SENDOUTS & PENDING
Send out and pending are two terms that you will hear a lot here, at ISGF. A send out, also known as an interview request, occurs when a client requests to interview a candidate. Pending refers to any candidate that has received an interview request and is still being considered for the role.
SENDOUT PROCESS
When you hear that you have a send out, follow these steps:
Step 1: Celebrate!
Recruiting is a tough industry with lots of ups and downs. It’s important that you take the time to celebrate every win.
Step 2: Get the details
Confirm with the Account Manager the details about the send out, this includes type of interview, who the interview is with, how long it will be, and what time the client has requested it.
Step 3: Call your candidate
As soon as you have the interview information, immediately call your candidate to confirm their availability. It is important that this is done in real time, do not keep the client waiting. In addition to confirming your candidate’s availability, tell the candidate that you will need about 20 minutes to conduct an interview prep and schedule a time to execute that prep.
Step 3: Notify the Account Manager
As soon as you have confirmed your candidate’s availability to interview, notify the Account Manager immediately so they can update the client.
Step 4: Update Bullhorn
When the interview has been confirmed by all parties involved, update the candidate and job order workflow by scheduling the interview within Bullhorn.
Step 5: Update the White Board
On the
contract white board, move your candidate’s name form the “submitted” box to
the “first interview” box
Step 6: Email interview confirmation to candidate
Ensure that you send an official email to your candidate confirming all the details of the interview. In the email, include the interview type, who the interview is with, the date and time of the interview, the date and time of your scheduled interview prep, and as a little extra value add, you can also include information about the interviewers, i.e. LinkedIn profiles, and any pertinent interview collateral located in LEO.
If the interview is a phone interview, include who is initiating the call and any contact numbers or conference call instructions (if relevant). If the interview is on-site, include the clients address, driving directions, and instructions on where the interview is being held within the building. If the interview is a Skype interview, include the interviewer’s Skype ID and who will be initiating the call.
Step 7: Conduct interview prep
Prepare your candidate as best as posable by following proper candidate interview prep procedures.
BULLHORN: LOGGING A SENDOUT
When a client requests to interview your candidate, you must follow specific steps to ensure that the activity gets logged properly and the details of the interview are logged in Bullhorn for historical purposes. From the job order record, click on the Activity tab, then Internal Submissions. Find the specific candidate your client is requesting an interview with, select the dropdown for that candidate, then click on Interview.
You will now be brought to the Edit Internal Submission screen. Confirm that your candidate’s name is correct, that the “New Internal Submission Status” has changed to Interview. In addition, you must input the rates or salary at which you are submitting the candidate to the client. This is a critical step as it will serve as your record in the event there is any confusion in the future.
You may also enter any comments in the comments section. It is a best practice to enter the email of the recruiter who represents the Candidate so that they are informed automatically by Bullhorn that an interview is being requested.
As a final step, always change the “Schedule Next Action” step to Add Appointment. This step is critical because Interviews in Bullhorn are not logged in the workflow unless an appointment is created and has passed. This is to say that even though you may have logged an Interview appointment, the activity will not log on the Bullhorn workflow until the interview time and date has passed. Consequently, this will also not show on your metrics reporting.
When logging an Interview, you must always be sure to:
- Change the “Type” to Interview
- Enter the correct time and day of the interview
- Link the appropriate Contact Reference, Candidate Reference, and Job Reference
Working from the job record will auto-populate many of these fields for you, however, it is always best to ensure that everything is accurate. Many of the errors in daily metrics reporting can be attributed to this section alone. When you link these items, the corresponding workflow icons will also adjust accordingly on the Candidate Record, Company Record, and Contact Record.
If there is any pertinent information the candidate must know prior to the interview, you can upload a spec sheet to the appointment, or log within the Description open text box.
When sending out candidates for 2nd, 3rd, or Final Interviews, you will follow the exact same steps as above, however, you would ensure that your New Internal Submission Status correlates to the interview stage that you are logging. Additionally, it as just as critical to ensuring you log the proper appointment type on the appointment screen.
PUSH THE PROCESS
Time kills all deals! This means that the longer you have a candidate sitting in limbo, waiting for an interview or offer, the greater your chances of the deal going south. On average a qualified candidate spends no more than 14 days on the market before receiving an offer, and subsequently, accepting a position. Use the pending board to track who you have in play and apply pressure on your Account Managers to move these candidates through the process.
TRACK CLOSE RATIOS
Tracking your pending also allows you to forecast future billings. For a new recruiter, on average, 33% of your pending will close, meaning if your goal is to bill $200 in NGM a month you would need to constantly have over $600 total NGM in pending. Once you have identified what your close ratio is, you can look at your pending list and have a good idea of what you will bill for that month.
There are only two ways to increase your personal billings per month, 1) add more deals to your pending list, or 2) increase your close ratio. That’s it, there is no special formula, no coveted industry secret, you either need to work harder, or increase your efficiency.