HR Director's Guide: How to get the best results when using an RPO and Internal Talent Acquisition function together!
Using an RPO Recruitment Process Outsourcing (RPO) company as part of your Talent Strategy can be an amazing way to add scalability to your business.? ?Most RPOs will usually prefer to manage the entire recruitment process for a smaller number of roles rather than part of the process for a larger number.? The reasons for this can be many and varied but basically boil down to control. If the two parties work at different speeds, you will often hear criticism that either one side is not getting CVs fast enough of the other side isn’t too slow on providing feedback.
So, here is my quick guide for things to consider when introducing a third party into your recruitment process and how to avoid infighting and squabbling.
Clear Definitions – Avoiding overlap in the process is key.? The RPO provider often handles the Sourcing, Screening and sometimes Initial telephone interview of Candidates.? This needs to be very clearly defined with specific handover points to avoid confusion. Normally this will be defined within the contract with the RPO provider.? This is great but will lead to disaster if not also clearly communicated with the TA team. I cannot stress how important it is that the TA function is fully involved in scope definition and process design.
Tech Integration – This seems obvious, but both the RPO and TA functions should use the same Applicant Tracking System (ATS). This doesn’t have to be a great expense.? But integrating the RPO’s systems with the internal TA’s ATS ensures seamless data sharing, real-time reporting, and a unified candidate experience. Do not use spreadsheets it will end in disaster!
Communication – When you outsource any part of your business process there is bound to be scientism and mistrust. At the end of the day, we are all human right?? That’s why breaking down this barrier as soon as you can is so important. Establish regular meetings and communication channels to discuss progress, challenges, and updates. This ensures that both teams are on the same page and can quickly address any issues. I would highly encourage an off sight “get to know each other” day before you go live if time and budget is available.
Keep KPIs Aligned – If you are using a good ATS then you should be able to get some reasonable performance metrics. However, we all know that the devil is in the details.? My advice is to keep things very simple and agree a small number of KPIs that matter to the business. E.g. time to hire or cost per hire.? Lots of data looks great in a presentation but can divert you from what’s important to your business. ?But most critically make sure both TA and RPO KPIs are aligned. If not, you will be in trouble.
Candidate Experience – Having a disjointed recruitment process is clearly detrimental to the candidate experience.? That’s why consistent branding is important.? What I mean by this is that the candidate should receive the same approach and tone of voice from both parties.? There needs to be an agreed approach in how recruiters describe the business throughs its agreed Employer Value Proposition.? The EVP doesn’t have to be super complex.? But it does need to be consistent.
Compliance And Risk Management – There is a whole other article I could write on risk and compliance. The RPO provider will have expertise to ensure that all recruitment processes adhere to local labour laws, data protection regulations, and other relevant compliance requirements. Both teams should work together to identify and mitigate risks associated with recruitment, such as unconscious bias, data breaches, or non-compliance with employment laws.
By effectively integrating RPO with the internal Talent Acquisition function, organisations can benefit from the expertise and scalability of the RPO provider while maintaining strategic control over their talent strategy. This collaboration can lead to a more efficient, cost-effective, and high-quality recruitment process, ultimately contributing to the organisation's success.
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Written By Ed Bushell August 2024