How to Plan an In-office Hiring Drive

Organizing a hiring drive within your office is an effective way to engage with multiple candidates in a controlled environment. A well-planned hiring drive ensures efficiency, consistency, and a positive experience for both candidates and interviewers. 

Benefits of conducting In-person Hiring Drives

• Faster Role Closures: A concentrated, one-day effort can lead to quicker hiring decisions and faster filling of open positions.
• Reduced Scheduling Conflicts: In-person drives minimize the need for back-and-forth rescheduling, streamlining the interview process.
• Better Availability: Candidates and interview panels are often more available on weekends, increasing participation and reducing delays.
• Improved Focus: Both candidates and interviewers are likely to be more mentally free and focused during a dedicated hiring drive, compared to regular workdays.

Below is a step-by-step guide to help you plan and execute an in-office hiring drive:

1. Define the Role Requirements and Start Sourcing

• Collaborate with hiring managers to define the role requirements, including must-have skills, experience levels, and cultural fit.
• Once the roles are defined, initiate the sourcing process by reaching out to potential candidates through job boards, recruitment agencies, employee referrals and professional networks.
• Segment candidates based on skills, experience, and availability to create a targeted outreach strategy. Checkout our recruitment guides for more detailed information.

Example: For a software engineering role, you might specify requirements like proficiency in Python, experience with cloud platforms, and a minimum of three years in a similar role.

Using our Job Description Templates can help you speed up this process.

2. Determine the Number of Invites

• Aim to invite 50-60 candidates to ensure a manageable flow. This number typically accounts for a 15-20% drop-off rate.
• Set clear targets for recruiters, agencies, and hiring managers to gather the required number of interested and available candidates for the drive date.

Example: If you're planning to interview 50 candidates, aim to invite around 60-70 to account for no-shows/last-minute dropouts.

3. Plan for Logistics

• If your hiring drive involves non-local candidates, arrange their travel efficiently. The most cost-effective method is to fly them in the morning and out the same night.
• Coordinate with travel vendors early to secure bookings and minimize last-minute complications.
• Ensure the office is open and operational on the day of the drive, even if it’s usually closed.
• Arrange for refreshments, goodie bags, and any necessary office equipment (like laptops or projectors) to accommodate the candidates and interviewers.

Example: For candidates traveling from another city, book flights that arrive in the morning, provide a shuttle service to the office, and arrange for a return flight the same evening.

4. Define and Prepare the Hiring Panel

• Choose interviewers who are well-versed in the role’s requirements and the company’s culture.
• Schedule a briefing call with the hiring manager to align on interview objectives, evaluation criteria, and the overall process.
• Clearly define the responsibilities of each panel member, such as who will conduct technical interviews, culture fit assessments, or closing discussions.

Example: A hiring panel might consist of a technical lead, a senior software engineer, the hiring manager and an HR representative, each responsible for assessing different aspects of the candidate's qualifications.

5.  Coordinate Communications

• Maintain consistent communication with candidates, providing them with all necessary details, such as the schedule, office location, and what to expect on the day.
• Keep the hiring panel informed about their roles, schedule, and any last-minute changes.
• Maintain a dedicated communication channel specific to this drive for all the internal coordination or quick updates like a dedicated Slack channel or a WhatsApp group.
• Coordinate with travel and goodie vendors to confirm arrangements and ensure timely delivery of services.

Example: Send candidates an email with the office address, interview schedule, and contact details of a recruiter who will be their point of contact throughout the day.

6. Pre-Drive Preparations

• A day before the drive, review all logistics to ensure nothing is overlooked.
• Double-check that all candidates have received calendar invites, along with the location details and PoC contact information.
• Pre-assign interviewers to specific candidates to avoid confusion and delays on the day.
• Use an Applicant Tracking System for it and if not an ATS, prepare a spreadsheet template to track scheduling, evaluations, and interviewer assignments.

Example: Use the spreadsheet to assign time slots to each candidate, track who is being interviewed by whom, and record feedback immediately after each interview.

7. On the Day of the Drive

• Ideally, manage all feedback, scheduling, and evaluations through an ATS like Reczee ATS. This ensures a smooth flow of information and minimizes manual errors.
• If an ATS isn’t available, use the pre-prepared spreadsheet to capture real-time feedback and track candidate progress.
• Have a dedicated team on-site to manage logistics, assist candidates, and troubleshoot any issues that arise.
• Regularly check in with the hiring panel to ensure the interview process is running smoothly and on schedule.
• After the drive, review the feedback and make decisions on the next steps for each candidate, whether it's moving forward in the process of sending a rejection email.

Here is a spreadsheet template for managing a hiring drive. This template includes sections for tracking candidates, interviewers, time slots, evaluation criteria, and feedback.

8. Reward the Hiring Panel

• Recognize the efforts of the hiring panel by offering rewards such as comp days, vouchers, or other significant perks.
• A small token of appreciation can go a long way in motivating your team and ensuring their commitment to future drives.

Conclusion

A well-executed in-office hiring drive not only accelerates the recruitment process but also provides a unique opportunity to showcase your company culture. By following this guide and leveraging tools like Reczee ATS, you can ensure that your hiring drive is organized, efficient, and yields the best possible outcomes.