The Irony of Scheduling: There's Not Enough Time [and other woes]
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Recruiters never seem to have enough time in the day. There’s a good chance that if you work in TA, you’re reading this in a browser tab that’s open among at least 15 other tabs. Between LinkedIn, Facebook and email – data scraping and boolean searching – you have to find time to DO everything else. Part of that everything is scheduling.
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The Irony of Scheduling: There's Not Enough Time [and other woes]
- 1. THE SCARY PARTS OF SCHEDULING: There’s not enough time (and other scheduling woes) #savescheduling
- 2. HOUSEKEEPI NG #savescheduling ● Listen only mode ● Ask questions ● Presentation & recording in 24 hours ● Social media ○ #rdaily ○ #savescheduling ■ Save (me) from scheduling ■ Save scheduling (from being awful)
- 3. WHAT WE’LL COVER ● Survey & results ● A countdown of the five most common scheduling challenges ○ Problems & solutions - scheduling doesn’t have to be scary ● Q&A #savescheduling
- 4. NEVER FEAR! THE EXPERTS ARE HERE! #savescheduling MARAN NELSON CEO/CO-FOUNDER CLARA LABS @marannelson WILLIAM TINCUP PRESIDENT RECRUITINGDAILY @williamtincup
- 6. SURVEY & RESULTS #savescheduling 13.5% of respondents said scheduling makes them anxious & they HATE IT.
- 7. THE TOP FIVE: #5 #savescheduling THE BACK AND FORTH “The biggest challenge is in scheduling multiple candidates for the same role - think 10 people. Trying to coordinate that many people and time slots over email or phone is frustrating.”
- 8. THE TOP FIVE: #4 #savescheduling TOO MANY CALENDARS “I have to manage 5 calendars…” “I hate having to schedule 2 different calendar invites for the same interview (one for the hiring manager, one for the interviewee).”
- 9. THE TOP FIVE: #3 #savescheduling SCHEDULING WITH MULTIPLE PARTIES “Not finding common availability across multiple parties and having to schedule meetings further out.” “The back and forth is horrible. When you have a combined interview (panel, video, onsite, phone, etc) and there is a change request made on the same day of the interview...it's difficult to keep things straight when you don't have the right systems.”
- 10. THE TOP FIVE: #2 #savescheduling HIRING MANAGER INTERFERENCE “Hiring managers not keeping their calendars up to date or not prioritizing their time accordingly. They provide availability and then inconvenience others with changes because they do not value the time of the candidate, their interview team members, or administrative efforts to choreograph the whole program.” “...constantly shifting schedules of hiring managers make multiple reschedules common.”
- 11. THE TOP FIVE: #1 #savescheduling CALENDAR ACCESS & CONFLICTS “Imagine...scheduling client interviews when you don't have access to their calendar.” “...when there are multiple executives that all have conflicting schedules but you have to schedule an in-person interview and the person needs to come in ASAP.” “More like a pet peeve, but when managers think you can just psychically tell what their calendars are...without them even sharing it.” “As if I even need to say it, cancellations.”
