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Recruitiment Process and Timeframe to hire 18.03.15

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G D Morris RPO EXECUTION PROCESS PER HIRE
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Page 1: Recruitiment Process and Timeframe to hire 18.03.15

G D Morris

RPO EXECUTION PROCESS PER HIRE

Page 2: Recruitiment Process and Timeframe to hire 18.03.15

Recruiting will work closely with the Regional Hiring Managers and Local HR Leaders

Regional Hiring Managers

▪ Prior to actively initiating recruitment, the Regional Hiring Managers

▪ plays an essential role by:▪ Determine if a vacancy could be

fulfilled internally or externally▪ Completing job description within

input from Local HR leaders and recruitment (using a standard template)

▪ Contacting recruiting to educate them on the search needs▪ for local or administrative roles,

local HR Leaders can drive process

▪ Tracks and monitors progress and pushes Recruiting

▪ Serves as the decision maker along with the Local HR Leaders on candidate disposition

▪ Assisting in the offer process▪ Executing the onboarding process

with Local HR assistance(i.e. onboarding plan and announcement)

Global Recruiting Role

▪ Acts as a service provider to the regional hiring managers and Local HR leaders.

▪ Drives and owns the Recruiting life cycle / process the Job Description is completed)▪ Research▪ Sourcing▪ Initial Candidate Screening▪ Assessment (PI and F2F)▪ Interview logistics▪ Offer negotiations▪ Closing process▪ Assist in pre-onboarding where

necessary ▪ Assists regional hiring managers and

local HR leaders in finalizing the initial draft of the JD, while also becoming educated on the details of the spec and aligning on a sourcing plan

▪ Ensures the regional hiring managers and local HR leaders are informed and/or conferred during each major milestone of the recruiting process (or agree on a communications plan)

Local HR Leaders

▪ Provide insights into local trends in the market (i.e. layoffs in the region, competitive intelligence)

▪ Share insights into the local employee or work team working dynamics (i.e. management styles, logistics)

▪ Provides internal benchmark against similar employees in the region

▪ Assist in translating local laws, practices and other sensitivities

▪ Local recruitment coordination when necessary

▪ Participate in interviews when necessary

▪ For local recruiting needs (i.e. administrative , or other positions as agreed)

▪ Execute local on-boarding▪ Conduct contract negotiations as

needed

2

Regional Hiring Manager

▪ Serves as the client for all hiring within the respective company

▪ The HR-Recruiting team will be working in partnership with the respective company to provide the support necessary to attract and retain top talent to the group.

▪ The main role of the Hiring Manager (:▪ Budget approval process▪ Job description creation▪ Providing feedback on

submittals (active candidates)▪ Participation in assessment

process (phone interviews and face to face or SKYPE)

▪ Confer with all key stakeholders to align on an offer decision

▪ Once a hire has been made, the HM will be pivotal in supporting the on-boarding process and play a lead role in the assimilation process to ensure a successful start, as well as laying the foundation for a successful career

Page 3: Recruitiment Process and Timeframe to hire 18.03.15

Global Recruiting Operations Shared Services

Approach and Vision:▪ Our vision is to standardize and centralize all recruiting support activities with a shared

services team that will provide assistance to the varying business served by (client):▪ Increase efficiency achieved through centralizing dispersed operations.▪ Improve service levels by offloading administrative tasks (i.e. phone interview and

F2F logistics coordination) from the Hiring Managers to ensure standadization to the candidate coupled with enabling Hiring Managers to focus on other activities.▪ Process standardization to monitor and track recruiting activity, audit the use of the

recruitment tracking system to ensure reporting is accurate.

Key Tasks:▪ Provide logistical support: PI and F2F logistical coordination (including travel)▪ Track, monitor and audit recruiting expenses globally ▪ Conduct compensation benchmarking for all roles within the client or group of companies▪ Complete all background checks for new employees▪ Ensure recruiting data is tracked for reporting purposes to assist with the tracking of the

candidate volume per vacancy, cycle time, source, cost per hire and quality of service

Operations Shared Services – Approach and Objectives

3

Page 4: Recruitiment Process and Timeframe to hire 18.03.15

Hiring Manager Service Level Agreements (SLA’s)

▪ Initiate Search▪ Reach out to Local HR leaders to ensure budget approval and initiate the draft of the job description (JD)▪ Once Budget approved Liaise with Recruiting to initiate search.

