At MatcHR we like to work in full transparency. Below is a detailed step by step workflow on how we will work together.
“If you can’t describe what you are doing as a process, you don’t know what you are doing” - Edwards Deming Before we start 🏁
Before we start we need to get some information to hit the ground running and align on the right priorities.
You will send us the job descriptions for the roles you would like us to work on If available you will send us the (estimated) hiring plan for the next quarter(s) We have an intake call to discuss all requirements of our cooperation: Discuss the roles we will be sourcing on and hiring priorities Define the scope of our work (sourcing, screening, scheduling, offering, onboarding) Discuss the process requirements (e.g. usage of ATS, frequency of update calls, etc.) Discuss the templates to be used to approach candidates and information that can be shared Discuss the companies not to be approached from Discuss the current recruitment process Align on our reporting cycle Confirm the start date of our cooperation Start cooperation: Hiring plan 🗺️
Depending on the availability of data we will create a hiring plan during the first three days of our cooperation.
If available we like to receive data on (if available): Time to hire (and troughput time per stage) Conversions per recruitment stage We will do market research on the following data points: Current company employees (based on LinkedIn) Example of market research We will create a sourcing strategy based on your requirements Example of sourcing strategy Together we will create an expected recruitment funnel based on your and our data Example of recruitment funnel Discuss overall hiring plan and optimize recruitment process where possible Plan daily, weekly and monthly communication moments Communication 🤝
We like to be in continuous communication with you. However, we have a set of predefined communication moments during our cooperation.
Daily
In the first week and sometimes the second week we have a daily check in to discuss our progress and to ensure we understand your requirements as soon as possible. We give a short update on our actions and our progress and discuss any questions that might arise. We have learned that this helps in building trust and understanding quickly.
Weekly
Every week we have a half an hour update call to discuss our progress. We discuss candidates that are in the process, share some of our learnings and ensure we are aligned on priorities.
Monthly
Every month we have a one-hour review of our cooperation. We share the actual number of all the activities in the month, compare this to previous months and if needed to external data. We share learnings from both sides and agree on the priorities for the next month.
Quick communication: Slack / Whatsapp
With several of our clients we communicate directly into their Slack. With other who don’t use Slack we communicate via Whatsapp.
Preparation and intake calls 🤙
We will pre-fill the intake form(s) based on job descriptions We schedule a call with hiring managers (1 hour) to discuss the role based on our intake form We build a sourcing strategy We create outreach messages for LinkedIn, email and other platforms We will find first 10 candidates per role to iterate on with hiring manager(s) and/or recruiters We create interview scripts We schedule shadow interview calls with your recruiters Optional: we check on inbound strategy (vacancy texts, job boards, social media) We receive access to ATS (if possible) Execution of search and qualification 🚀
We prepare a timeline and targets for the week and the month We will start to source based on our initial sourcing strategy We will start to outreach and interview candidates We conduct one or more shadow interviews (if needed) Continuous communication to update on progress and feedback from candidates Continuous improvement of outreach strategy and sourcing strategy Candidate experience ❤️
We constantly follow up with candidates and answer any questions regarding the role and hiring process, if needed remind the hiring team to provide feedback We communicate within 24 hours to candidates whether they have been invited for an interview We schedule a preparation call with candidates before the interview (if needed) We send the candidate preparation material In case applicable: we share latest insight pre-interview with the client and schedule evaluation call Continuous steps 🔄
Keep track of numbers while sourcing (ongoing) (conversions, submitted candidates, open rates) Keep track of numbers while interviewing (ongoing) (how many interviews and conversions through the process) Adjust search/InMails/channels etc. to optimize sourcing (ongoing) Capture all candidate information in ATS (ongoing) Perform update calls (ongoing) Discuss weekly results with MatcHR team to share learnings and leverage this (ongoing) Sourcing training 💪
At MatcHR we are proud to call ourselves experts in sourcing. We offer tailor made sourcing trainings on topics that are relevant for you. We have trained the tech recruitment teams of companies like and Mollie. “I would highly recommend the sourcing training from MatcHR, they have given me practical tools and insights that I can use in my daily work as a tech recruiter” - Tech Recruiter from Booking.com Some of the topics we can train on:
Advanced GitHub/Stackoverflow/Kaggle sourcing The power of automation in sourcing and recruitment What tools to use as a sourcer How to scrape meetups, LinkedIn groups and other data sources Or any other topic that is relevant for you Examples of presentations
How to use Upwork, MeetUp and Twitter to find developers
The Power of Automation in Sourcing and Recruitment
Sourcing as a Service: MatcHR cooperation
