bagged a job in your house?).
• Remember – If they are not totally motivated for the role they will probably let you down later. If in doubt – throw them out! It is better to give the client a reduced shortlist of quality candidates then build the numbers through desperation.
Step 7: Present candidate to employer
• Do not under-estimate the opportunity this step affords you. Emailing some CV’s to the client and congratulating yourself is an absolute sin.
• Again an opportunity to see how the interview and to assess the likelihood of an offer – time to use the influencing tools and argument prepared after the candidate debrief. The client may provide information which changes the nature of your search and you can go back and find a stronger candidate.
• This is your opportunity to influence the client (remember he has CV’s from other agencies!) Speak to the client face to face or over the phone and use honesty, charm NLP techniques and proven sales techniques to influence the client towards selecting your candidates.
• Key hint: Remember its always features and benefits. How are your candidates going to add value to the organisation.
• CV ‘s:
If time allows – format the CV’s into the template in this tool kit. Don’t lose commission because the candidate could not write a strong CV. Spell- check the CV’s, re-write sections, highlight benefits.
Read the CV thoroughly-formatting them will be an opportunity to do this. The client might ask you questions to verify information on the CV. Don’t get caught out and embarrassed.
Step 8: Set-up the 1st interview
• Whilst presenting CVs to the client constantly go for a close on interviews.
“Yes this candidates blinding isn’t she. Shall I get her in to see you tomorrow?”
Or throw in a little fear factor:
“I can’t imagine (name) being on the market for long. I will shield her from your competitors for a while but if you can get to see her this week….”
• Get as much information from the client about the interview process. How should they dress; who will be interviewing, what are their backgrounds (all on the Job Order sheet), what are their personalities. Even ask for a copy of the interview questions (it sometimes works!) You have a very brief moment to be spy in the enemy camp. Get as the much from this opportunity as you can.
Step 9: Prepare candidate for 1st interview
• Relay all the information about the client and interview process you have gained. Interviews are nerve – wracking processes and by removing some of the unknown you can give your candidate a slight edge against candidates from lazy recruiters.
Step 10: Prepare employer about candidate (optional step)
• Another opportunity to talk to and influence the client is welcome if it can be realistically manoeuvred. A call to confirm that all candidates have been contacted that morning and are confirmed will be welcomed by the client. If the opportunity arises a refresher on the benefits of your candidates would not go amiss.
Step 11: Candidate debrief
• The debrief questions will let you assess the likelihood of a future interview or offer. It will also give you an opportunity to see if there are any concerns you need to address with the client and also to identify subjects the client may have doubts about. Use this step to re-check the motivation of the candidate.
Step 12 Employer debrief
• Again an opportunity to see how the interview went and to assess the likelihood of an offer – time to use the influencing tools and argument prepared after the candidate debrief. The client may provide information which changes the nature of your search and you can go back and find a stronger candidate.
Step 13: Set up 2nd Interview
Step14: Check references
• This is for your benefit. If something comes to light at the offer stage or after start date – a credit note will come at you like a bat of doom. The client probably will be disaffected with you and you’ll have to cancel the holiday you mentally arranged with the commission.
• Referencing also shows professionalism and added to the client.
• Give press example
Step 15: 2nd Interview, prepare candidate – trial closing
Step 16: 2nd Interview – prepare employer – commitment on offer (salary) and get start date
Step 17: Confirm 2nd Interview both
Step 18: Debrief candidate
Step 19: Debrief client
• Test for a close here.
Step 20: Closing negotiation
• Here you are looking to match both candidate and client expectations of the forthcoming offer.
• For example the salary range might be between £30k and £40k. The candidate might expect £38k and the client might feel the candidate is worth £32k. This gap in expectations will be a deal breaker. We cannot directly raise the offer but we can influence both candidate and client to get their expectations closer together.
Step 21: Offer and acceptance/start date
Step 22: Prepare candidate for resignation
• You need to immunise the candidate against a counter offer from their current employer. Re-enforce the benefits of the new position and remind the candidate of the reasons they were looking to move from their current position.
Step 23: Resignation debrief
• Find out how the resignation meeting went. Use your sixth sense to see if there might still be concerns or doubts in the candidates mind.
Step 24: Celebrate
• Ring a bell, sing a song run around the office – whatever floats your boat!! You have worked hard for this moment so take a few minute out of the day to savour it. Build an addiction to this experience.
Step 25: Billing prep – to client and accounts
• Find out from the client where the invoice needs to be sent and if there is anything you can do or add to make the process easier at the clients end. Get the name of the accounts people and ask them how they want the invoice presented.
Step 26: Complete the billing paperwork
Step 27: Keep in touch with the candidate
• They might be having second thoughts or getting cold feet. How is their current employer thinking of replacing them? Is this an opportunity?
Step 28: Confirm candidate has started
Step 29: Keep in touch with employer and employee
• From this point our relationships and networks will grow. You want to be the ones who handle the candidate’s next move in a couple of years. Is the client getting ready for career progression? Will they any recruitment needs in the future? Who else do they know who might want the same level of service we provided them?
Step 30: Get paid by client
• Support the accounts people in chasing the invoice. Until the money is banked it’s still your vacancy and process.