▪ Official Recruiting Kick - Off▪ Collaborate with recruiting to refine and discuss the specifications of the role, sourcing strategy, approach,

etc. (typically via a kick off call)

▪ CV Submittals▪ Review and provide feedback within 2 business days▪ Provide detailed feedback (at least a few sentences), for calibration purposes

▪ Interviews▪ Work closely with the Recruiting team to conduct phone interviews (PI’s / VC’s) or face to face (F2F)

interviews in a timely manner (to avoid delays)▪ PI: within few business days▪ F2F or VC: within 1-2 weeks (ideally sooner)

▪ Closing ▪ If necessary, assist recruiting in the closing process (i.e. additional discussions to sell the role, access to the

team, promote the company.)

▪ General Communications▪ Proactively reach out to your Recruiter / Recruiting leadership for feedback ▪ Provide timely updates if spec changes.▪ After the hiring process, inform local HR leaders and/or Recruitment of involuntary or voluntary

terminations.

4

Page 5: Recruitiment Process and Timeframe to hire 18.03.15

5

High Level Recruiting ProcessRecruiting Lifecycle Industry Standards: Mid-Level: typically 4 – 6 months; Director Level & Above: May take 9 to 12 months

Pre-search Research1 2

(R)esponsible*

Main Elements

• Obtain budget approval• Finalize Job

Description (JD) / Understand scope of the role• Finalize where the

role sits within the business

Hiring Manager

Candidate Sourcing

3 Candidate Submittal & CV Screening

4Phone Interview

(PI)3

5Face to Face (F2F)

/ VC Interview3

6Offer /

Negotiations

7On-boarding /

Start

8

Phase 2: Active Candidates to Close 2 to 3+ months

(Timeline is highly dependent on hiring manager & candidate availability)

Phase 1: Prospecting3 to 6 weeks

• Hold Kick-off call with Hiring Mgr• Research the market• Fine tune JD• Determine candidate

source

• Begin prospecting candidates• Sell the specific

company & position to prospective leads• Initial candidate

screening by recruiter

• Submit a “real” candidate to hiring manager for consideration• Obtain feedback

from hiring manager & recalibrate against JD

• Schedule a PI for favorable candidatesNote: timeline largely dependent on hiring mgr availability

• Favorable candidates advance to in person or VC w/ hiring managers.Note: : timeline largely dependent on hiring mgr availability• Early “back -door”

reference checking

• Negotiations with candidates (can last longer for senior positions)• Complete reference

and background checks

• Finalize offer agreement• Prepare on-boarding• Candidate provides

notice at current employer (can take up to 3 months if candidate is from within Europe)

Timing:Director Level &

above

Timing:Mid-Level

Timing:Entry-Level

1 week1-2 week

(and ongoing throughout search)

2-3 weeks(and ongoing

throughout search)24-48 Hours

1 week(depends on hiring mgr

availability)

2-4 weeks(depends on hiring mgr

availability)

1-4 weeks(depends on candidate)

4-6 weeks(up to 3 months notice

period)

Hiring Manager

Hiring Manager

Steps

Pre-recruiting / Sourcing

Active Candidates

(C)onsulted*(I)nformed*

2-3 days2-3 days

(and ongoing throughout search)

1-3 weeks(and ongoing

throughout search)24-48 Hours

1 week(depends on hiring mgr

availability)

1-3 weeks(depends on hiring mgr

availability)

1-2 weeks(depends on candidate)

3-6 weeks(up to 3 months notice

period)

Hiring Manager

Hiring Manager

Hiring Manager

Hiring Manager

Hiring Manager

Recruiting Recruiting Recruiting l Recruiting Recruiting Recruiting Recruiting Hiring Managers and Local HR

1-2 days1-2 days

(and ongoing throughout search)

1 week(and ongoing

throughout search)24-48 Hours

1 week(depends on hiring mgr

availability)

1-2 weeks(depends on hiring mgr

availability)

<1 week(depends on candidate)

2-4 weeks(up to 3 months notice

period)

*(R)esponsible: executes the task; (A)ccountable: defines the objectives and tasks; sets the direction to ensure achievement against said objectives; (C)onsulted: provides information to complete the task; (I)nformed: notified of the task & result

(A)ccountable* Recruiting and Local HR

Recruiting and Local HR

Recruiting and Local HR

Recruiting and Local HR

Recruiting and Local HR

Recruiting and Local HR

Recruiting and Local HR Recruiting and Local HR

New Employees

Page 6: Recruitiment Process and Timeframe to hire 18.03.15

6

Managed by NewScope Services

Pre-search1

Candidate Sourcing

3 Candidate Submittal & CV Screening

4Phone Interview

(PI)3

5Face to Face (F2F)

/ VC Interview3

6Offer /

Negotiations

7On-boarding /

Start

8

Local HR and Recruitment

Recruitment

Hiring Manager

Inform local HR and Recruitment of a new

position.

