Activity Flow for Check-In Procedures

Owned by Jacob Adkins (Unlicensed)
Last updated: Dec 15, 2021
3 min read

  • Setting up a weekly check-in call immediately after the intake call (Please copy both your Carrier and Wilson email for the invite).

  • Copying your ROM/TL on the check-in invite. 

  • Sharing a copy of the intake form with the HM and HRBP.

  • Uploading a copy of the intake form in the shared drive and updating the link in Avature.

  • Using the 1st check-in call to discuss the Strategy for the role - RSP.

  • Sharing a copy of the RSP with the HM and HRBP

  • Uploading a copy of the RSP in the shared drive and updating the link in Avature.

  • Recording each check-in call discussion with notes and sharing the notes with HM and HRBP (this will help track action items for the recruiter, HM, and/or HRBP).

  • On the next call, you will be reviewing the notes from the last week's call and taking the discussion forward.

    Preparation (Data and Narrative)

    • RSP - During the first check-in call discuss the RSP report and the data. 

    • Discuss the market analytics and the talent pool available for the role.

    • Speak to Hiring Manager about any prospective strategies that might have worked for similar roles in the past.

    • For every check-in call after the first one, use data from Avature to discuss the talent pool contacted for the role.

    • Discuss any potential challenges you are facing and what strategies you suggest to overcome them.

    • Ask both Hiring Managers and HR Business Partners for potential suggestions as well.

    • Discuss submitted resumes - both rejected and shortlisted.

    • If you are not clear on why a particular candidate was rejected ask for clarity.

    • Make notes during the discussion and share it soon after the call with the Hiring Manager and HR Business Partner. 

    • Be clear on action items for every participant on the check-in call.

    • Follow up on the action items and make notes of any progress during the next call.

    • Should the Hiring Manager miss the check-in call, send an email asking for a convenient time to reschedule the call. You could also follow up on pending action items. 

    • Should the Hiring Manager miss 2 or more consecutive check-in calls without any prior notice - make a note of it in Avature in notes section and inform both your ROM and HR Business Partner. 

Pre-Check in call preparation

  • Send an email to the HM and HRBP a day in advance setting up an agenda for the check-in call.

  • Attach any previously submitted resumes and screeners to the email that are pending feedback. 

Follow up Template - After the check-in call

Follow up Template - Hiring Manager missed the call

Post Call:

  • Mark any time bound action items on your calendar so that you don’t miss or forget it.

  • Chalk out a plan to implement any prospective strategy discussed on the call.

  • Discuss the strategy with your ROM.

  • Start recording the outcome of the new strategy to discuss it with the HM on the next check-in call.

Strategy Discussions (Suggestions, HowTos, Resources)

  • When discussing any strategies that may or may not have worked, it is best to use Data.

  • Linkedin, Indeed, and Career Builder, or any other tools you use could be a good place to start.

  • Use your data from Avature to talk about the outreach and the responses you have received.

  • Talk about any creative tools you might have been utilizing for the role.

  • Linkedin reports/analytics/Claro is a great place to start.