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Beeline RPO Dossier
 

Beeline RPO Dossier

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Training manual I designed with the Beeline RPO "spy theme" to aid with on-boarding of new and existing RPO recruiters.

Training manual I designed with the Beeline RPO "spy theme" to aid with on-boarding of new and existing RPO recruiters.

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    Beeline RPO Dossier Beeline RPO Dossier Document Transcript

    • quot;Your mission should you decide to accept it…quot;
    • 02
    • TABLE OF CONTENTS OVERVIEW.....................05-06 SALES........................07-10 MISSION LAUNCH...............11-18 REQUISITION CLARIFICATION....19-24 SOURCING & SCREENING.........25-36 CANDIDATE SUBMITTAL..........37-39 FEEDBACK.....................41-44 INTERVIEW COORDINATION.......45-49 REFERENCE CHECK..............51-53 OFFER EXTENDED...............55-62 CLIENT CHECKPOINTS..............63 FAQS............................65 ROLL-OFF HAND-OFF PROCESS....67-80 OPERATIONS...................81-82 RECRUITER TOOLBOX............83-96 BULLHORN TIPS & SHORTCUTS....97-105 03
    • 04
    • TO: RPO RECRUITERS As we embark on our journey to define, document and deliver the Beeline RPO processes, I wanted to share a few thoughts regarding our objectives and goals. Our primary objective is to provide documented processes to new and existing RPO staff which will allow us to leverage economies of scale and industry best practices. By understanding the steps we should follow to maximize our time and enjoy greater efficiencies, we should ultimately provide better service to our customers. It is the quality of our service we provide which will propel Beeline RPO forward. In the future, I believe the market will look very different than it does today. More companies will begin to outsource pieces or all of their recruiting work to RPO specialists. The RPO providers who are able to deliver the best service will gain the lion share of the market. To gain this market share, RPO firms will need to be able to consistently meet and exceed customer’s expectations. Historically Beeline has been able to succeed based on the quality and strength of their recruiters' expertise and experience. As the market demand grows however, RPO firms will need to have defined repeatable processes that offer even greater flexibility than we have today. The ability to make strategic staffing decisions per our projects will aid Beeline in growing our business. In the end, we can not have processes that are largely customized per specific clients. I realize that change is never easy especially when implementing new processes and technology. We ask that you consider the bigger picture to include the benefits we hope to achieve by providing a core process for all RPO engagements. We will have the ability to make minor process adjustments per our customers; however, we will leverage our core process to ensure we meet all delivery expectations. Creating a defined process is only the first step; the implementation and adoption of the process is critical. I ask that you become familiar with our process and embrace the changes we have developed. The only way to test the efficiency of our process is through real world application. We welcome your feedback as we move ahead. We cannot achieve our overall goal of becoming a dominant player in the RPO space without you. Regards, Mark Bradley Vice President, Recruiting & Delivery Office: 703.673.1529 Cell: 703-489-1979 Beeline www.beeline.com 05
    • RPO CODES “One great programmer is worth 1000 good ones.” – Bill Gates, Microsoft “… there is a world of difference between the candidate who sounds good and the candidate who is good and sound ...” – Rowan Manahan, Fortify Your Oasis ”Real integrity is doing the right thing, knowing that nobody's going to know whether you did it or not.” – Oprah Winfrey “Change is hard because people overestimate the value of what they have—and underestimate the value of what they may gain by giving that up.quot; – James Belasco and Ralph Stayer, Flight of the Buffalo (1994) “As a true professional, you are either getting better or worse at what you do. There is no status quo.” – Mark Bradley, VP Recruiting & Delivery 06
    • SALES MEETING AND SIGNED SOW SALES MEETING & SIGNED SOW AGENTS: MISSION: • Business Development Manager • Information gathering • Project Manager (PM) • Rapid Recruiting • Client Assessment Pitch • Founder & VP, RPO/SVP, RPO • SOW Creation • VP, Recruiting & Delivery • SOW Signed and Executed • Principal, Consulting Services The Beeline Business Development Team is responsible not only for lead generation, but for ensuring that we win new business and continue to grow and thrive as an organization. We sell a diversity of types of projects within our RPO offering. Those include: • Sourcing/Screening/Name Generation • On-going requisition support • Longer-term project based/department based/group based requisition support • RPO to include interview coordination and/or reference checks • Large-scale end-to-end outsourcing • Other, as-needed, project based support The following is insight into the RPO sales process for new business. The process varies only slightly based on scope, scale and duration of work: 07
    • 1. Sales team identifies the opportunity. 2. Business Development Manager captures up-front information to facilitate the Beeline team’s preparedness for future discussions. • High level overview of client recruitment function and organization. • Types of positions client needs to fill. • Forecasted recruitment needs over the next 12 months. • Does the client have an ATS and if so, what one are they using? 3. Business Development Manager sets a meeting with the client and one of our PMs to discuss the RPO opportunity in more detail. 4. To ensure robust preparation for the client meeting, the Business Development Manager will research the following to discuss with the Beeline team during an up-front prep meeting: • Key information from client website • Industry overview/landscape • Overview of current openings • Hoovers search (if available) • Overview of the client’s problem/situation 5. During the meeting with the client, the following will be covered in depth: • Background on Beeline and Beeline RPO • What is our RPO offering? • What is our RPO process? • What are our other offerings that support RPO success? (Consulting) 6. The Business Development Manager should leverage the Client Qualification Job Aid during the meeting. 7. The Business Development Manager will cover the value of the Rapid Recruiting Assessment survey in conjunction with the RPO work depending on scope of work and size of the recruiting organization. (Business Development Manager will bring in Principal, Consulting Services as appropriate.) 8. The Business Development Manager and the PM work together to create the Statement of Work (SOW) using the information gathered through questions on the Client Qualification Job Aid. 9. Business Development Manager sets a time to review the SOW details with the client during an in-person meeting or phone conversation. 10.The SOW is updated until all parties are satisfied and the client and Beeline sign the SOW. 11.A copy of the signed SOW is provided to the VP, Recruiting & Delivery to kick us into gear for the next step – Mission Launch. HOW LONG IS THE TYPICAL SALES CYCLE? The entire sales cycle could take anywhere from days to months depending on the scope and scale of the work effort. HOW LONG DOES IT TAKE TO DEVELOP THE SOW? The average SOW will be turned around to the client in a day or two. Others may take up to five days to complete the first, strong draft. 08
    • CLIENT QUALIFICATION JOB AID 09 9
    • ON SITE CONTRACT RECRUITER REQUIREMENTS FORM 10
    • MISSION LAUNCH MISSION LAUNCH AGENTS: MISSION: • Project Manager (PM) • Team Assembly • Business Development Manager • Client Kickoff • Recruiters • Project Plan Created • Client • Team Kickoff • Back-office Operations Team A number of things happen before a team of recruiters sits down with their PM for a Team Launch to a new project. A lot of information gathering occurs and planning is documented to ensure a smooth start to the project. How does the team get assembled for a new mission? 1. VP, Recruiting & Delivery assigns a PM to the account. 2. VP, Recruiting & Delivery, PM and the Business Development Manager that sold the job connect to discuss potential recruiter assignments to the project team. 3. Using input from the Business Development Manager, the VP, Recruiting & Delivery and the PM determine the final staffing mix. 4. PM completes the New Project Form and gives it to the assigned operations team contact to ensure the project gets into the system. Once in the system, recruiters can charge their time against the project. 11
    • What happens during the Client Launch and how does it come together? 1. The PM contacts the client’s primary contact to arrange for the Client Launch meeting. 2. Attendees may include PM, Business Development Manager, and one or more recruiters in addition to key client contacts. 3. The goal of the meeting is to better understand: • Client company culture • Hiring Processes • Candidate disposition • General expectations 4. PM will lead the meeting using the Client Launch Form and the Cultural & Value Awareness Assessment to ensure consistent information is gathered. 5. The meeting will occur in person on the client site regardless of location if the following criteria are all met: • Project is longer than eight weeks in duration • At least $50K in initial value • Strong potential to grow into a larger account 6. The meeting may occur via teleconference if the following criteria are met: • Smaller, shorter engagements • Extenuating circumstances do not allow for an in person meeting. The Team Launch is critical to the success of the project and should occur at the start of every project for both new and existing clients. It is Beeline’s chance to ensure that all of the recruiters on the team know what is most important to the client, the scope of our work effort and how we can best work with the client. What is covered in the Team Launch and how does the PM prepare? 1. In advance of the Team Launch meeting, the PM will complete a Project Plan based on critical information gathered at the Client launch. 2. The Project Plan will ensure that everyone understands: • Team member roles and responsibilities • Contract specifications • Client preferences and requirements • Client selling points • Needs & preferred experience • Sourcing/Screening process • Submission process • Team and individual goals 3. All recruiters on the team in addition to the Business Development Manager are invited to the Team Launch. 4. The Project Plan is reviewed with the entire team and requisition assignments are made. 12
    • CLIENT KICK-OFF FORM Page 1 Page 2 13
    • CLIENT KICK-OFF FORM continued Page 4 Page 3 14
    • CULTURAL VALUE AWARENESS ASSESSMENT FORM 15