Receive confirmation from the Hiring Mgr

that position I immidiately active and

ready to hire

Take the lead in developing &

completing the Job Description (JD) using the standard template

HR to Notify Recruiter of new position

Send completed JD to Recruiter

Start

Proceed to

1. Pre-search

Recruiter prepares to initiate assignment and ensures all information provided is enough to

initiate search

Work with Finance and local HR to include the role in the budget and

in the org chart

Identify recruiting need for Specific

company

Research2

Actively collaborate with Local HR and Recruitment

to develop & complete Job Description (JD) using

a standard template

Recruiter obtains JD and geographic location

1 2 3 7

4

6

5

8

9 10

11

Page 7: Recruitiment Process and Timeframe to hire 18.03.15

7

Pre-search Research1 2 Candidate

Submittal & CV Screening

4Phone Interview

(PI)3

5Face to Face (F2F)

/ VC Interview3

6Offer /

Negotiations

7On-boarding /

Start

8

Local HR

Hiring Manager

Recruiter reviews JD with Hiring Mgr to further define the role

Proceed to

2. Research

Recruiter discusses sourcing strategy with the Hiring

Manager

Recruiter conducts research on the talent pool within the market

Performed in parallel

Recruiter works with the Hiring Mgr to determine sourcing costs, budget &

lead time implications

From

Work closelywith the Recruiter to further define

the role

Work closely with the Recruiter to

define the sourcing strategy

Work closely with Recruiter to determine

sourcing costs, budget & lead time implications

3. Candidate Sourcing

Post position on Website

Post position on external sites(i.e. Linkedin)

Direct source through industry associations, conferences, etc.

Engage agency if necessaryAssuming position is not

confidential / replacement: prepare an external advert

Recruiter

Candidate Sourcing

3

Receive updates from Recruiter

(when available)

Receive updates from Recruiter

(when available)

Provide regular updates to Hiring Manager & Local HR

Receive updates from

Recruiter (when available)

Provide regular updates to Local HR

13

19

25

15

22

12

1721

14 16 18 20

23

24

26

10

26

Recruiter holds kick off call with Hiring

Mgr to discuss roles, process

reminder of SLAs

11

Page 8: Recruitiment Process and Timeframe to hire 18.03.15

8

Research Phone Interview (PI)3

5Face to Face (F2F)

/ VC Interview3

6Offer /

Negotiations

7On-boarding /

Start

8

Local HR

Hiring Manager

Candidate Submittal & CV Screening

4Pre-search

21

Stakeholder 4. Candidate Submittal & CV Screening

Proceed toRecruiter identifies short list of candidates

Recruiter screens CVs to identify potential candidates for initial

conversation

Recruiter sends screened CVs to

Hiring Mgr for review & feedback

Review CV’s

CV accepted?

Recruiter recalibrates search parameters

and/or JD (if needed)

Recruiter lists candidates for phone interview(For this example,

candidate is based in London, KSA)

No

Yes

Candidate Sourcing

3

Recruitment

Provide regular updates to Hiring Manager & Local HR

Receive updates from Recruiter

(when available)

Receive updates from Recruiter

(when available)

! Provide detailed feedback to the Lead Recruiter within 2

business days. (Explain why candidate is a

good fit or not)

Return to

Recruiting schedules & Lead Recruiter conducts

initial conversation with potential candidates

From

30

31

27

3334

28 29 32

36

3735

23 24 2625

38

23 24 2625

Page 9: Recruitiment Process and Timeframe to hire 18.03.15

9

Phone Interview (PI)3

5Research Offer /

Negotiations

7On-boarding /

Start

8

Local HR

Recruitment

Hiring Manager

Pre-search21

5. Phone Interview (PI)3

Proceed to

From

Recruiting reaches out to Hiring Manager to schedule

phone interview

Recruiter secures dates and times from Candidate

Candidate Sourcing

3 Candidate Submittal & CV Screening

4

Conduct Phone Interview

Set up F2F interview?

No

Yes

Recruiter recalibrates search parameters and/or

JD (if needed) / provide feedback to candidate

Back to

Place importance in scheduling

phone interview

Provide detailed feedback to the Recruiter

within 2 business days.

(Explain why candidate is a good fit or not)

!

