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Sunday, January 10, 2010

How to organise a recruitment drive (Part 2)

Contd from....Here

On the day of drive:
  • Reach the venue at least 1 hour before the starting time. This will give you necessary time to make arrangements.
  • If a written test is planned then arrange a long room with sufficient chairs.
  • Arrange sufficient chairs in waiting room.
  • Arrange enough candidate information forms and interviewer feedback forms.
  • Arrange rooms for the interviews to be conducted.
  • Have a small talk with the panel members about the hiring plan.
  • Discus with the hiring manager and decide on the average duration of an interview. Convey it to panel members. If interviews stretch for very long time, it may be difficult to finish the process for all the candidates.

Once candidates start coming in :
  • As candidates come, give them information form to fill. Mention the time of candidate’s arrival so that you can send them for interview serially.
  • Immediately start interview process.
  • Don’t make candidate’s wait for very long time. At the same time don’t let interviewers sit idly. Once a candidate’s interview is finished, take his feedback and send another candidate. If a candidate is rejected, don’t make them wait. Rather inform them about the feedback politely and send them back.
  • Keep proper records (candidate name, interview feedback, panel member name etc) of the process in either excel sheet or any other paper.
  • Arrange second round of interview for 1st round shortlisted candidates. And if he clears the final technical rounds try to arrange HR rounds also. If you can finish the whole process in the same day it is good for both the sides. Candidate need not come again and you need not bother to schedule him for HR round again.
  • Look at the candidate turn out ratio and if necessary change your plan accordingly.

(Sample record sheet. Can be modified according to need)

Some difficult situations and how to handle them:
  •  Low turn out ratio:
Suppose candidate turn out ratio is very less ie: you have scheduled 100 candidates and only 30 have turned up and hiring manager is really angry.
What to do:
Call all the consultants who have done sourcing and ask them to follow up the candidates again and push candidates to come for interview. Then go to the hiring manager, apologize to him for inconvenience caused and inform about the steps you are taking. It will help to cool him down.
  • Appearance of uncalled candidates:
Sometimes candidates hear about some recruitment drive from their friends and just show up with their resume. Here either you can ask them to leave as they were not scheduled or let them sit for interview.
My suggestion is: take their resume and show it to the panel members. If they find the resume to be suitable, let them sit for interview.

Parameters to measure the success of recruitment drive:
  • Turn out ratio: The ratio of candidates scheduled versus candidates turned up should be good. Generally 70-80% turn out ratio can be termed as good.
  • Offers: Number of offers will definitely be criteria for success of any recruitment event.
  • Smooth proceedings: How well organized the drive was? Did candidates have to wait for very long time? Did you goof up any time?
Well, this is the whole recruitment drive process explained.Simple! isn't it ? :)

Plan properly, maintain a calm demeanor and act diligently. Drive will surely be a success.


  1. Thanks for sharing Dear .... Really very informational and informative .... part 1 and 2 both.

    Manager - HR

  2. thank u so much for this valuanle information .

  3. This is great Information Fundoo Recruiter

  4. Hey Fundoo recuiter...dis blog is really informative.. Keep up the good work!! I wish all the very best to everyone who is contributing and as well who is reading...Cheers!!

  5. nice article

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  6. Such a nice thing you had provided here. Thank you very much for this one. And i hope this will be useful for many people.

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  8. Such a helpful and a complete guide for organizing a recruitment drive. Thanks for sharing.



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