Better hiring starts at the beginning.

The one sentence that sends a shudder up the spine of any (decent) recruiter?

"Just flick me some resumes"

We basically know that it's going to go downhill from there....

Hands down the most important part of hiring is right at the beginning. The Role Intake Meeting.

Wait, what are Role Intake Meetings?

Role Intake Meetings, also known as Onboarding Meetings, are collaborative sessions between hiring managers and recruiters (either internal TA or external agency partners) held at the beginning of the recruitment process.?

The primary goal of these sessions should be to establish a shared understanding of the job position, its responsibilities, required skills, competencies, and organisational values. This alignment ensures that recruiters can effectively source and screen candidates who best fit the role's criteria while hiring managers can set clear expectations for the recruitment process.

?? Why are Role Intake Meetings the Most Important Part of the Hiring Process?

1?? Quality Work Flows from Here: Imagine a house built without a solid foundation - it might look good at first, but it won't stand the test of time. Similarly, in the hiring process, Role Intake Meetings create the foundation for the entire journey. When recruiters and hiring managers are on the same page from the start, everything that follows, from how the role is advertised and sourced to candidate screening, interviews, and offers/rejections, flows more smoothly and efficiently.

2?? Aligning Expectations: One of the most common pitfalls in the hiring process is the lack of alignment between hiring managers and recruiters. Misunderstandings or differences in defining the job requirements and candidate expectations can lead to subpar hires. Role Intake Meetings address this issue head-on, allowing both parties to discuss and refine the role's specifics, ensuring that they are aligned in their understanding of the ideal candidate profile.

3?? Sourcing the Right Talent: When recruiters understand the intricacies of the role, they become better equipped to identify and attract candidates with the right skill sets, experience, and cultural fit. Without a Role Intake Meeting, recruiters might rely on generic job descriptions or make assumptions, leading to potential mismatches between candidates and job positions.

4?? Enhanced Candidate Screening: Role Intake Meetings empower recruiters to ask the right questions during candidate screenings. This precision saves time and effort by avoiding candidates who don't meet the job's specific requirements, allowing the hiring manager to focus on evaluating only the most suitable candidates during the interview process. Spending less time in interviews that don’t go anywhere should be a top priority for both hiring managers and recruiters.

?? What Happens During a Role Intake Meeting?

These sessions aren't just checkboxes to tick; but should be collaborative sessions that require active participation from both the hiring manager and the recruiter. Here are some key elements to cover during these meetings:

1?? Job Description Refinement: Together, the hiring manager and the recruiter can review and enhance the existing job description. The hiring manager can provide more context and insights into the role's responsibilities and potential growth opportunities. They can clarify things like what the team does, where this role fits, and what the team's focus for the coming month, quarter or year are.

2?? Ideal Candidate Profile: Discussing the ideal candidate's qualifications, experience is crucial. The hiring manager should be clear about any non-negotiable skills or certifications and highlight any "nice-to-have" attributes.

3?? Company Culture and Values: External recruiters especially,?need to understand the company's culture and values to find candidates who are aligned with these.?

4?? Recruitment Process Overview: The recruiter can walk the hiring manager through the recruitment process, providing timelines, communication cadence advice, potential bottlenecks, and steps to streamline the journey.

?? Action Points for Hiring Managers:

1?? Be Proactive: Initiate a Role Intake Meeting before starting the recruitment process. This sets the tone for a successful hiring journey.

2?? Context is everything: During the session, ensure you articulate your vision for the role and provide context to the recruiter. In other words, talk about why a specific skill or competency is important. The more info and context, the better.

3?? Embrace Collaboration: Treat the Role Intake Meeting as a collaborative opportunity rather than a formality. Encourage open communication and welcome insights from the recruiter's perspective.

4?? Continuous Feedback Loop: Keep the dialogue going even after the meeting. Provide ongoing feedback to the recruiter on candidate profiles so they can refine the search as needed.

Role Intake Meetings are the backbone of successful hiring. These sessions really set the stage for the entire hiring journey. When time and effort are invested in them, hiring managers and recruiters can set themselves up for hiring success from the start.

For most people reading this, it's old news. For those who aren't doing this right now, try it. You'll find it's an investment of time well spent.