    • 16
    • PROJECT PLAN FOR RPO TEAM FORM Page 1 Page 2 17
    • PROJECT PLAN FOR RPO TEAM FORM cont. Page 4 Page 3 18
    • REQUISITION CLARIFICATION REQUISITION CLARIFICATION AGENTS: MISSION: • Project Manager (PM) • Requisition into ATS • Recruiters • Requisition Clarification • Hiring Manager or Gatekeeper with Hiring Manager • Requisition Clarification with Gatekeeper One of the most critical steps to our success is our ability to thoroughly clarify a new requisition with our client. Beeline RPO’s strong preference is to work directly with Hiring Managers for requisition clarification through offer. Whenever possible our jobs will be sold and set up to provide Hiring Manager access to the Beeline RPO team. In a minority of circumstances we will work with our client through a Recruiter Gatekeeper. How do reqs get into the ATS? 1. At the start of the project, the PM will determine who will put the requirements into the ATS. It will be one or a combination of the following: • PM • Team Lead • Recruiters 2. Upon receipt of new requirements, the position should be put into the system within approximately two hours to enable recruiters to start to attach candidates. 19
    • What should I do if I receive a new requirement directly from a Hiring Manager? If you receive a new requisition directly from a Hiring Manager or other client contact directly, you should immediately make your PM aware of the new requirement. They are responsible for requisition progress tracking and workload management for the team. How do we work with a Hiring Manager to clarify a requisition? 1. PM will assign one or more recruiters on the team to work directly with the Hiring Manager to clarify the requisition(s). 2. When scheduling the Requisition Clarification meeting or call, inform the Hiring Manager that it will take approximately 20 minutes per requisition for the discussion. 3. The Requisition Qualification Form (RQF) and the Hiring Manager Requisition Value Match Form (RVM) are to be used to qualify the requisition(s) via a live conversation with the Hiring Manager. 4. The Requisition Value Match Form (RVM) should be e-mailed to the Hiring Manager for them to reference. Answers should be captured by the Recruiter during the conversation. 5. After the call or meeting, recruiter should add notes and additional information uncovered in the conversation in the requisition notes filed in the ATS. 6. Recruiter should attach the Requisition Qualification Form (RQF) and the Hiring Manager Requisition Value Match Form (RVM) to the requisition in the ATS. 7. Information that is discussed with the Hiring Manager should be e-mailed to the Hiring Manager using the Requisition Qualification Summary template for validation. 8. Ensure that the PM has received the new information on the requisition and that they have the ATS requisition number. How do we work with a Recruiter Gatekeeper to clarify a requisition? 1. PM will either take primary responsibility or assign a recruiter on the team to work with the Recruiter Gatekeeper to clarify the requisition(s). 2. When scheduling the Requisition Clarification meeting or call, inform the Recruiter Gatekeeper that it will take approximately 20 minutes per requisition for the discussion. 3. The Requisition Qualification Form (RQF) and the Hiring Manager Requisition Value Match Form (RVM) are to be used to qualify the requisition(s) via a live conversation with the Recruiter Gatekeeper. 4. If the Recruiter Gatekeeper is unsure of some of the information, schedule a follow-up call to ensure all details are captured. 5. After the call or meeting, recruiter should add notes and additional information uncovered in the conversation in the requisition notes filed in the ATS. 6. Recruiter should attach the Requisition Qualification Form (RQF) and the Hiring Manager Requisition Value Match Form (RVM) to the requisition in the ATS. 7. Information that is discussed with the Recruiter Gatekeeper should be e-mailed to the Recruiter Gatekeeper using the Requisition Qualification Summary template for validation. 20
    • 8. Encourage the Recruiter Gatekeeper to share the e-mail with the Hiring Manager for further validation. 9. Ensure that the PM has received the new information on the requisition and that they have the ATS requisition number. Why do we need to e-mail the summary of the requisition to the Hiring Manager or Recruiter Gatekeeper using the Requisition Qualification Summary template? It is important that we confirm in writing what the client has outlined as priorities for an open requisition. Using this e-mail template will ensure that our client’s priorities are well outlined and we’re all on the same page with respect to the requisition and that we all heard and agreed on the same things during the conversation. Can I e-mail the RQF and RVM to a Hiring Manager for them to complete and return to me? No, these forms are meant to be used to facilitate a robust conversation with the Hiring Manager or Recruiter Gatekeeper. This connection with your client contact is an important first step in developing a positive and respectful relationship between our organizations. While the Requisition Value Match Form should be e-mailed, neither form may be used and completed solely via e-mail correspondence when clarifying a requisition. 21
    • HIRING MANAGER REQUISITION VALUE MATCH 22
    • REQUISITION QUALIFICATION FORM Page 1 Page 2 23
    • REQUISITION QUALIFICATION SUMMARY (TEMPLATE) Requisition Title (s) ____________________ Req #(s) _______ Hello ____________, As a follow-up to our discussion detailing the qualifications of your requisition(s), I am for warding a summary of the additional requirements and/or preferences we agreed would be included in our search for candidates. Please advise if there are any changes in the future. I look for ward to presenting you with top quality candidates and receiving your feedback. Thank you! Requisition Qualifications: 1) 2) 3) 4) Best regards, 24
    • SOURCING & SCREENING SOURCING & SCREENING AGENTS: MISSION: • Recruiters • OFCCP Compliance • Potential Job Seekers • General Database Sourcing • Candidates & Pipelining • Requisition Sourcing • Basic Qualifications Match • Posting a Requisition • Candidate Screening • Candidate Disposition What is OFCCP and what does it mean to us at Beeline? At Beeline, we are OFCCP compliant. OFCCP stands for the Office of Federal Contract Compliance Programs and ensures employers comply with non-discrimination and affirmative action laws and regulations when doing business with the federal government. Our clients that are federal contractors and subcontractors are subject to the laws and policies that are set forth by OFCCP. Since our clients outsource a portion of their requisitions to us. We, as an extension of their organization, need to be compliant on their behalf. The law was put into effect in 2006 to “prohibit federal contractors and subcontractors from discriminating on the basis of race, color, religion, sex, national origin, disability, and protected veteran status.” 25
    • Processes and procedures, outlined by OFCCP, that relate to the identification and processing of Internet applicants, will have us alter the way we have traditionally conducted requisition searches. Compliance with OFCCP regulations will mean a more detailed and consistent process across all of the projects we work on behalf of our clients. All recruiters on the Beeline RPO team have two primary responsibilities day-to-day: General database sourcing and pipelining and requisition sourcing. How and why do we do General Database Sourcing? • We frequently source for similar skills and positions within specific industry verticals. • All recruiters on RPO should always be sourcing to grow our database with potential pipeline job seekers for common skills, positions and industries. • Our large passive database is a key market differentiator for Beeline RPO. • General database sourcing can and should be done through a variety of tools (Large and Niche Job Boards, LinkedIn, Networking, etc.) • General database sourcing and pipelining is an on-going, long-term responsibility of all recruiters on the RPO team. How and why do we do Requisition Sourcing? • Specific requisition sourcing should be done exclusively through our proprietary large database of passive candidates in the ATS. • Since we are always growing our database it is both deep and wide and the only tool that we use to source active requisitions. • Beeline RPO will not source for specific requisitions via external tools. • In the rare instance that a recruiter must search outside of the ATS for a specific requisition, they must get explicit and permission from the PM. What are basic qualifications for a requisition? • Basic qualifications must be:  Non-comparative - A single baseline for a candidate characteristic as opposed to a range of characteristics (i.e., A candidate has 3 years experience “non-comparative” vs. 3 to 5 years experience “comparative”) A single criterion that the candidate either possesses or does not possess without judging one against the other as more valuable or making them a stronger candidate.  Objective - Independent of individual thought and perceptible by all observers, expressing or dealing with facts or conditions as perceived without distortion by personal feelings, prejudices or interpretations. 26
    •  Relevant to performance of the particular position and enable our client to accomplish business-related goals. What is a real-life scenario of how to use basic qualifications in a search of the ATS? After talking to the Hiring Manager for your requisition and reviewing the job description, it’s time to document the basic qualifications. The requisition that you are sourcing from the ATS is for a supervisor for a team of Java programmers for a company located in Portland, Oregon. They are a fun loving company that enjoys the outdoors and have a work hard play hard mentality. They support clients in Latin America and the supervisor for the Java team will need to be bilingual in both English and Spanish as they will be the first point of contact for clients. Job Description: Basic Qualifications: Strong Java programming skills Java programming 7 years professional 7-10 years of professional programming experience programming experience BS in Computer Science Minimum of a BS with MS preferred in Computer Science None – not relevant to Loves hiking performance Demonstrated supervisory Two years supervisory skills experience Bi-lingual in English and Fluent in English and Spanish Spanish You will do initial search of our ATS that contains well over 100,000 passive potential job seekers for three of the six basic qualifications (the basic qualifications used are BS in Computer Science, seven years programming experience, Java programming). The initial search narrows the pool to 400. You would then add a fourth, pre-established, basic qualification, two years of supervisory experience, and the potential pool is narrowed to 100. Finally, you add a fifth, pre-established, basic qualification of fluency in English and Spanish which results in a pool of 15 potential job seekers. Under OFCCP’s Internet Applicant rule, only the 15 potential job seekers meeting all five basic qualifications would be considered Internet Applicants and be attached to our requisition for potential screening. What is the responsibility of a Beeline RPO recruiter with respect to basic qualifications? 1. Make a note in the JOB DESCRIPTION FIELD IN THE ATS of BASIC QUALIFICATIONS. 2. List out all basic qualifications. 3. Use the basic qualifications for all searches you conduct in the ATS for that requisition. 27
