Resources aren't always unlimited. Especially for smaller teams. This webinar will cover how to eliminate costs while maintaining a great candidate experience. OpExpert Founder Tanya Bourque will explore how the right tools and technology can enable your talent acquisition process.

1. How to Recruit with a Small Team
and a Lean Budget
Tanya Bourque Naba Ahmed
With: Moderated by:
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Thinking Outside the Bots
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4. About Tanya Bourque
In the recruiting world, Tanya Bourque is a rarity. Before launching OpExpert in 2016, she spent nearly a decade working
in corporate America where she recruited over 2,000 people for myriad of business categories. She understands the
ceaseless challenges and changing hiring landscape facing HR professionals these days, because she been there. She
knows what it’s like to have to fill over 100 positions simultaneously, because she’s done that. Tanya has been featured in
ERE, SourceCon, Recruiting Daily, Recruiter.com, and TLNT.
About Naba Ahmed
Naba went to Cal Poly, San Luis Obispo and majored in Journalism and minored in Integrated Marketing Communications.
After working as Editor-in-Chief at the campus newspaper, she became interested in developing content across multiple
platforms, and now works as a Content Marketing Specialist at Aggregage, providing some of the most interesting thought-
leaders across a wide variety of industries with a space to celebrate the diversity, depth, and experience of their professional
cultures, personalities, and passions.
Thinking Outside the Bots
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Let’s Get Started!

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Our Objectives
• Calculating The Cost Per Hire.
• Recruiting Smarter Not Harder
• The Tools And Technology That Will Make The Hiring Process More Efficient
• Behavioral Interviewing Techniques
• Personality Testing
• Organizational Physics
• Offer Letter & Onboarding
• Intake Meetings with Hiring Managers
How to Recruit with a Small Team and a
Lean Budget

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Calculating The Cost Per Hire

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Calculating The Cost Per Hire
How to Recruit with a Small Team and a
Lean Budget
𝐶𝑜𝑠𝑡 𝑃𝑒𝑟 𝐻𝑖𝑟𝑒 = (∑(External Costs) + ∑(Internal Costs)
Total Number of Hires in a Time Period
External Costs Example
Advertising & Marketing
Background & Eligibility Checks
Campus Recruiting
Consulting Services
Contingency to Regular Fees
Drug Testing
Employee Referral Awards / Payments
Immigration Expenses
Job Fairs / Recruiting Events
Internal Costs Example
Cost of Recruiting Staff
Cost of Sourcing Staff
Internal overheads
Non-labor office costs
Recruiting L&D
Secondary Management – Cost of Time for Events
Secondary Management – Cost of Time for Recruiting
# of Hires
Total number of hires in a time period
New hires
Backfill due to attrition

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How To Set A Budget
How to Recruit with a Small Team and a
Lean Budget
List of Expenses (Not Including the cost of
recruiter salaries):
Job Advertising
Employee Referral Bonus Program
Recruiting Agency Costs
Employer Branding
Recruiting Events
Recruiting Systems and Tools
Other Costs / Candidate Travel & Expenses

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Recruiting Smarter Not Harder

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Social
Media
Career's
Website
Job
Boards
Employee
Referrals
Recruiting Smarter Not Harder
How to Recruit with a Small Team and a
Lean Budget
Recruiting As A Marketing Function
 Use the Power of Technology (e.g. Video-
conference Interviews)
 Use the Power of AI (e.g. Algorithm Based
Prospect Pre-qualification)
 Use the Power of the Web (e.g. Build Your
Employer Brand Online)
 Use The Power of Social Media (e.g. Targeted
Reach Even on the Move)
 Employee Referral Program (e.g. Pre-qualified;
Statistically Lower Attrition)

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The Tools And Technology That Will
Make The Hiring Process More
Efficient

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The Tools And Technology That Will Make The Hiring Process More Efficient
How to Recruit with a Small Team and a
Lean Budget
Inbound Marketing
Targeted Email Campaigns Or Auto-responders
Posting Adverts Job Boards e.g. Indeed
Targeted Paid Advertising On:
 Google
 Social Media Platforms Such As Facebook,
LinkedIn And Twitter
Search Engine Optimization – SEO
Effective Use Of Artificial Intelligence (Ai)
 Chatbots On Career Page
Effective Use Of Analytics & Automated
Algorithms
 AI Tools Like Hiretuals
Paid Social Media Advertising
‘On-the-go’ Recruitment (Mobile Presence)
Website As Magnet To Potential Candidates
 Blogs And Subject Matter Expert Articles On
Your Website
 Revamp The Career Page On Your Website

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Behavioral Interview Techniques

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Behavioral Interviewing Techniques
How to Recruit with a Small Team and a
Lean Budget
Use behavioral interviews to
determine fit:
A bad hire can be expensive
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values

