The Recruiting Process and Who Does What

https://www.dhirubhai.net/posts/darren-bush-innovatingwork_ats-recruitmentmetrics-candidateexperience-activity-7119585264401817600-QZrd?utm_source=share&utm_medium=member_desktop

This post came out today talking about setting KPI's for recruiters on "waiting times" between actions impacting candidate experience.

I have SO MUCH to say about this. The first being (and I left an extensive set of comments on the original post): most of the time it is HIRING MANAGERS that are the bottleneck, NOT recruiters. Until employers make recruiting metrics and PROCESS KPI's - with accountability and consequences part of Hiring Manager performance reviews, I will never advocate for recruiters carrying the load for the entire candidate experience - because there are 2-3+ equally culpable team members in this process (one of the BIGGEST blockades to many hire/no hire decisions is interviewer feedback.)

On top of that, one of the EASIEST "fixes" would be for ATS vendors to implement a candidate dashboard where applicants can see exactly what stage their application is in. This would require very little effort, as these are the basic workflows ALL ATS' provide recruiters, hiring managers, recruiting managers, and recruiting coordinators (with varying levels of visibility depending on role.) This is what EVERY recruiter sees on their own dashboard.

So let me just outline the general recruiting process for you; anything with an ASTERISK* is 100% the recruiter’s responsibility, any other step requires someone else to complete a task/workflow:

1) Once the requisition (internal term for "job") is opened, the recruiter generally sets up a time with the hiring manager to go over the particulars of the job. It usually takes about 30 minutes.* We go over questions such as:

-why is the job open (if not indicated on the ATS/HRIS form)?

-Are there any internal candidates, do you want to open it internally first?

-Who will be reviewing resumes and/or conducting functional screens; what are the components of the evaluation process (ie "homework assignments", video/phone calls)?

-Who will be on the final IV panel?

-What are the parameters of the req in terms of budget/leveling (ie can you uplevel for a fabulous candidate, or are you open to someone earlier in their career - and if this is the case, let's open it at the LOWER level. Is your budget the actual compensation range or narrower?)

2) Once all this is agreed upon, the recruiter will open the requisition, either internally, externally, or both.

3) As resumes/applications start coming in, the recruiter does a high level scan, (hopefully) dispositions out candidates that don't meet the requirements, then sends those candidates that do seem to meet them to the hiring manager. The first several resumes/profiles are often used as a "calibration", where the recruiter asks the HM for specific feedback on resumes that do/don't "make the cut". They may also set up weekly resume review/sourcing (often LI Recruiter) sessions for 30 minutes or so to go over candidates.

4) As qualified candidates are identified the recruiter contacts them to set up Recruiting screens - usually 15-30 minutes to go over qualifications and HR questions (compensation, verify employment eligibility), go over the process, answer questions.*

5) If there are no issues, recruiter shares screening notes with HM who determines which candidates will move forward to a functional screen.

6) Recruiter apprises candidates of next steps or closes out the process.*

7) Candidate and screener info are shared with any Coordinator (or the recruiter manages the process*) for scheduling the screen. If there are multiple steps, the recruiter keeps the RC apprised of each step, the RC schedules them (and reaches out to the candidate).

8) If a candidate passes all the evaluation screens, the recruiter sets up a prep call with the candidate*, and lets the RC know to schedule a full interview loop.

9) RC schedules loop with the candidate and all interviewers.

10) Interviewers complete their sections of the interview, provide interview feedback (either in the ATS or via email/other mechanism).

11) Some sort of post-IV meeting including the hiring manager/recruiter happens (usually driven by the recruiter)*. If an offer, the HM determines the offer base salary.

12) Recruiter contacts the candidate to set up an offer call/declines them.*

13) Once the offer call is complete, recruiter produces the offer letter, sends it to the appropriate approval chain.*

14) Approval chain provides their approval/questions.

15) Recruiter either sends the offer letter or contacts the candidate for questions. (Repeat steps 14 & 15 as needed.)*

16) Recruiter kicks off the background check and any onboarding processes.*

17) Once all the hire/onboarding processes complete, the recruiter "hires" the candidate in the ATS and closes out the requisition. This automatically declines all other applicants. (Recruiter should personally decline anyone in screens/interviews)*

As you can see, the recruiter does not "own" every step of the process. We are FACILITATORS of the process, but there are several stakeholders involved.

Please do NOT assume we are the chokepoint of your candidacy. We DO owe you regular, timely updates - both after your initial application and during every step of the way - but we are not able to force a hiring manager, RC, or interviewer to complete their relevant tasks.

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