MatcHR's Employee Handbook Published

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Client management

RPO way of working

Decide on what roles to work on

Initial contact with potential client

Schedule call with client to discuss requirements (timing, role(s), long- shortlist)

Perform call

Align with client what our role is: what tasks do we perform and when do we hand over a candidate (longlist/shortlist/assessment etc.)

Align on our way of working and what types of roles we will be working on and schedule a follow up in the call

Request from client specifics on what roles to be worked on

Discuss about the process of opening a new role and what will be our role in that case

Prepare proposal including market statistics (market volume, salary benchmarks)

Send proposal to client before follow up call

Receive feedback from client on proposal

Prepare contract for client

Send contract and terms and conditions

Monitor contract is returned

Hiring strategy

Conduct research about the client (market, people, jobs, product)

Decide the way of working (remote, on-site or hybrid)

Prepare market statistics (what competitors do, what salary the other companies offer, check the job descriptions, change the process = the goal is to achieve the best results)

Create inbound strategy (use of automation tools, channels, job boards, social media platforms, Boolean strings, target audience)

Check

Sourcing as a Service⁠

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Create outbound strategy (represent the results of our search)

Include market insights such as market volume, salary benchmarks and Glassdoor reviews

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Finalize LinkedIn sourcing / outreach templates if developed by MatcHR and align with client on templates

Validate that all information is finalized to start sourcing and client has agreed to process and templates

Prepare internal timeline and targets (for the week and going forward based on the KPI framework)

Before the kick-off call

Request job descriptions for the roles

Decide on internal resources to be used

Pre-fill client intake form based on job descriptions

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The Intake Form⁠

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Request client to fill out intake forms per role

Request input on process requirements (e.g. usage of ATS, frequency of update calls, etc. (standard email to be developed))

Request input on templates to be used to approach candidates and information that can be shared

Request input on companies not to be approached

Schedule call to go through requested information in roles and process

Prepare additional questions for call by e.g. reviewing the company website, LinkedIn profiles of counterparts, etc.

Kick-off the role with the hiring manager

Introduction of the people that are on the meeting (tell a bit our experience, similar roles we’ve worked on, our background)

Ask questions about the hiring managers to create a more friendly environment

Explain the way we will work and how we will be a part of their team

Agree on:

Way of working

Templates

Salary range

Interview process

Shadow interviewing (not with remote hiring)

Feedback cycle

Reporting structure

Way of communication and agree on daily-weekly-monthly catch-ups

Learn about the team’s environment (activities, size of the team, consistency of the team)

Align on what is the best way to represent the company

Talk about the selling points of the company

Send a follow-up email with summary of the call with possible action points and agreements on way of working including Rules of Engagement and confirmation of agreed salary range

Send example profiles per role to client

Agree with client on structural moments for shadow interviewing

Discuss example profiles and push client for feedback on profiles within 24 hours - ensure this is a call so you can push for flexibility (e.g. profile X would be EUR 10 K more expensive, is that feasible?)

Ask the availability of Hiring Manager for the interviews and access to the calendar

Arrange a face to face meeting or even a work-together day (when it’s possible), so we can get a real feeling of how it is to work within the company

Communication

With our clients we have daily, weekly and monthly communication moments. Depending on the type of contract we have different ways of working and communicating.

We always make sure to establish a friendly relationship before we talk business. We Invest time and we want to understand what the hiring managers (and colleagues) do in personal life. What interests they have? Do they have children? Where do they live? What do they share on LinkedIn? Anything to establish trust and a friendly relationship

We are always on time

Prepare for each meeting and have a clear agenda and structure

Use every moment to communicate. We are remote so our moments of communication are rare so we always take the opportunity to do so.

Reports! We are remote. 99% of our work is invisible to the hiring managers. It’s our role to remind the client of every action that we have taken during the day, week and month. Below an example of a daily update via Whatsapp:

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Candidate validation

Quick iteration with hiring manager on shortlisted candidates

Start sourcing and optimize inbound strategy

Start sourcing based on initial sourcing strategy

Start with ATS of the client

Start outreaching passive and active candidates

IV process

Schedule call with candidates that replied positively

Prepare call with candidate by reviewing his / her profile, drafting initial questions

Perform call with candidate (follow the IPMERC rules for the interview part):

Check on fit for the role based on the evaluation criteria set out by the client

Check the technical and cultural match

Agree on way of working / Rules of Engagement

Salary expectations (be very specific)

Send candidate a follow-up email in which you explicitly confirm the Rules of Engagement and salary expectations

Prepare candidate introduction with client (in case good client) based on the agreed evaluation criteria

Send candidate introduction to client directly or via the ATS with a follow-up email and remind them of the agreed turnaround time and request a call to discuss candidate / batch of candidates

Push client for feedback in case the deadline expired and highlight why we need feedback fast (competitive market, candidate’s availability, candidate received another offer, candidate in process with other companies)

Perform call with client on candidates to get feedback and potentially exchange views on candidates in case of open points after evaluation form. Also discuss what the interviews look like

Do a preparation for the interview including:

Communicate within 24 hours to candidates whether they have been invited for an interview

Schedule a preparation call with candidates before the interview

Send the candidate preparation material

Perform preparation call with candidate and schedule evaluation call

In case applicable: share latest insight pre-interview with the client and schedule evaluation call (per candidate)

Feedback on the candidate:

Perform evaluation call with candidate

Note down all questions and interview details that the candidate has shared

Perform evaluation call with client

Call with candidate about client feedback and follow-up

Schedule potential next rounds and follow the same logic as above

Hires

Call the candidate pre job offer to confirm all details that he wants

Call the client pre job offer to share the details (creating space) and confirm what the client has communicated before

Send the offer to the candidate (either via the recruiter or include us on the email)

Negotiate contract and make offer with candidates

Onboarding

Confirm the starting date

Ask who will create the contract

Ask what is the process

Check what the candidates need regarding the equipment

Help with payroll & compliance when hiring remotely

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