Editor's Notes
- LEX INTRODUCES
- LEX EXPLAINS
- LEX COVERS
- LEX INTRODUCES THEN HANDS OFF TO PRESENTERS TO SAY HELLO THEN JUMP INTO PRESENTATION
- William reviews > give specifics of types Majority of respondents, RECRUITERS, SOURCERS, TALENT ACQUISITION CONSULTANTS AND HR MANAGERS
- Problem: Scheduling requires a tremendous amount of back-and-forth communication. Unresponsive interviewers you have to re-ping Last-minute schedule changes Communicating in a time-crunch when you have a candidate talking to other companies Scheduling communication requires *constant* attention to detail—the dates and times just cannot be wrong Solution: Standardizing, templetizing, and finding tools that reproduce your best practices reliably. Take a full-service approach: do everything you can to keep candidates or interviewers from having to complete critical components of the process (ie- if you have to ask them for avails every time you have an interview to schedule, it won’t work) Add FAQs and candidate guides to the email templates in your ATS to limit back-and-forth with candidates as they prepare for their interview Find tools (like Clara) that will reliably communicate with candidates and interviewers in clear, professional language on our behalf
- Problem: If everyone you’re scheduling with has their own, bespoke calendar system with their *true* availability hidden across a bunch of calendars, you’re not going to be able to get anything booked When people are running multiple calendars, you don’t know where to schedule the interview For every calendar, there’s more time checking, there are more invitations to send out, and there’s more opportunity for an unanticipated conflict (and a reschedule) Solution: Make sure your scheduling service ingests *all* the relevant calendars Recruiters and interviewers can connect as many calendars to Clara as they’d like--you don’t need to try to force everyone to adhere to a specific convention And Clara sends calendar invitations on your behalf, so you don’t need to stress over including all the hidden calendars on the invtitation
- Problem: Planning a sequence of interviews or getting multiple interviewers in a single session: basically anything that requires comparing multiple calendars Combing through availability is painful and time-consuming Aligning time zones, meeting rooms, and conference lines adds even more complexity When one interview in a sequence gets thrown off, the whole thing needs to be rescheduled Solution: Let software do the permutations, and you can complete the final steps that require context and judgement Clara can search for the best options when you’re planning a sequence of back-to-back interviews Because Clara knows every interviewer’s availability, it can search across multiple calendars It can even compare options with different interviewers slotted in for different sessions throughout the day, so no single interviewer’s availability is a blocker Clara will show you some of the soonest, best options--including conflict details--so you can just pick the option that works Only you have the context to know when you can ask an interviewer to book over something that’s already on their calendar
- Another story from the community: This one time...“All the company interviewers have accepted invitations. Candidate is flying in from who-knows-where to meet everyone. 30 minutes before candidate arrives on site, one or more of the interviewers bows out due to a “business emergency”; that has to be handled, leaving us with a 60-minute gap in the middle of several other interviews that needs to be filled. By someone. By anyone. So candidate is not left sitting alone in an empty conference room, wondering if they don't like him? they're disorganized? they don't know what they're doing? And I don't know what I'm doing!! Problem: Hiring managers (and interviewers, for that matter) don’t always focus on being great partners We heard from many respondents about hiring managers micromanaging the process—not trusting recruiters to know how to design the experience We also heard many accounts of hiring managers sending mixed messages: not accepting a calendar invite to an interview, but still showing up (or the reverse) Sometimes hiring managers are just inflexible—they don’t have availability and they need to be willing to let other things go And of course, constant rescheduling Solution 1: Tell the hiring manager how to contribute Expectation management--handling hiring managers by being explicit and proactive Giving hiring managers the feeling of constant input and at the same time being an equal partner in the process Set expectations about conflicts—when can you book over existing meetings? Solution 2: Automate persistence: confirmations, reminders, fast rescheduling Clara can do all this for you: it knows when hiring managers are free, automatically sends confirmations and reminders And when something comes up, Clara will automatically reschedule—you don’t need to do anything!
- Problem: The candidate doesn’t have their calendar, you don’t have the hiring manager’s calendar, everyone is guessing availability and it creates conflicts The candidate doesn’t use a formal calendar - (Outlook, Gmail, etc.) so you’re stuck waiting on email or phone responses without being able to send an invite they can be reminded of You’re stuck waiting for an interviewer to get back to you with their availability You can’t control momentum once you’ve gotten a prospect interested! Solution: Let software help you stay on top of pending details (without getting too pushy) Automate follow-ups so your candidate closes the loop and provides availability Get interviewers’ comprehensive availability, so you don’t need to make one-off requests Keep the hiring manager updated on challenges you run into and get their help setting expectations with other interviewers
- Maran We want to handle your team’s schedule coordination! Please get in touch!