Job Poster Cheat-Sheet
Posting The Job
Fees
Recruiters
Clients
Candidates
Administration
-
Search for recruiters with and without industry experience.
-
Engage with TrueOwls AND Elf Owls too. A lot of the Elf Owls on the platform are newer and may not be active yet. These recruiters sometimes need an engagement request invite to start working on projects.
Creating Recruiting Teams is CRITICAL to success!
-
Do not be overly selective when reviewing recruiters.
-
Send out lots of engagement requests. We recommend around 20-30 per job. Remember not all the recruiters will accept the request and the ones that do only about 10-20% will submit candidates.
-
Create recruitment teams for your jobs.
-
SAVE any recruiter that supplies a good candidate submission! This is critical to maximize the success of the platform.
USE VIDEO to increase the results
-
If you have an intake call with the hiring manager, it is very powerful to add this to the posting. We find a 75% increase in quality and quality of candidates when a video is added.
-
If you do not have a video with the hiring manager, the next best thing is to add a video about the company from YouTube.
Managing a recruiting project from start to finish involves several key steps. Here is a detailed breakdown of each stage and the tasks involved in managing the project effectively:
Recording and conducting intake calls:
Conduct intake calls with the client or hiring managers to gather more specific information about the roles, responsibilities, and skills needed. Take detailed notes during these calls to ensure accurate job descriptions and requirements. Clarify any ambiguities promptly. Gather information such as ideal candidate background, companies to recruit from, knock-out factors, key search terms recruiters can use in their search and any other information that will make the search easier for the recruiting team. All jobs must have an intake call done, and it should be scheduled within 24 hours max of the client requesting us to work on the position.
Understand the job requirements:
Start by thoroughly understanding the client's job requirements. Review each job description, qualifications, and any additional details provided by the client before the posting goes live on the SourceOwls platform. Clarify any doubts or seek further information if needed.
Posting Your Jobs:
Working with the client to create or review all the client job postings before they are posted live to the platform, ensuring an appealing and accurate job posting using the client's requirements. Ensure the job advertisement reaches the target recruiting audience effectively. Also, search out recruiters and push engagement to those recruiters within the platform. Building recruiting teams of trusted and accomplished recruiters to ensure timely and accurate candidate submissions. All jobs must be posted within 24 hours of receipt from the client and engagement requests sent out immediately following the post (recommend a minimum of 10-30 initially).
When posting a job, provide a detailed job description that allows the recruiting team to identify the most qualified candidates easily. Utilize straightforward language and bullet points to emphasize the ideal candidate fit.
-
Incorporate videos about your company or client from YouTube to offer the team a deeper understanding of the product and company culture.
-
Share a list of required skills or must-have qualifications to streamline the candidate selection process.
-
Use the question area effectively to ensure that candidates are thoroughly vetted.
-
Set a robust fee that entices the best recruiters to engage in the search.
-
Take advantage of our SourceOwls search function to target specific recruiters on the platform and save their profiles for future searches.
When posting jobs on the SourceOwls platform, it is crucial to follow the correct process to ensure effective results. Unlike traditional job boards, SourceOwls requires providing recruiters with all the essential information necessary for conducting a thorough search. Completing the job posting process with comprehensive details will maximize outcomes and minimize any potential recruiter inquiries.
Adding Videos to your posting: We highly recommend incorporating YouTube videos into the job postings. By doing so, you can enhance the overall appeal of the posting and provide both recruiters and candidates with valuable insights about the company and the job role. To achieve this, simply search for relevant company-created videos on YouTube.com, select "share," copy the video link, and then paste that link into the platform using the video icon.
By adhering to these guidelines and leveraging the platform's features effectively, you can attract top talent and ensure a successful recruitment process for your organization.
Detailed Search Guidance:
To enhance the performance of your searches, it is crucial to provide the recruiting team with the right information to attract the most suitable candidates. Here are some recommendations:
-
Include a list of companies to target in your job posting and share it with the team via group messaging.
-
Provide the team with all the keywords that you would use to search for quality candidates on platforms like LinkedIn.
-
Share sample LinkedIn profiles of candidates who closely match the job requirements to serve as references.
-
Recording an intake call with the hiring manager and posting a link to the recording in the job posting can be highly effective. If you need assistance with linking the recording, our support team is here to help.
Recruiter Special Notes (Recruiter Sourcing Guidance)
Giving recruiters sourcing guidance is highly recommended on the platform to mitigate issues and control the sourcing process. We have included some language below that you can use and modify to your specific requirements.
Use the copy below the screenshot as a sample to modify for your specific needs.
Copy and paste this into your job to provide the best guidance to your recruiters. This is an essential function to receive the best results from recruiters
Guidance Grid
------------------------------------------------------------------------------------
Sourcing Guidance Grid —- Read Before Sourcing
Kindly comply with the guidelines outlined for recruiting on this position. If you find it challenging to adhere to these instructions, we request you to discontinue your engagement. Your cooperation is highly appreciated.