    • 4. You may search for all basic qualifications at once or layer the basic qualifications. 5. If the basic qualifications change at any time, note them in the requisition. How do I source for a specific requisition in BULLHORN? 1. Document basic qualifications in the job description field at the end of the description provided by the client. 28
    • 2. If there is concern about a potential large number of candidates that will be difficult to narrow based on basic qualifications alone, go to search database and click on the Rows/Page button field in the top location on the screen to limit the number of search results if it is a common skill set. 3. Search in Bullhorn for one or more of the basic qualifications associated with the requisition. 4. Continue to layer on basic qualifications until the list of potential job seekers is sufficiently reduced. 5. If the list is too small, remove one of the basic qualifications to increase the number of potential job seekers. 6. Open the resumes of all potential job seekers that remain on the list to determine if they have removed themselves from consideration for the position. A potential job seeker can remove themselves for consideration by: • Indicating an acceptable base salary on their resume that is above the client salary for the position. • Indicating preferred geographic preferences on their resume for their next position and it is outside of the geography for the requisition. • Indicating preferred position title for their next job and it is clearly more senior than the position in the open requisition. • Not responding to two or more attempts to contact. 7. Any potential job seekers that match the basic qualifications and have not removed themselves from further consideration should be attached to the requisition as potential candidates to be contacted for screening. 29
    • What if I remember, through my general database sourcing and pipelining, I parsed in a candidate that would be a great match for my requisition? Do I have to search for them using a basic qualifications search or can I just attach them to the requisition? In this case, you could pull that individual up by name and attach them to the requisition after you confirm that they possess all required basic qualifications. Can we use Sourcers on Beeline RPO? Yes. If assigned Sourcer hours by your PM you may keep those hours to do general database sourcing and pipelining or assign those hours to a Sourcer. All Sourcer resumes should be sent to you directly and you may determine if they are a match for the types of resumes we need to parse in as a part of our general database sourcing and pipelining responsibilities. Any resumes that are a match for a future pipeline should be parsed into the ATS. Can I post to external job boards for hard to find skill sets? You may post to job boards as a part of your general database sourcing and pipelining activities and, with the permission of your PM, for requisition sourcing. When posting as a part of general database sourcing and pipelining, remember, a specific client name should not be listed in the posting. We’re looking for a skill set for our database and would like to find potential job seekers who possess the skills needed not just potential job seekers that want to work for a particular company. If you must post for a specific requisition, with the permission of your PM, it is still preferable to not disclose the name of the client. All applicants that apply to the posting will need to be reviewed against basic requirements. Any applicants that meet all of the basic requirements should have their resumes parsed into our ATS and be attached to the open req and screened like all other potential job seekers. If you have a need to post for a specific requisition, work with your PM before posting. What if I can’t find anyone with the appropriate skill set in the ATS for my specific requisition? If you run a basic qualifications search in the ATS and come up empty handed, with the permission of your PM, you may search an external job database for a specific requisition. 1. Recruiter should search only on a site that is OFCCP compliant. If the recruiter is unsure if a site is OFCCP compliant, they should work with their PM to confirm. 2. Recruiter should use data management techniques that reduce the number of returns in your search. 3. Recruiter should absolutely layer the basic requirements to ensure a streamlined list of candidates. 30
    • 4. Once a short list of potential candidates has been identified, potential candidate resumes should be parsed into the ATS and attached to the open requisition. 5. All potential candidates from the external job database should be screened like all other candidates in the Beeline RPO process. What happens next to our initial potential candidate list that has been attached to the requisition after a basic qualifications search in the ATS? 1. All potential candidates that have been attached to the requisition should be contacted via phone and e-mail. 2. Record this attempt to contact by changing candidate status to “First Attempt – Awaiting Feedback (AFB)”. 3. For the e-mail contact, recruiter should use the standard e-mail template called Candidate First Contact (see e-mail templates). 4. If recruiter does not hear back from the potential candidate, a second attempt to reach the candidates should be made within 48 hours. 5. Record this attempt to contact by changing candidates status to “Second Attempt– Awaiting Feedback (AFB)”. 6. If candidate has not responded after second attempt, candidate must be set to a final disposition status of “Candidate Unresponsive” or “Called No Interest”. 7. At the recruiter’s discretion, some candidates may be contacted a 3rd or 4th time in the event they are traveling or not available for the 1st and 2nd attempts. If still unresposive, update final disposition status. The third attempt can be dispositioned as “Third Attempt – Awaiting Feedback (AFB)”. 8. Every morning a recruiter comes into work, they should review all candidates that are in active status in their requisitions to ensure proper daily disposition status updates. How do we screen potential candidates? 1. Upon reaching a viable candidate, recruiter should utilize the Candidate Screening Form to further qualify interest and qualifications. 2. If a job summary has not been provided to the potential candidate at this point, it is at the recruiter’s discretion to e-mail it at this time. 3. The Candidate Screening Form should be completed while on the call with the potential candidate. 4. Save the Candidate Screening Form as a Word document using the following naming structure: Jane_Doe_screeningform.doc 5. Attach the Candidate Screening Form to the candidate profile in the ATS 6. If the candidate is not a match: • Recruiter politely ends the screen • Inform candidate Employment Equal Opportunity (EEO) Form will be sent. • The EEO Template (see e-mail templates) should be sent to the candidate from the recruiter. • Recruiter immediately updates the final disposition status in ATS to “Not a Match”. Change the Action Disposition accordingly as well. • Recruiter should put a note in the candidate profile to indicate why the candidate is not a match (salary, no interest etc.). 31
    • 7. If the candidate is a match, inform them of next steps: • Submittal to client. • Inform candidate Employment Equal Opportunity (EEO) Form will be sent. • The EEO Template (see e-mail templates) should be sent to the candidate from the recruiter. 8. Every time a recruiter has contact with a potential candidate, they should record the details in the notes field in the candidate profile in the ATS. 9. At the close of conversation, inform all candidates an EEO Form will be sent. Ask individual to complete within 48 hours and return to the e-mail box: eeo@beelinerpo.com. Candidate should not reply or return the form to the Recruiter. What should I do if after a review of candidates with my Hiring Manager, the basic requirements have changed for the position? If the basic requirements for the requisition have changed, the recruiter must: 1. Inform the PM of the changes. 2. Disposition all existing candidates. 3. Close the requisition. 4. Open a new requisition detailing the revised basic requirements. 5. Begin requisition sourcing again for the newly opened requirement. 32
    • CANDIDATE SCREENING FORM Page 1 **Did you qualify this requisition using the “Requisition Qualification Form “with your PM, hiring manager or client recruiter? **Did you obtain 5-7 knock-out questions (minimum requirements, often not found on requisition). These should be used in STEP 2 below – you will be able to end your screen if candidate doesn t meet minimums. Cover the basics: Position screened for: Candidate Name: Best phone # to reach: Best email: Best time to reach: Current Location (City, State): Willing to relocate or work in client location (does he/she need relocation assistance)? Willing to travel? (N/A - Position doesn t require, None, 10%, 25%, 50%, 100%): ****************************************************************************************************************************************** STEP 1: Have you ever applied to our client directly (by email, website or other)? Have you ever worked for or interviewed with our client (If so, when and where)? Have you been presented to our client through another agency or representative within the last 2 years? If yes, when and with whom did you speak? Are you currently working? Y N Are you on contract or a full-time/part-time employee? Why would you be interested in leaving your current role/employer? What are your work preferences (W-2, 1099, C2C, Part-Time) Are you actively seeking new employment? If so, why? Where are you in your search process (other interviews or offers)? How would you handle a counteroffer from your current company if one were presented? Do you meet special hiring requirements (Current Security Clearance or able to obtain a clearance, US Citizenship, Perm Resident, H1B Visa or other client requirement) Legal question: “Will you now or anytime in the future require sponsorship for obtaining full-time employment?” Beeline Recruitment Process Outsourcing • 12021 Sunset Hills Road, Suite 610 • Reston, Virginia 20190 Tel: (703) 673-1515 Fax: (703) 880-7108 33
