Timeline-Based Approach When Partnering with an OnDemand Talent Firm

Here’s a timeline-based approach to onboarding an on-demand recruitment firm, from the start of engagement to completion:

1. Initial Setup & Agreement (Before Engagement)

? Define Scope and Objectives

• Outline hiring needs: number of managed reqs,? job titles, locations, hiring volumes, and timelines.
• Clarify whether the focus is sourcing, full-cycle recruitment, or specialized hiring.
• Establish priorities (e.g., filing urgent vacancies, support during hiring peak, DEI hiring, passive outreach, executive search).

? Discuss Compliance & Confidentiality

• Ensure recruiters understand DEI policies, salary transparency laws, and compliance rules.
• Sign NDAs if handling sensitive hiring data.
• Clarify data security and candidate information management.

? Align on Fees & Payment Terms

• Define pricing structure: hourly, retainer, per hire, or success-based.
• Confirm invoicing cycles (weekly, bi-weekly, monthly).
• Outline refund policies or guarantees for unsuccessful hires.

2. Onboarding & Integration (Week 1-2)

? Clarify Performance Metrics

• Set KPIs:
• Determine reporting cadence (e.g., weekly updates, real-time dashboards).

? Ensure ATS and Tech Access

• Provide ATS access (if applicable) and offer training if needed.
• Determine how candidate data will be shared (spreadsheets, direct ATS entry, etc).
• Align on candidate ownership rules to prevent duplicate submissions.

? Streamline Communication and Workflows

• Assign a point of contact on both sides to ensure alignment.
• Establish preferred communication channels (Slack, email, ATS notes, weekly calls).
• Clarify decision-making authority (who approves offers, provides feedback, escalates issues).

3. Execution & Active Recruitment (Ongoing)

? Set Expectations on Candidate Experience

• Define how recruiters engage candidates (emails, calls, LinkedIn).
• Align messaging with employer branding and value proposition.
• Clarify whether the firm handles rejection feedback or if it remains internal.

? Monitor Performance & Adjust Strategies

• Track KPIs and recruiter effectiveness.
• Identify hiring roadblocks (e.g., pass-through rates, unrealistic expectations, slow feedback loops, offer rejections).
• Optimize sourcing and engagement strategies as needed.

4. Review & Wrap-Up (End of Contract or Quarterly)

? Plan for Scaling and Adjustments

• Assess scalability based on fluctuating hiring demands.
• Determine if the firm will continue, expand, or adjust their role.
• Who will unfinished work be handed over to.?

? Gather Feedback & Evaluate ROI

• Conduct quarterly feedback sessions with hiring managers.
• Review the effectiveness of the partnership based on hiring success.
• Make decisions on contract renewal, expansion, or termination.

Final Thought

Structuring the onboarding process into clear phases ensures that the recruitment firm integrates efficiently, aligns with your hiring goals, and delivers measurable results. A well-planned approach minimizes misalignment, improves collaboration, and sets the stage for long-term success.