Receive updates from Lead Recruiter

(when available)

Provide regular updates to Local HR

Recruiting sets up phone interview between Hiring

Manager & candidate

Face to Face (F2F) / VC Interview3

6

Recruiter to initiate Face to Face interview (or VC) assist

with local HR

41

39

38

43

40

44

42 47

46

45

37

48

23 24 2625

Page 10: Recruitiment Process and Timeframe to hire 18.03.15

10

Research Offer / Negotiations

7On-boarding /

Start

8

Local HR

Recruitment

Hiring Manager

Face to Face (F2F) / VC Interview3

6Pre-search

21

6. Face to Face (F2F) / Video Conference (VC) Interview3

Proceed to

Recruiting sets up face to face interview (scheduling, candidate travel booking,

etc.). VC can be arranged if travel

is not possible

Recruiter discusses next

steps with Hiring Mgr & Local HR

Initiate offer proceedings

Hire candidate?

Recruiter recalibrates search parameters and/or JD (if needed) / provide feedback to candidate

Candidate Sourcing

3 Candidate Submittal & CV Screening

4

Conduct Face to Face interview or

VC (HRBP or HR designee)

Conduct Face to Face interview

(or VC)

No

Yes

Back to

Recruiter reconfirms

package with Hiring Manager

and Local HR

Place importance in scheduling phone

interview

Place importance in scheduling phone

interview

!

Recruiting coordinates Travel and confers with

local HR and Hiring Mnagers to determine

best location for face to face interview

Phone Interview (PI)3

5

Recruiting retrieves candidate information

from (candidate tracking System) to

determine candidate level & other details

Travel Required?

From

Recruiting secures approval for

travel and visas

Recruiting processes & secures Travel Visa (if needed) via local HR

Yes

No

Provide detailed feedback to the Recruiter within

2 business days. (Explain why candidate is a

good fit or not)

54

55

48

56

58

57

49

50

51 52

53 5960

61

6263

47

64

23 24 2625

Page 11: Recruitiment Process and Timeframe to hire 18.03.15

11

Offer / Negotiations

7Research

Local HR

Recruitment

Hiring Manager

Pre-search21

7. Offer Negotiations

Proceed to

From

Provide Local HR and Hiring Mangers with pre-negotiated terms

Recruiter to provide verbal offer

to candidate

Recruiter begins pre-negotiation discussions (inform candidate that

reference checks will be performed

Recruiter generates a written offer for

Local HR

Recruiter notifies Hiring Mgr & Local HR; Ensures receipt of fully executed employment agreement

Candidate Accepts?

Lead Recruiter recalibrates search

parameters and/or JD (if needed); lessons

learned

Candidate Sourcing

3 Candidate Submittal & CV Screening

4

No

Yes

Back to

Phone Interview (PI)3

5Face to Face (F2F)

/ VC Interview3

6

Recruiter conducts reference checks

Recruiter will receive

Agreement Terms from Local HR and

Hiring Manager with 1 business week

Provide assistance in closing the

candidate

Recruiter leads negotiations with

the candidate

On-boarding / Start

8

Adjust package based on negotiations;

Provide regular updates to Hiring Manager & Local HR

Receive updates from

Recruiter (when available)

Receive updates from Recruiter

(when available)

Provide assistance in closing the candidate

(i.e. leverage other people in the team)

Be available for additional

discussions with the candidate

Recruiting initates reference checks

Recruiting r tracks, monitors,

follows up.t

Report checks to Hiring Managers and

local HR

Proceed with

Offer?

Yes Recruiter informs

candidate that hiring process can not

proceed and provide feedback

Recruiter to discuss with

Hiring Mgr & Local HR any red flags or

deal breakers

No

74

75

64

76

78

77

80

65

66

71

67

7273 79 81

68 6970

82 83

84

85

86

63

87

23 24 2625

Page 12: Recruitiment Process and Timeframe to hire 18.03.15

Step #8: On-Boarding / Start Process

12

Pre-search Research

1 2

Candidate Sourcing

3Candidate

Submittal & CV Screening

4Phone

Interview (PI)3

5

Face to Face (F2F) / VC Interview3

6

Offer / Negotiations

7

On-boarding / Start

8

Pre-start8a

Week 18b 30 Day

Checkpoint

8c 90 Day

Checkpoint

8d

The Local HR AND Hiring Manager will serve as the PRIMARY POINT OF CONTACT during the On-boarding stage with support from Recruitment

where necessary

The hand off from Recruitment to Local HR and Hiring Managers occurs at this step The “On-boarding / Start” process is subdivided into 4 extra steps represented in the

subsequent slides

Page 13: Recruitiment Process and Timeframe to hire 18.03.15

13

Research

Local HR

Recruitment

Hiring Manager

Pre-startPre-search

21

8a. Pre-start:

From

InitiateOn-boarding

process

Notify hiring mgr &

Recruiter of start date

Begin serving as primary point person and build relationship with

the candidate

Finalize on-boarding

plan with Hiring Mgr

Candidate Sourcing

3Candidate

Submittal & CV Screening

4Phone Interview

(PI)3

5Face to Face

(F2F) / VC Interview3

6

Compose the initial draft for the on-boarding plan

and announcement

Local HR aligns with the Recruiter &

Hiring Mgr on candidate start date

Complete all required HR forms ???