    • CANDIDATE SCREENING FORM continued Page 3 Page 2 34
    • EEO SELF IDENTIFICATION FORM 35
    • CANDIDATE FIRST CONTACT (TEMPLATE) Good (Morning/Afternoon/Evening) _________, I am a Recruiting Consultant with Beeline RPO assisting our client ______________, a _____________ company based in _______________ area. _____________ (www.xxxxxxxxx.com) presently has an opening for a _____________________ and I would really like to speak with you about your background and interest in this position. To clarify, this is a direct hire position to include a compensation package with competitive salary, profit sharing, performance bonus and relocation assistance as appropriate. A robust benefits package includes a 4-day work week (Monday - Thursday), onsite fitness center, cafeteria and more. Please respond with your updated resume (CV) and the best time/day to reach you for a conversation or feel free to call me at your convenience. If you are no longer considering new opportunities at this time, let’s still speak and develop a mutually beneficial net working relationship. Thank you very much, 36
    • CANDIDATE SUBMITTAL CANDIDATE SUBMITTAL AGENTS: MISSION: • Recruiters • Submit candidate for • Project Managers consideration by client • Candidates • Hiring Manager or Gatekeepers Beeline RPO submits candidates to the client for consideration via e-mail submittal. Your PM will inform you at the start of the project who on the team will be sending the submittal directly to the client. It will likely be the PM or a subset of the team. What do we need to do to submit a candidate to the client for consideration? 1. Submittals should be concise and contain the relevant information in bulleted form only (five bullets maximum). 2. Utilize the Candidate Submittal e-mail template to format the submittal to the client. 3. Attach to the e-mail the Candidate Screening Form (Jane_Doe_screeningform.doc) and resume (Jane_Doe_resume.doc). 4. The subject line of the e-mail should be “Beeline – Jane Doe – Position Title”. Client Requisition number may be included at the end of the subject line if communicated as a requirement by PM. 5. Prior to submittal, spell-check your e-mail and send it to your PM for Quality Assurance (QA). 37
    • 6. Once approval is received via e-mail from PM, recruiter may prep e-mails to Client Contact. 7. At end of day, recruiter should complete draft e-mails for all submittals and e-mail to Client Contact all at once in succession. Why do we submit to the Client Contact at the end of the day? By sending all at once at the end of the day, it will improve the likelihood that the e-mail will not be missed by the client. It will appear in their inbox, all in a row, with the recruiter’s name and Beeline in the subject line. In addition, it helps to set client expectations of when and how we will submit candidates. 38
    • Candidate Submittal To PM or Client (TEMPLATE) Hello _______________________, I am submitting/presenting Jane Doe to you for your consideration for a ___(Position Title)___ and __(Req #)___. Jane has the following background and experience: • Core skills match related to job • Salary requirements • Clearance – if applicable • Education – if basic qualification requirement • Other companies in interview or offer stage with candidate - if applicable Jane Doe can be contacted at janedoe@gmail.com or at (telephone number). • Include any contact times/days preferred or any limitations. Please let me know if you plan to proceed to the next steps (phone interview, face-to-face, etc.). Thank you very much, 39
    • 40
    • FEEDBACK FEEDBACK AGENTS: MISSION: • Recruiters • Resume Review Sessions • Candidates • Hiring Manager Feedback • Hiring Manager or Gatekeepers • Candidate Feedback • Declines It can be challenging to get feedback from Hiring Managers and Recruiter Gatekeepers alike after a candidate has been submitted. Beeline RPO has agreed with our client organizations on how we will handle candidate feedback. There are two scenarios that could be in play. We will either hold weekly or bi-weekly resume review sessions with our client or we will put our standard feedback process into action. If we are holding resume review sessions, it will be in the SOW and all recruiters on the project team will be informed at Kickoff (Mission Launch). Beeline RPO Best Practices is to hold Resume Review Sessions on a weekly or bi-weekly basis with our clients. We understand that this increases our level of success, by being able to engage our customers about potential candidates. We are able to explain the necessary skill set needed for a position, clarify and further understand requirements, as well as the appropriate fit for the client. In these Resume Review Sessions, the opportunity to have this discussion is scheduled accordingly to the clients’ schedule. 41
    • How do resume review sessions work and what is the role of the recruiter? Resume review sessions, set in the SOW, are an opportunity to have a live conversation with Hiring Mangers or Gatekeepers once or twice a week about all candidates submitted to date. Resume review sessions may be conducted in person or via phone. If you are informed that your project will conduct resume review sessions, and Hiring Managers or Recruiter Gatekeepers do not attend two scheduled meetings in a row, without rescheduling, inform your PM immediately. 1. Review all resumes submitted to date during the conversation. 2. Make decisions on interviews and declines. 3. For candidates that are a pass, determine the reasoning: • Is the candidate over qualified or under qualified? • Does the candidate have the necessary skills or are areas lacking? 4. For candidates that the Hiring Manager or Gatekeeper are unsure of the decision: • Ask probing questions. • Volunteer to find out additional information that could assist the Hiring Manager. 5. Get interview availability from Hiring Manager if we are contracted to provide interview coordination (if in doubt, check with PM prior to your first resume review session). 6. Tweak job description based on review but avoid any changes to basic qualifications. 7. For candidates moving on to the interview phase, gather information on interview type. 8. Close the feedback loop with all candidates. • Candidates that are moving on in the process, contact on the phone for a live conversation. • Candidates that are no longer being considered should be sent the Decline standard e-mail template. 9. E-mail the Client Contact to confirm who they have agreed to interview. 10.Update the final disposition status of anyone who is declined to “Not Selected by Client”. 11.Update the status of anyone moving forward in the interview process to “Client Interview”. How should we get feedback if resume review sessions will not be used to collect candidate feedback? 1. Recruiter should contact the Hiring Manager or Gatekeeper via phone and e-mail within 24 hours of presenting a resume to determine if there is an interest in the candidate. 2. If no response to initial call/e-mail to Hiring Manager or Gatekeeper is received, contact again within 48 hours. 3. If recruiter still has no response after five business days, escalate to PM. 42
    • 4. If a call is scheduled with the Hiring Manager or Gatekeeper to discuss candidates, ensure robust feedback is delivered for us to fine-tune our search. 5. If feedback is received via e-mail, update status in ATS as appropriate. 6. Close the feedback loop with all candidates. • Candidates that are moving on the process, contact on the phone for a live conversation. • Candidates that are no longer being considered should be sent the Decline standard e-mail template. 7. E-mail the Client Contact to confirm who they have agreed to interview. 8. Update the final disposition status of anyone who is declined. 9. Update the status of anyone moving forward in the interview process to “Client Interview”. Is there anything else that I need to do after I call a candidate that will be interviewing with the client? 1. Update notes in the ATS documenting the conversation with the candidate. 2. Talk to your candidate to prepare them for the interview covering the following topics: • Organization culture, values, Hiring Manager style (if known). • Type of interview (panel, series, one-on-one, etc.). • General reminders: bring resume, dress well, be yourself. 3. E-mail prep information to the candidate for future reference. 43
    • Candidate Decline (TEMPLATE) Hello _______________________, I am following up to provide you with an update regarding your submittal to/phone discussion with/interview with ___(client name)_______. At this time, the client has decided to pursue other candidates who are more qualified for this particular position. Your resume is still available to them to review for other openings and they will contact you directly should other positions match your background. Also, I appreciate your time and interest in this position. I will be in touch if we have additional opportunities. Thank you very much, 44
    • INTERVIEW COORDINATION INTERVIEW COORDINATION AGENTS: MISSION: • Recruiters • Interviews scheduled • Candidates • Hiring Manager For some clients, we will agree up-front and have in the SOW that the Beeline RPO team will support Interview Coordination. If it is in the project SOW, the team will be informed at kickoff. Do not offer or agree to coordinate interviews unless informed by your PM that it is in scope. How do I coordinate interviews for candidates with Hiring Managers? 1. Solicit interview availability from the Hiring Manager once they state that they would like to interview a candidate. 2. Contact candidate to: • Determine mutual time availability. • Prep them on any additional specifics of the position. • Reconfirm salary information. • Reconfirm interest in the position. • Ask if they have other interviews/job offers they are considering. • Confirm at what time you will reconnect post-interview for feedback. 3. Inform candidate you will verify the time and other interview details via e-mail – use the Candidate Interview Prep e-mail template. 4. Ask candidate to confirm receipt of Candidate Interview Prep e-mail. 5. Contact Hiring Manager to confirm interview logistics. 6. Send Client Interview Prep e-mail template to Hiring Manger to reconfirm interview logistics. 45
    • Candidate Interview Preparation (Set Dates/Times) (TEMPLATE) Hello ___________, I am working to schedule and coordinate your interview with ____(client name)______. I would like to have your three best dates and times over the next t wo or three weeks to meet with the management team: a. _____________________ b. _____________________ c. _____________________ I appreciate your quick response so that I will have time to coordinate with the management team as soon as possible. I will send a second e-mail to confirm the dates and times before the final confirmation e-mail with interview details, directions, etc. Thank you in advance for your prompt attention and for your interest in ________________! I can be reached at this e-mail address and via my phone number (listed below). 46
