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Sourcing as a Service

Sourcing as a Service: MatcHR cooperation

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

Plan follow up meeting

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

Time to fill

We will do market research on the following data points:

Market volume

Salary benchmark

Glassdoor reviews

Current company employees (based on LinkedIn)

Example of market research

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We will create a sourcing strategy based on your requirements

Example of sourcing strategy

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Together we will create an expected recruitment funnel based on your and our data

Example of recruitment funnel

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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.

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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.

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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

Our

intake form⁠

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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)

Together we agree on:

Sourcing strategy

First 10 profiles

Outreach templates,

Interview scripts

Processes

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

Booking.com⁠

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

Diversity search

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

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The Power of Automation in Sourcing and Recruitment

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