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How to Recruit with a Small Team and a
Lean Budget
 Talk about a time when you had to work closely with
someone whose personality was very different from
yours.
 Give me an example of a time you faced a conflict while
working on a team. How did you handle that?
 Describe a time when you struggled to build a
relationship with someone important. How did you
eventually overcome that?
 We all make mistakes we wish we could take back. Tell
me about a time you wish you’d handled a situation
differently with a colleague.
 Tell me about a time you needed to get information from
someone who wasn’t very responsive. What did you do?
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values
Behavioral Interviewing Techniques

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Behavioral Interviewing Techniques
How to Recruit with a Small Team and a
Lean Budget
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values
 Describe a time when it was especially important to make
a good impression on a client. How did you go about
doing so?
 Give me an example of a time when you did not meet a
client’s expectation. What happened, and how did you
attempt to rectify the situation?
 Tell me about a time when you made sure a customer
was pleased with your service.
 Describe a time when you had to interact with a difficult
client. What was the situation, and how did you handle
it?
 When you’re working with a large number of customers,
it’s tricky to deliver excellent service to them all. How do
you go about prioritizing your customers’ needs?

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Behavioral Interviewing Techniques
How to Recruit with a Small Team and a
Lean Budget
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values
 Tell me about a time you were under a lot of pressure.
What was going on, and how did you get through it?
 Describe a time when your team or company was
undergoing some change. How did that impact you, and
how did you adapt?
 Tell me about the first job you’ve ever had. What did you
do to learn the ropes?
 Give me an example of a time when you had to think on
your feet in order to delicately extricate yourself from a
difficult or awkward situation.
 Tell me about a time you failed. How did you deal with
this situation?

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Behavioral Interviewing Techniques
How to Recruit with a Small Team and a
Lean Budget
 Tell me about a time you had to be very strategic in order
to meet all your top priorities.
 Describe a long-term project that you managed. How
did you keep everything moving along in a timely manner?
 Sometimes it’s just not possible to get everything on your
to-do list done. Tell me about a time your responsibilities
got a little overwhelming. What did you do?
 Tell me about a time you set a goal for yourself. How did
you go about ensuring that you would meet your
objective?
 Give me an example of a time you managed numerous
responsibilities. How did you handle that?
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values

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Behavioral Interviewing Techniques
How to Recruit with a Small Team and a
Lean Budget
 Give me an example of a time when you were able to
successfully persuade someone to see things your way
at work.
 Describe a time when you were the resident technical
expert. What did you do to make sure everyone was
able to understand you?
 Tell me about a time when you had to rely on written
communication to get your ideas across to your team.
 Give me an example of a time when you had to explain
something fairly complex to a frustrated client. How did
you handle this delicate situation?
 Tell me about a successful presentation you gave and
why you think it was a hit.
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values

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Behavioral Interviewing Techniques
How to Recruit with a Small Team and a
Lean Budget
 Tell me about your proudest professional
accomplishment.
 Describe a time when you saw some problem and took
the initiative to correct it rather than waiting for someone
else to do it.
 Tell me about a time when you worked under close
supervision or extremely loose supervision. How did
you handle that?
 Give me an example of a time you were able to be
creative with your work. What was exciting or difficult
about it?
 Tell me about a time you were dissatisfied in your work.
What could have been done to make it better?
Teamwork
Client-Facing
Skills
Ability to
Adapt
Time
Management
Communication
Skills
Motivation and
Values

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Personality Testing

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Personality Testing
Responses to questions in the personality
test allow potential employers to make
predictions about how one will respond
across a range of vastly different work-
related activities.
These predictions assist employers to
measure how suitable one is for a role.
A Personality Test Is A Method Of
Assessing Human Personality
Constructs.

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Most Popular Personality Tests
1. The Myer-Briggs Type Indicator (MBTI): sensation, intuition, feeling and thinking
2. Disc Assessment: dominance, inducement, submission, and compliance
3. The Winslow Personality Profile: career success and happiness
4. Process Communication Model: harmonizers, thinkers, rebels, imagineers, persisters, promoters
5. The Holtzman Inkblot Technique: reaction time, rejection, place, space, and form of ink blots
6. Hexaco Personality Inventory: humility, emotionality, extraversion, agreeableness,
conscientiousness, and openness to experience
7. The Revised Neo Personality Inventory (Neo Pi-R): extraversion, conscientiousness, agreeableness,
neuroticism, and openness to experience
8. The Personality Assessment System: person’s intelligence, skills, character formation
9. The Birkman Method: person’s reaction to stress; strengths and social behaviour
10. The Enneagram: reformers, helpers, achievers, individualists, investigators, loyalists, enthusiasts,
challengers, peacemakers