    • Candidate Interview Preparation (Phone Confirmation) (TEMPLATE) Hello _______________, This is a confirmation of your interview with XYZ Client – details of the interview are included below so you can be best prepared. Interview for: Katherine Smith Date/Time: Wednesday, April 2, 2008 – 8:30am EST Where/How: Occurring over the phone with Mr. John Smith Call Information: Client will call you at your home phone number (111-222-1234) What to know: Be prepared to answer questions about your experience managing specific projects (size, budget, results, etc.). Please let me know if you have any questions before the interview or if you have any scheduling issues. I also look for ward to hearing from you after ward to receive your feedback. **Please reply to this e-mail to confirm receipt.** Thank you for working with me and best of luck! 47
    • Candidate Interview Preparation – Face-to-Face Confirmation (TEMPLATE) Hello _______________, This is a confirmation of your interview with XYZ Client – details of the interview are included below so you can be best prepared. Interview for: Katherine Smith Date/Time: Wednesday, April 2, 2008 – 8:30am EST Where/How: Occurring in person with: Ms. Jane Jones and Mr. Jim Williams Office Location: 777 South Figueroa St., Suite 700, Los Angeles, CA 90017 (Directions are attached**) Main Phone # of Office Location: 111-222-1234 What to bring: Several copies of your resume and completed application. Please let me know if you have any questions before the interview or if you have any scheduling issues. I also look for ward to hearing from you after ward to receive your feedback. **Please reply to this e-mail to confirm receipt.** Thank you for working with me and best of luck! 48
    • Client Interview Preparation (TEMPLATE) Hello _______________, This is a confirmation of your interview with Candidate Name – details are included below. Please let me know if you have any questions before the interview or if you have any scheduling issues. Interview for: Katherine Smith Interview Date: Wednesday April 2, 2008 Interview Time: 8:30am EST Office Location: 777 South Figueroa St., Suite 700, Los Angeles, CA 90017 Candidate’s Best contact information is: Cell 703. 592.7258, e-mail: winddancer2@msn.com Other items: The resume is attached again to this e-mail for your review. We requested that the company application be completed and brought to the interview as well. I look for ward to hearing from you after ward to receive your feedback. **Please reply to this e-mail to confirm receipt.** Thank you again for working with me! 49
    • 50
    • REFERENCE CHECK REFERENCE CHECK AGENTS: MISSION: • Recruiters • References Checked • Candidates • References sent to Client • References Contact • Hiring Manager For some clients, we will agree up-front and have in the SOW that the Beeline RPO team will support Reference Checks. If it is in the project SOW, the team will be informed at kickoff. Do not offer or agree to conduct reference checks unless informed by your PM that it is in scope. How does Beeline RPO conduct reference checks on behalf of our clients? 1. Request from the candidate three professional references and their contact information (one supervisor, one peer and one other). 2. Inform the candidate that recruiter will contact their references. 3. Confirm that we are able to contact current supervisor if provided as a reference. 4. Request approval to contact references. 5. Call first contact. If unavailable, leave a specific message about why you are calling. 51
    • 6. When reference is reached on the phone for a live conversation: • Introduce yourself, Beeline RPO and the client we’re representing. • Indicate that “Jane Doe” is a person of interest for a position with the client. • State that they have been listed as a professional reference. 7. Work though all of the questions on the Reference Check Form and document all answers. 8. At the end of the conversation with the reference: • Explain what we do at Beeline RPO. • Gently ask if they would be open to a new position in the future. • If they are open to a new position, ask for their resume, put them into the ATS and record the notes of your conversation. 9. Save Reference Check Form with the following naming structure: Jane_Doe_referencecheck1.doc (2, 3, etc.) and attach to the candidate profile. 10.Repeat with all additional references. 11.E-mail completed references to Client Contact and call to let them know that they have been sent. 12.If unable to reach references, after three attempts have been made to contact, go back to candidate for assistance or additional references. 52
    • REFERENCE CHECK FORM Page 1 Page 2 53
    • 54
    • OFFER EXTENDED OFFER EXTENDED AGENTS: MISSION: • Recruiters • Offer Extended • Candidates • Offer Accepted • Requisition Closed in ATS • Hiring Manager For some of our projects, Beeline RPO will be involved in the recruiting lifecycle post sourcing and screening. For other projects, our engagement will end after we turn over qualified candidates. In addition, there may be projects where it is agreed upon up front that Beeline RPO will verbally extend offers to candidates on behalf of the client. If Beeline RPO is authorized to extend verbal offers, recruiters will be informed by PM at Kickoff (Mission Launch). Assuming we’re continuing to work with our client to track hires as a part of our project, what is the role of a Beeline RPO recruiter? 1. Within 24 hours of interview, contact candidate to confirm interview was completed and obtain feedback. 2. Updates notes in the Candidate Profile in the ATS. 3. After speaking to the candidate, contact the Hiring Manager or Gatekeeper to get interview decision (offer, no offer, other). 4. Update notes from Client Contact conversation in the Candidate Profile in the ATS. 55
    • What should the Beeline RPO recruiter do if the hiring decision is “No Offer”? 1. Update candidate final disposition in ATS to “Not Selected”. 2. Send candidate an e-mail using the Decline e-mail template informing them of the decision. What should the Beeline RPO recruiter do if the hiring decision is “Other” (delayed, undecided at this time or other issue)? 1. Ask Client Contact the decision timeline. 2. Call candidate to provide an update. What should the Beeline RPO recruiter do if the hiring decision is “Offer” – CLIENT to extend? 1. Change candidate status in ATS to “Offer Pending”. 2. Call candidate and let them know the client will be contacting them. 3. Ask candidate to call Beeline once they hear from the client. 4. DO NOT EXTEND VERBAL OFFER OR INDICATE THEY WILL GET AN OFFER FROM THE CLIENT. What should I do if the Beeline RPO recruiter does not hear from a candidate within five days of conversation? 1. If candidate has not heard from the client to extend offer, contact Client Contact to determine reason for delay. 2. If candidate received an offer, find out their decision and package information. 3. Note all new information in Candidate Profile in ATS. What should the Beeline RPO recruiter do if the hiring decision is “Offer” – Beeline RPO recruiter to extend? 1. Get all of the offer details from the Hiring Manager. 2. Verify with the Hiring Manager client would still like us to proceed with verbal offer. 3. Contact candidate via phone to present verbal offer/details. 4. Let candidate know they will receive a written offer from the client. 5. Change candidate status in ATS to “Offer Pending”. 6. If candidate is unable to immediately accept, call candidate within 48 hours to confirm acceptance or decline. 7. Change candidate status to “Offer Accepted” or “Candidate Turn Down” as appropriate. 8. E-mail candidate Verbal Offer Acknowledgement using the standard e-mail template. 9. Once reply e-mail is received, cut and paste e-mail into ATS notes. 10.DO NOT PUT OFFER DETAILS IN WRITING TO CANDIDATE. What are the Beeline RPO recruiter to-do’s once the offer has been accepted? Close the requisition! 1. If candidate has accepted the position and no additional hires are needed to fulfill the requirement, the requisition can be closed in the Beeline RPO ATS. 2. Ensure that all candidates have a final disposition before closing the requisition (e.g. Called No Interest, Not a Match, Candidate Unresponsive). Change the Action Disposition as well. 56
    • 3. Close requisition. 4. Inform PM the requisition is closed. How do we know if our candidates were hired on sourcing/ screening projects that have ended? Some projects, particularly sourcing/screening projects, will not have formal closure from the client. 1. Recruiter should stay in touch with candidates via e-mail. 2. Recruiter should e-mail all active candidates Close of Business every Friday using the standard Candidate Status Update/Keep In Touch (KIT) e-mail template. 3. The first week use KIT Initial template. 4. All following weeks use KIT Continual template. 5. If project has ended PM and Business Development Manager may continue monthly Client Checkpoints with client to review new hire status and success of the engagement. 57
    • Candidate Decline (TEMPLATE) Hello _______________________, I am following up to provide you with an update regarding your submittal to / phone discussion with / interview with ___(client name)_______. At this time, the client has decided to pursue other candidates who are more qualified for this particular position. Your resume is still available to them to review for other openings and they will contact you directly should other positions match your background. Also, I appreciate your time and interest in this position. I will be in touch if we have additional opportunities. Thank you very much, 58
    • Verbal Offer Acknowledgement – To Candidate (TEMPLATE) Hello _______________, Thank you for speaking with me today and discussing the details of the offer for ____(client name)______. A formal written offer from the client will be forthcoming shortly as well. Please respond back confirming our discussion today. Thank you very much! Certainly let me know if you have any further questions as well. Best regards, 59
    • Candidate Status Update – KIT Keep In Touch (Initial) (TEMPLATE) Hello _____________, Although our project has ended with ____(client name)______, I would like to know if you are considered for a position over the next several weeks. I will keep in touch with you each week via a quick e-mail to learn whether you’ve been contacted by the client regarding any career opportunities. If you have any updates to your employment status please let me know as well. Thank you for your time! 60
    • Candidate Status Update – KIT Keep In Touch (Continuing) (TEMPLATE) Hello _____________, I’m just checking in to learn if you have heard anything from ____________ regarding opportunities. I would appreciate a quick reply back letting me know. Any updates to your employment status and continuing interest are also appreciated. Thank you for your time! 61