Offer / Negotiations

7

Provide regular updates to Hiring Manager

8a

Week 18b

30 Day Checkpoint

8c90 Day

Checkpoint

8d

8. On-boarding / Start

Reach out to new employee before start

date to begin assimilation process

Complete all required Banking actions

Ensure compliance with work authorization (i.e. Visa

requirements)

Complete relocation related action items(when applicable)

Proceed to

Complete all tasksrelated to: Office, Laptop,

Equip, Phone

Coordinate with Local HR and Recruiting to

prepare for employee’s week 1

activities

s Recruiting conducts audit to ensure the following:• Source• CV• Candidate details• Cycle time (includes search start date & acceptance date)• Start date

Recruiting d to continue updating

Candidate Management system

where necessary

See Hiring Manager Checklist

See Local HR and Hiring Manager Checklist

In Parallel:

Enter new employee data into management system

Complete announcement post on website for senior roles

Continue to maintain relationship, answer questions and confer

with Local HR and Hiring Manager

Perform team announcement for

non-senior roles

Provide input to the On-

boarding plan

Secure fully executed employment letter from

Lead Recruiter and file

Take Lead in coordinating with

Hiring Mgr to prepare for employee’s Week 1

activities

88

87

89

105 107

92 93 94 95 106

108

90 91

96

97

98

99

100

101

102

103

104

86

109

Page 14: Recruitiment Process and Timeframe to hire 18.03.15

14

Research

Local HR

Recruitment

Hiring Manager

Week 1Pre-search

21

Stakeholder 8b. Week 1:

From

Candidate Sourcing

3Candidate

Submittal & CV Screening

4Phone Interview

(PI)3

5Face to Face

(F2F) / VC Interview3

6Offer /

Negotiations

7 8b

Pre-start8a

30 Day Checkpoint

8c90 Day

Checkpoint

8d

8. On-boarding / Start

Proceed to

Conduct New Employee Orientation to discuss the following:• Roles & Responsibilities•Org Chart• Business plan & objectives (when

relevant)• KPIs (initial discussion)• New employee questions

Introduce new employee to the

team

Ensure allequipment &

communication needs are provided and

working

Discuss with the Hiring Manager

candidate feedback and address any issues

Coordinate introduction of new employee with

key executives

Conduct New Employee Orientation to discuss the following:

• Employee handbook• HR Forms• New employee questions

Check in with new employee to discuss status

of first week of employment

Welcome new employee

110

109

112

113

115

111

114

116

108

117

Page 15: Recruitiment Process and Timeframe to hire 18.03.15

15

Research

Local HR

Recruitment

Hiring Manager

30 Day Checkpoint

Pre-search

21

Stakeholder 8c. 30 Day Checkpoint:

From

Update Recruitment with takeaways from feedback

meeting

Candidate Sourcing

3Candidate

Submittal & CV Screening

4Phone Interview

(PI)3

5Face to Face

(F2F) / VC Interview3

6Offer /

Negotiations

7 8c

Pre-start8a

Week 18b

8. On-boarding / Start

Conduct 30 day feedback meeting

and solidify KPIs with employee

90 Day

Checkpoint

8d

Conduct 30 day feedback meeting with employee & ensures KPIs are updated

Discuss with Local HR takeaways from feedback meeting and address any

issues (if necessary)

Update Recruitment with takeaways from

feedback meeting

Conduct 90 day feedback meeting with employee and check in

on progress against KPIs

Conduct 90day feedback meeting with

employee and confer on progress against KPIs,

overall role, etc.

Discuss with Local HR takeaways from feedback meeting and address any

issues (if necessary)

Recruiting to continue updating Candidate Tracking system for any changes (i.e.

Red Flags, Terminations)

End

8d. 90 Day Checkpoint:

117

118

119 121 123

120 122124

116

Recruiter solicits input from Local HR on

employee performance & overall status

126125


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