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Organizational Physics

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Organizational Physics: What Is It
There are indeed some basic laws of nature that
determine the performance of any organization……If
“physics” is the science of matter and energy and
their interactions, and “management” refers to
principles and methods used to lead organizations,
then Organizational Physics is the translation, or the
common ground, between the two.
~ Lex Sisney ”
“

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1. An organization is a complex adaptive system.
2. An organization is subject to the 1st law of thermodynamics.
3. An organization is subject to the 2nd law of thermodynamics.
4. An organization must shape and respond to its environment and do so as a whole system,
including its parts and sub-parts.
5. An organization is subject to the conditions in its environment.
6. An organization is subject to the laws of motion.
Organizational Physics: The 6 Laws

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Organizational Physics: The Adaptive
Systems Model
Shaping change by managing the
parts or tasks within the system
Shaping change by driving forward
big-picture innovations (the whole)
Responding to change by managing
the parts or tasks within the system
Responding to the whole by keeping
people working well together

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Organizational Physics: The 4 Forces
Producing: Focused on what to do
now
Stabilizing: Focused on how to do
things the right way
Innovating: Asking “why not do it this
way?”
Unifying: Focused on who is doing
what

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Organizational Physics: The 4 Styles
Producer: Results-oriented; follows a
structured approach
Stabilizer: Process-oriented; follows a
structured approach
Innovator: Results-oriented; takes a
long-term view and operates in an
unstructured way
Unifier: Process-oriented; but takes an
unstructured, freewheeling approach
and a long view of change

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Organizational Physics: Mind The Gap
 Measure what style(s) is showing up
in an employee, team, or
prospective new hire;
 Measure the style(s) they desire to
express;
 Measure the style(s) they are
expected to express.
 Then pay attention to any gaps!
Any productivity or engagement “gap” starts to emerge by assessing how an
individual wants to be compared with how they are.

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Organizational Physics: The 4 Styles

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Organizational Physics: Takes Out The
Guesswork

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Offer Letters & Onboarding

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Offer Letters and Onboarding: A Few Tips
How to Recruit with a Small Team and a
Lean Budget
 Have an offer letter template that you can tailor to each
candidate.
 Stick to one company for background checks because
some of them have volume based pricing or monthly pricing.
Always revisit that cost to see what makes sense for your
company.
 Have a standard onboarding process for everyone in the
company and try to have onboarding only once a week to curb
costs.
 Consider going completely digital to save costs.
 Consider the time of the year when relocating a candidate.
You want to be mindful when travel costs are generally lower
(e.g. Spring break time, just before and after the Holiday Season
and for that matter, all Monday mornings & Friday evenings are
high ticket slots).

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Intake Meetings with Hiring Managers

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Intake Meetings with Hiring Managers : Top 10 Questions To Ask
How to Recruit with a Small Team and a
Lean Budget
1. Why is this position open? Is this a new position or a replacement? If a replacement position, why did the
person leave?
2. What can you tell me that is not in the job description? (This question is great for finding out what type
of personality and background would fit in this position.)
3. What challenges do you foresee us facing in filling this position? (Great question that will provide us
with insight as to what is going on in the industry and the company.)
4. What is the career mapping for this position? (This question will outline the reporting structure and career
advancement opportunities for potential candidates. Candidates often ask about advancement opportunities.)
5. What are the non-negotiables? (This is an important question to ask because it highlights what you will
need to source a very basic candidate profile. The absolute must haves can decide whether a candidate is
considered or not.)

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Intake Meetings with Hiring Managers : Top 10 Questions To Ask
How to Recruit with a Small Team and a
Lean Budget
6. What is the salary range? (This is a good time to inform the
hiring manager of the market salary and what you can/cannot do
within that budget.)
7. Can we agree on turnaround time for you to respond to my
candidate submissions? (You should have a service level
agreement with all of your hiring managers.)
8. What are the personalities of the people with whom this
person will be working with closely with? (This question helps
with team cultural fit.)
9. How urgent is this position? Can we schedule interviews right
away?
10.What else should I know that we have NOT
discussed?

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Q&A
Naba Ahmed
With: Moderated by:
OpExpert, Founder
Linkedin page: in/toziel/
Twitter ID: @MsTanyaRecruits
Website: https://opexpert.co/
Tanya Bourque
Editor, Recruiting Brief
Linkedin page: in/naba-ahmed/
Twitter ID: @recruitingbrief
Website: recruitingbrief.com
Email: naba@aggregage.com
www.recruitingbrief.com/webinar-series/thinking-outside-the-bots
www.humanresourcestoday.com/webinar-series/thinking-outside-the-bots