    • 62
    • CLIENT CHECKPOINTS AGENTS: MISSION: • Project Manager (PM) • Weekly Checkpoints • Business Development Manager • Strategic Checkpoints • Client • VP, Recruiting & Delivery • Principal, Consulting Services For the duration of all Beeline RPO projects, PMs will have weekly client checkpoint meetings with our key client/buyer. The PM is the meeting facilitator and the Business Development Manager has a standing invitation to attend. Prior to the meeting, the PM will e-mail the client our RPO reports and project synopsis. What’s covered in the weekly client checkpoint meeting? 1. Issues reviewed large to small/tactical to strategic. 2. Utilize weekly report spreadsheet of candidates and requisitions to drive the conversation. 3. Identify red flags in the hiring process. 4. Request escalation support. 5. Overall project status review & looking forward (post project). 6. Client satisfaction pulse. A strategic client checkpoint meeting will happen at the project mid-point as well as close to contract renewal time. The strategic checkpoint is facilitated by the Business Development Manager and will include our key client/buyer, 63
    • CLIENT CHECKPOINTS continued other client stakeholders, PM, recruiter representative, and potentially the VP, Recruiting & Delivery or Principal of Consulting Services. What’s covered in the strategic client checkpoint meeting? 1. Concerns and kudos 2. Necessary changes (Beeline & Client) 3. Future recruiting landscape 64
    • FREQUENTLY ASKED QUESTIONS Q: What should I do if the client gives me a new requisition to work on? A: Go to your PM for approval. Q: What should I do if there are changes in the status or content of my requisition? A: Go to your PM to discuss next steps. Q: What should I do if the basic qualifications for my requisition have changed? A: You will need to do a new search in the ATS based on the revised basic qualifications to find a match. Q: What is the minimum number of times I need to try to contact a potential candidate? A: A potential candidate needs to be contacted two times before they can get a final disposition in the system as “Candidate Not Responsive” or “Candidate Not Interested”. Q: What should I do if I’m asked to do something that was not covered at kickoff? A: Inform your Hiring Manager that you need to work with your PM to ensure it’s within scope and will loop back to them with the appropriate answer. Immediately go to your PM for response/approval. 65
    • 66
    • ROLL-OFF HAND-OFF PROCESS Process Flow When a project ends, or there is a change in project staffing, there is a risk that candidates can get lost. Beeline RPO has a documented process and communication steps to the following audiences to ensure a smooth transition: – Clients – Candidates – Co-recruiters Standard Communications E-mail templates are available for the following scenarios when project ends: – Project has ended, candidate in interview stage contacts recruiter. – Project has ended, recruiter should contact any candidates in the pre-submittal stage. – Project has ended, recruiter contacts candidates that have been submitted to the client and awaiting feedback. – Project has ended, recruiter sends follow up e-mail to all candidates in the interview stage to advise Beeline if they are hired. E-mail templates are available for the following scenarios when there is a change in project staffing: – Project staffing change and recruiter has candidates in interview/offer stage or submitted and awaiting feedback. Scenario #1: Project Ends Scenario: PM communicates to the team that the project has ended. You have one or more candidates in the Interview/Offer stage. 67
    • ROLL-OFF HAND-OFF PROCESS continued Scenario #2: Project Ends Scenario: PM communicates to the team that the project has ended. You have one or more candidates in the pre-submittal stage. Scenario #3: Project Ends Scenario: PM communicates to the team that the project has ended. You have one or more candidates that are submitted and awaiting feedback. 68
    • ROLL-OFF HAND-OFF PROCESS continued Scenario #4: Project Staff Change Scenario: You are moved off of your project to work on another project before the overall project ends. Scenario #5: Project Ends Scenario: You are a Lead with direct Hiring Manager contact and are moved off of your project to work on another project before the overall project ends. 69
    • ROLL-OFF HAND-OFF PROCESS continued Scenario #6: Beeline Employee Leaves Company New recruiters on the project will take over for the recruiter that has left the company – the PM on the project will need to get this new recruiter access to the previous recruiter’s e-mail (done through Beeline IT Department). New recruiter to projects can look at the notes section in Bullhorn to see where the previous recruiter left off with a candidate – all e-mails back and forth between candidates and recruiters should be correctly documented with Bullhorn. E-mail Template Appendix 70
    • Project has ended, candidate in interview stage contacts recruiter. (TEMPLATE) Hello _____________, Our contract with (insert client’s name) has ended at this time. If the client decides to extend you an offer, they will be in touch with you directly. I wish you all the best in your job search, and please keep me posted on your progress and if you accept and offer. Thank you for your time! 71
    • Project has ended, candidate in pre-submittal stage contacts recruiter. (TEMPLATE) Hello _____________, Our contract with (insert client’s name) has ended at this time. If any other appropriate opportunities arise, I will certainly be in touch. I wish you all the best in your job search. Thank you for your time! 72
    • Project has ended, submitted candidate contacts recruiter. (TEMPLATE) Hello _____________, Our contract with (insert client’s name) has ended at this time. If the client has further interest in you as a candidate, they will be in touch with you directly. If any other appropriate opportunities arise, I will certainly be in touch. I wish you all the best in your job search, and please keep me posted on your progress and if you accept an offer.. Thank you for your time! 73
    • Project staffing change and recruiter has candidates in pipeline. (TEMPLATE) *** Please cc the recruiter replacing you on the team Hello _____________, I have taken over a new project and my colleague, (Insert Name Here), will now be your point of contact for (Insert Client Name Here). (Insert Name Here) can be reached at (first.last@beelinerpo.com). I wish you all the best in your job search. Thank you for your time! 74
    • Project has ended and recruiter sends a follow up e-mail to all candidates who are in the interview stage. (TEMPLATE) Hello _____________, Our contract with (insert client’s name) has ended at this time. If the client has further interest in you as a candidate, they will be in touch with you directly. Please feel free to connect with (insert POC’s name) at (insert client’s name) at (insert e-mail and/or phone #). I wish you all the best in your job search, and please keep me posted on your progress and if you accept an offer. Thank you for your time! 75
    • Project continues, but a Beeline staff member has left the company. (TEMPLATE) New recruiter on the project will take over for the recruiter that has left the company – the PM on the project will need to get this new recruiter access to the previous recruiter’s e-mail (done through Beeline IT Department). Hello _____________, (Name of previous recruiter) is no longer on this project and I will be taking his/her place. You can now direct all questions regarding the position to me. Thank you for your time! 76
    • Project has ended and recruiter sends a follow up e-mail to all candidates who are in the interview stage. (TEMPLATE) Hello _____________, Our contract with (insert client’s name) has ended at this time. If the client has further interest in you as a candidate, they will be in touch with you directly. Please feel free to connect with (insert POC’s name) at (insert client’s name) at (insert e-mail and/or phone #). I wish you all the best in your job search, and please keep me posted on your progress and if you accept an offer. Thank you for your time! 77
    • Project continues, but a Beeline staff member has left the company. (TEMPLATE) New recruiter on the project will take over for the recruiter that has left the company – the PM on the project will need to get this new recruiter access to the previous recruiter’s e-mail (done through Beeline IT Department). Hello _____________, (Name of previous recruiter) is no longer on this project and I will be taking his/her place. You can now direct all questions regarding the position to me. Thank you for your time! 78
    • Candidate is in the interview stage, and we proactively contact them. (TEMPLATE) Hello _____________, We wanted to follow up with you about your recent interview with (insert client’s name). What was your overall impression of the interview? Are you still interested in the position? Please feel free to connect with me, so that we can debrief. I can be reached at (insert contact information). Thank you for your time! 79
    • 80
    • OPERATIONS TIME REPORTING Submitting your time report on time each week helps to facilitate accurate client billing and project planning. • Time reports should be submitted weekly through KnowledgeSpring (www.knowledgespring.net) • Time reports should be completed each Friday on or before Close of Business. • If you are planning to work over the weekend, time sheets should be submitted no later than 10:00 a.m. Monday morning. 81
    • OPERATIONS continued 82
    • RECRUITER TOOLBOX The Recruiter Toolbox will help you to do more effective General Database Sourcing & Pipelining in addition to help your candidates effectively resign and confidently show up to work on day one. WEB SEARCHING Webopedia – www.webopedia.com Online dictionary for computer and internet technology definitions. Acronym Finder – www.acronymfinder.com Comprehensive dictionary of acronyms, abbreviations and initials. Google – www.google.com Search define: Different variations or definitions. Bigger Search Engines http://www.google.com/ Large, global. Google estimates up to 14 billion pages indexed. http://www.live.com/ Prior MSN http://search.yahoo.com/ Yahoo – close to Google in size Others to check out – http://www.exalead.com – up and coming There are also meta-search engines that will check several at one time, don’t always work for the search strings. A good one to check out that was recommended is Dogpile - http://www.dogpile.com/ A fairly detailed list of Search and MetaSearch engines can be found on the following link..when you open scroll down. http://en.wikipedia.org/wiki/List_of_search_engines#Metasearch_ engine 83
    • RECRUITER TOOLBOX continued Project Manager preferably from SAIC that is living in the surrounding Metropolitan area. To start I know that SAIC’s website is saic.com. • * Wildcard – it is telling the engine to search for anybody or anything that is connected to SAIC.com *@saic.com • “project manager” – saying I only want to see results that have Project and Manager together *@saic.com “project manager” • ( ) – Further defining that my preference is to find information of individuals that are based in Virginia, Maryland OR DC • OR – In caps it is saying I want to see this OR that • (va OR md OR dc OR virginia OR maryland OR 703 OR 571 OR 301 OR 202 OR 443) • - Minus sign, I don’t want to see jobs or places where individuals can apply -jobs –submit -apply *@saic.com quot;project managerquot; (va OR md OR dc OR virginia OR maryland OR 703 OR 571 OR 301 OR 202 OR 443) -jobs -submit –apply ~ Tilde prior to the word – acts as a synonym finder *@saic.com quot;~project managerquot; (va OR md OR dc OR virginia OR maryland OR 703 OR 571 OR 301 OR 202 OR 443) -jobs -submit –apply Address Search – you are looking for individuals that can be associated with a specific address. For example – I want to find anyone connected to Human Resources that are in the Beeline RPO address in Reston VA (12021 sunset hills road) “human resources OR recruiter” Bearingpoint – Mclean Software Engineer 1676 international drive mclean quot;software engineerquot; -jobs -submit –apply To be more specific add the + sign with no space 1676+international+drive+mclean quot;software engineerquot; -jobs -submit –apply Search for names of individuals that are attached to a site 84
    • You are starting out with: Site: Add the name of the site, put in quotations as to what you are looking for and then you can further define by adding the parenthesis or if you are doing a general national search leave it blank. For places liked LinkedIn and My Space I wouldn’t try and do area codes or zipcodes they most likely will not have that information posted. For example I want to find Project Managers in Virginia on LinkedIN site:linkedin.com quot;project managerquot; (va or virginia) Software Developers in Virginia on MySpace site:myspace.com quot;software engineerquot; (va or virginia) Individuals – associations site:siia.net (member OR attendee OR chapter OR board OR list OR conference OR directory) (va or virginia) Additional examples: site:linkedin.com quot;system administratorquot; Virginia Additional Search Strings to try…replacing as needed with your job information: All you need to do is cut and paste the string from a document, that way you have the search strings saved. (*@aol.com OR *@gmail.com OR *@hotmail.com) quot;project manager OR program managerquot; (703 OR 571 OR va OR virginia) -this is checking for any documents that are attached to e-mails or websites that end with aol or gmail or hotmail (*@aol.com OR *@gmail.com OR *@hotmail.com) quot;resumequot; (analyst) (703 OR 571 OR va OR virginia) -jobs -apply –submit *@accenture.com quot;project managerquot; (va OR md OR dc OR virginia OR maryland OR 703 OR 571 OR 301 OR 202 OR 443) -jobs -submit –apply 85
    • RECRUITER TOOLBOX continued *@vt.edu software enginer OR software developer (resume) (571 OR 703) (*@aol.com OR *@gmail.com OR *@hotmail.com) quot;resumequot; (recruiter) (hampton) -jobs -apply –submit Nice easy search that Steve Parsel sent over for directory listings – directory AND technology AND (703 OR 202 OR 301) The above string can be changed around for example: directory and “program manager” AND (703 OR 202 OR 301) MASTERING WEB SEARCH One place to start looking for information is at Google Directories http://directory.google.com feature:homepage - Unique to Yahoo http://search.yahoo.com Simply Hired http://www.simplyhired.com Put in Search String, Location Utilize filters on the left to view similar requests Click on “more” under the actual job to see candidates on LinkedIN Want to find possible additional titles for your search? Go to Google Sets http://labs.google.com/sets feature:homepage system administrator feature:homepage system administrator (va OR virginia OR md OR Maryland) (703 OR 301 OR 443 OR 571) feature:homepage java developer C++ (va OR virginia OR md OR maryland OR 703 OR 443 OR 571 OR 301) NESTING Basic Search String: quot;software (developer OR engineer OR programmer)quot; 86
    • RECRUITER TOOLBOX continued I added resume as well locations quot;software (developer OR engineer OR programmer)quot; resume (va OR virginia OR md OR maryland) An easy way to also filter out Jobs or Resume Samples is to say: -intext:resume Final string: quot;software (developer OR engineer OR programmer)quot; resume (va OR virginia OR md OR maryland) –intext:resume Combine and Search Yahoo and Google at the same time. Go to http://searchboth.com Additional Search Strings to try: -intext:resume (intitle:resume OR inurl:resume) quot;systems analystquot; (703 OR 301 OR md OR virginia OR va OR maryland OR 571) Searching a range of zipcodes, can only do on Google Start number .. end number: -intext:resume (intitle:resume OR inurl:resume) quot;systems analystquot; 20120..22321 Search a range of years: -intext:resume (intitle:resume OR inurl:resume) quot;systems analystquot; (va OR virginia OR md OR maryland) 2000..2008 Search Engine Commands Command Exalead Google Live Yahoo Word in title intitle: intitle: intitle: intitle: Word in url inurl: inurl: inurl: Flipsearch link: linkdomain: Xray site: site: site: site: Feature:homepage feature:homepage In text or in body intext: inbody: Number range .. 87
    • RECRUITER TOOLBOX continued WEB SEARCH STRINGS These examples are for a search in construction. You will have to amend the strings but it will begin to make sense once you start playing. You should be able to use once you’ve changed the titles, the industry, etc. to your requirements. Be careful…changing any little thing will change your search (commas, parentheses, etc.). Resume Search - Basic String: (Note: Google and Yahoo will accept intitle: OR inurl:, but MSN will not.) (intitle:resume OR inurl:resume OR intitle:cv OR inurl:cv OR intitle:vitae OR intitle:profile OR inurl:profile OR intitle:bio OR inurl:bio) Example: Healthcare Payor (intitle:resume OR inurl:resume OR intitle:cv OR inurl:cv OR intitle:vitae OR intitle:profile OR inurl:profile OR intitle:bio OR inurl:bio) quot;project managerquot; construction –posting (intitle:resume OR inurl:resume OR intitle:cv OR inurl:cv OR intitle:vitae OR intitle:profile OR inurl:profile OR intitle:bio OR inurl:bio) construction (project manager OR quot;director of constructionquot;) (va OR virginia) (703 OR 571) -posting -submit –apply People Search – Basic String: (intitle:employees OR inurl:employees OR intitle:staff OR inurl:staff OR intitle:team OR inurl:team OR intitle:group OR inurl:group OR intitle:directory OR inurl:directory OR intitle:roster OR inurl:roster OR intitle:management OR inurl:management) Example: typing in company names (intitle:employees OR inurl:employees OR intitle:staff OR inurl:staff OR intitle:team OR inurl:team OR intitle:group OR inurl:group OR intitle:directory OR inurl:directory OR intitle:roster OR inurl:roster OR intitle:management OR inurl:management) (quot;project managerquot; OR pmp) construction (quot;turner interiorsquot; OR quot;hitt contractingquot; OR quot;james g. davis constructionquot;) 88
    • RECRUITER TOOLBOX continued X-Ray site:clarkconstruction.com project manager interiors Flipsearch: Best used in locating specialized skills and also within certain companies: linkdomain: -OR-link: (remember that linkdomain: works only with yahoo or msn and link: works only with Exalead linkdomain:clarkconstruction.com quot;project managerquot; MAKE SURE TO USE ‘CONTROL F” to find what you want when you’re actually on the site. Peersearch: Going to Google, type in: “project manager” @clarkconstruction. Note: Hover over name link and scroll to bottom of screen and there’s the e-mail address when you get the information from this search. 89
    • Google Resume Search Algorithms 90
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    • Google Resume Search Algorithms cont. Other Google Search Algorithms 92
    • HOW TO RESIGN While it is hard to admit, giving notice of resignation is something that most people fear most. And sometimes, the resignation process represents such a stressful notion for that it can even hold you back from interviewing your best. Consider using the following steps when giving notice to your employer and always prepare yourself in advance for handling a counteroffer or a request to leave earlier than the notice you provide. 1. Timing: Once you receive a job offer and accept it, you need to consider the timing of your resignation; i.e. communicating your intention to leave (giving notice). We suggest giving notice two weeks before the last day on the job with your current employer. Two weeks is the norm and is offered as a professional courtesy to help your current employer with the transition. In very unusual circumstances, a notice of three or four weeks may be appropriate. Also, it is often best to make sure your resignation properly coincides with your start date at the new employer. Try to avoid an extended start date. Even if your new job begins in 10 weeks, don’t give 10 weeks’ notice; wait eight weeks and then give two weeks’ notice. This way, you’ll better protect yourself from disaster in the unlikely event your new employer announces a hiring freeze a month before you come on board. Also, by staying at your old job for only two weeks after you’ve announced your resignation, you won’t be subjected to the envy or feelings of professional discomfort. NOTICE: Beware some companies will make your exit plans for you. We know of many candidates whose employers had the security guard escort him/her out of the building the moment he/she announced his/her intention to go to work for a direct competitor. Fortunately, many were still given two weeks’ pay. It is standard policy with some employers, and selectively applied by other employers. So even if you do not believe it will happen to you, try to be mentally prepared for the possibility. And just in case, before giving notice, it is wise to quietly remove your personal items from your work space. Your resignation should be handled in person, preferably on a Monday or Tuesday afternoon at about 4:00 PM. Outside the presence of others, ask your direct supervisor if you can briefly speak with him/her privately in his/her office at about 4:00 PM. If beforehand, and you are asked by your supervisor about the nature of the meeting, and/or invited to meet with him/her before 4:00 PM, just say it is simply something private and you would feel more comfortable at that time. Note: If your supervisor is off-site and/or extraordinarily 93
    • HOW TO RESIGN continued difficult to schedule for an in-person meeting, it is appropriate to e-mail the letter of resignation to the supervisor and simultaneously send a courtesy copy of the same e-mail to a human resources contact at your current employer. Then as soon as possible, telephone the direct supervisor (preferably a personal call; however, voice mail if necessary) to give him/her a courtesy heads-up of your resignation letter transmitted via e-mail and follow a script similar to the one set forth in step 3 below. 2. Letter of Resignation: During the meeting to announce your intention to resign, you should open the meeting by giving your boss a letter of resignation, (SEE SAMPLE RESIGNATION LETTER TO SHARE WITH CANDIDATES). A letter of resignation should be kept short, simple, and to the point. Furthermore, it is unprofessional and inappropriate to use the resignation letter to tell the current boss where you are going, what you are doing in your next job, or how much you will be making. 3. “Giving Notice” Meeting: To help you begin the meeting that you have requested with your supervisor, I encourage you to use a verbal icebreaker. It is merely a simple paraphrasing of the resignation letter. I suggest that with the above letter in hand, you open the resignation meeting conversation by saying: “Boss, after careful deliberation, I have made a commitment to join another organization and will begin working with them effective (month day, year). Please accept this, my letter of resignation. I ask that you take a minute to read my letter before we discuss together how we can make my transition as smooth as possible.” Almost every boss in the world knows what is about to happen when their employee walks into their office with an envelope in hand. The opening icebreaker I provide gets right to the point without unnecessary small talk. It also makes it clear that you are not planning to talk about your decision to leave. Instead, it is clear that what you plan to discuss is the transition now that you have made a commitment to leave. It makes the transition the most important item to discuss in the conversation that is about to occur. Again, there’s no need to go into detail about your new job, or what led to your decision to leave. It’s inappropriate. Rather it should focus on your transition in the next two weeks. Every time the boss asks anything not related to ensuring a smooth transition, you should deflect the other questions simply by saying something like: “I know you may be curious about that, but it is not my 94
    • intention to discuss where I am going or why. My decision is made, and I have made a commitment to another organization which I plan to keep. If it is really important for you to know where I am going and why, perhaps we could schedule an exit interview on my last day here? Today, my goal remains to discuss how to make the transition as smooth as possible.” You should feel entirely comfortable about using this deflector. Again, there is no purpose to the resignation meeting except to leave on as positive a note as possible through a carefully-planned, smooth transition. That is the resignation meeting’s sole purpose. So ask if there’s anything you can do during the transition period over the next two weeks, such as help train your successor, tie up loose ends, or delegate tasks. Finally, be sure to provide a copy of your resignation letter for your company’s personnel file. This way, the circumstances surrounding your resignation will be well documented for future reference. 95
    • LETTER OF RESIGNATION Here is a letter that you can share with your candidates that have accepted positions with our clients. Suggest that they customize only the name of the organization and the name of their supervisor. Using this proven template will help them to take much of the pain and guesswork out of writing the letter. Your Street Address City, State Zip Code Month, Day, Year (date of “giving notice” meeting) Supervisor’s Name, Supervisor’s Title Employer Name Employer Street Address Employer City, ST Zip Code Dear Supervisor’s Name: Please accept this letter as my resignation and two-week notice. I am grateful for the success we have been able to achieve together at Acme Rockets, but I have now made a commitment to another organization. Please know that I intend to work with you to complete as much work during my two-week notice to make my resignation as smooth as possible. I am eager to leave on a positive note and I am open to your suggestions on how to accomplish this smooth transition. Sincerely, Your signature here Your Type-printed name 96
    • BULLHORN TIPS & SHORTCUTS Message Templates with Attachments Now you can attach documents, candidate, or contact files to message templates so that you never have to hunt for them again. You can remove the file from the template at any time. To create a message template 1. On the Desktop menu, click Inbox. 2. Click New. 3. From the Message Template drop-down, select New Template. 4. Select the Public check box to the make the Message Template available to every user in your company, or leave the check box unchecked to prevent other users from using the template. 5. In the text box enter the default text to appear when this template is selected. 6. Scroll down to Attachments, click on Attach, attach documents. 7. Click Save 8. To use a message template, Click New for the e-mail, from the Message Template drop-down select the template you would like to use. Last People Contacted 1. On the Desktop menu, click Last People Contacted. 2. To view the note text, click the arrow to the left of the task. 3. To sort note types, click the note header by which to sort. Fastfind Fastfind is the little box in the upper left corner under the word Desktop. This can be used to find just about anything in the system – and all you need is the first few letters of whatever it is you are working on. • To find a Candidate: Plug in the first few letters of the first and last name • Example: Thomas Kleven • You would only need th kl • This will provide everything candidate that First name starts with the Th and Last name Kl • Also works for Clients: enter the letters same as described above, making sure to separate words with a space. 97
    • BULLHORN TIPS & SHORTCUTS continued Binoculars – Anywhere you see the binoculars – you can preview the document or preview the candidate resume information. To quickly view a candidate's resume, click the binoculars icon. If you are viewing the Job List the binoculars will show the job description instead. TIP: In an e-mail –When you click on the binoculars, it now gives you the option to either Parse as New Or Parse as Existing. If you click Parse as New it will walk you through parsing the document and attach the document in the candidate File. Parse as Existing – it will match the information to a candidate screen, then attach the document in the candidate File and update the candidate information. Save an incoming e-mail to a the candidate profile Click Select an Action. • From drop-down menu select Add Note • Should pull up the candidate profile – top of Add Note box – About: (candidate name) – if this is not the correct candidate, you can change the name. IMPORTANT: Bullhorn notes are only as good as one details. This is an easy feature to capture all e-mail notes from candidates. Note: When you add a note a pop up screen shows up to capture the notes, edit your note as appropriate. Drop down to Action - it automatically defaults to Contacted Call..if you are capturing a note from an e-mail make the changes from the drop-down list. Action: Contacted Call M Creating a Mass E-mail Mass mailing e-mail allows you to send a single e-mail to numerous recipients with all the recipients only seeing their name in the TO field. 98
    • Go to the Inbox and Click New From the Message Type drop-down, select Mass Mailing In the To and/or Distribution List fields, type the names of the individuals or click Select to search for the names of the individuals to whom to send the message. If personalizing the e-mail message, click Personalize and select the tags. The tags appear at the top of the e-mail body. Do not type in the personalize tags. Click Send. The application stores a copy of every e-mail you send in the Sent Messages folder. TIP: From an e-mail – If you left click on the e-mail address of a candidate (Candidate) it will bring up numerous options –such as: View quick information on the candidate, view files attached, add a file to their profile etc. CANDIDATES Overview of the following ways to add (Parse) a candidate • Without a resume • From an E-mail Attachment • From a File saved on your desktop • With a Resume from a Job Board • From the Body of an E-mail To add a candidate WITHOUT a resume: Do one of the following: • On the Candidates menu, click Add Candidate OR • From the Fast Add drop-down, select Candidate. In the Name fields enter the first and last name. Enter the remainder of the required information. Required fields are marked by a red asterisk (*). Click Save. NOTE: Should the candidate send you their resume –Click Select an Action, Select Parse as an Existing Candidate Parsing a Candidate from E-mail Attachment 1. Left Click the attachment. 2. Select Parse as New Candidate. 3. In the Add Candidate view, verify that the information appears properly. 4. Enter the remainder of the required information. Required fields are marked by a red asterisk (*). 99
    • BULLHORN TIPS & SHORTCUTS continued 5. Click Save. The resume file is automatically added to the record as a file attachment. You can add a candidate whose resume is saved on your desktop, on the network, or from a saved file. To add a candidate with a resume that is saved 1. On the Candidate menu, click Resume Wizard. 2. Click Browse. – Near bottom of page 3. Search for and select the file and click Open. 4. Click Next. 5. In the Add Candidate view, verify that the information appears correctly. 6. Enter the remainder of the required information. Required fields are marked by a red asterisk (*). 7. Click Save. You can add a new candidate by copying and pasting the resume from a job board. TIP: Some job boards include additional header information that can throw off the Resume Wizard; therefore, do not use CTRL+A to capture all of the information in the view. Instead, highlight the resume text to copy and press CTRL+C to copy the information. To add a candidate with a resume from a job board 1. Copy the resume to add into Bullhorn. 2. On the Candidates menu, click Resume Wizard. 3. Click Paste or press CTRL+V. 4. Click Next. 5. In the Add Candidate view, verify that the information appears correctly. 6. Enter the remainder of the required information. Required fields are marked by a red asterisk (*). 7. Click Save. To add a candidate with a resume in the body of an e-mail 1. On the Desktop, click Inbox. 2. Double-click or preview the e-mail with the resume in the e-mail body. 3. From the Select an Action drop-down, select Parse as New Candidate or if they are already in the system Parse as Existing Candidate. 4. In the Add Candidate view, verify that the information appears properly. 5. Enter the remainder of the required information. Required fields are marked by a red asterisk (*). 6. Click Save. 100
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