Contacting a Client directly is prohibited:
Please ensure that all communication is exclusively conducted through the platform's messaging system. We request that you refrain from reaching out to the client directly.
Job Boards and job description Usage:
When you repost the job, DO NOT use the listed job description or the city/town of the job on any public job board. Use a nearby location, please.
All reposts of this job must not include the client’s name or any closely related information. Thank you
Candidates Representation Guidelines:
Until we officially accept a candidate on the platform, you solely represent the candidate.
Once a candidate's resume is approved, someone from SourceOwls may reach out to conduct a final interview before submitting the candidate to the end client. Don’t worry. We will keep you informed throughout the process using the platform messaging system.
Client Name Disclosure:
Only reveal the client company name when you identify a candidate who strongly matches the job requirements and demonstrates a sincere interest in the position. This will further protect both our interests.
Candidate Submissions:
Please make sure that you provide a clear and concise candidate write-up.
You can only submit a candidate by conducting a thorough phone or video interview.
Tenure Requirements:
We only accept well-tenured candidates who have held at most two jobs in the last five years.
DO NOT send jumpy candidates. They will be declined.
Important Compensation Provisions:
They may be flexible to increase compensation if all boxes are checked off and met, please try to avoid giving out the candidates the compensation range, as this may cause the candidate to expect the high end. Instead, ask them what compensation they are realistically seeking to make a move. This is the number or slightly more is what you should enter when submitting the candidate.
Inside scoop: (Add Copy)
Interview Process: (Add Copy)
Once the job is posted, it will be displayed on our public job board, and you will receive engagement requests from the recruiting team.
-
If you are new to the platform, we recommend allowing all recruiters to work on your open positions initially. This approach will yield quicker results, and you can gradually build your go-to recruitment team based on their performance.
-
For optimal communication and outcomes, ensure that the recruiting team receives updates on your open searches at least twice a week. Regular project status updates, preferably once a week, are strongly advised to maintain peak performance.
Adding a fee amount and urgent hire sticker:
You can add the urgent hire sticker or adjust the fee upward (NOT downward) for the job at any time. When added after the original posting and if you have a recruiting team actively engaged, a notification will be sent to the team indicating either the urgent hire sticker was added or the fee has increased. We recommend adding these two items AFTER the posting to INCREASE the urgency and production of the search assignment.
To implement the "urgent hire sticker" and adjust the fee amount upward for a job posting, follow these steps:
1. Post the Job: First, create the initial job posting without any urgency stickers or adjusted fee amount. This serves as the standard job listing.
2. Monitor the Search: Keep an eye on the progress of the job search. If you feel that the hiring process needs to be expedited, or if you want to attract more qualified candidates, it's time to add the "urgent hire sticker" or increase the fee amount.
3. Adding Urgent Hire Sticker: Once you decide to make the job urgent, add a noticeable sticker or label to the job listing indicating that the position is now urgent.
4. Increasing the Fee Amount: If you decide to increase the fee amount, do so after adding the urgent hire sticker. This will emphasize the urgency even further and incentivize recruitment efforts. Please note - Only increase fees after consulting with SourceOwls management!
5. Notify the Recruiting Team: If you have a recruiting team actively working on the assignment, notify them about the changes you made. You can use an internal communication system or email to inform them that either the "urgent hire sticker" has been added or that the fee amount has increased.
6. Emphasize Urgency and Production: Reinforce to the recruiting team the importance of expediting the hiring process and increasing production efforts due to the urgent nature of the job.
Keep in mind that it's essential to communicate clearly with the recruiting team and any potential candidates about the changes made to the job posting. Transparency and timely updates are crucial for ensuring a smooth and efficient recruitment process.
Managing client expectations:
Regular communication with the client is vital for managing expectations. Schedule an initial meeting or call to discuss the details of the project, including timelines, job pipeline, and reporting structure. Provide realistic expectations on the hiring process to keep the client informed. Set up a weekly call with the client if possible; regardless, update the client once per week as to where you are in the search and to try to gain additional potential opportunities.
Managing recruiters' questions:
Establish communication channels for recruiters to ask questions about the job requirements, the hiring process, or any other queries they may have. Ensure prompt responses from the client and hiring manager to ensure clarity and smooth progress. Make sure you establish an understanding of the importance of quick answers to the recruiting team. Also, enforce the usage of the public message function on the platform
Weekly update messages to the recruiting team:
Either you or the client must send, at a minimum, weekly updates to the recruiting team, summarizing the progress made, any key challenges or changes in requirements, and any upcoming tasks or deadlines. Keep open lines of communication to address any issues or concerns promptly. This also motivates the recruiting team to continue recruiting for the position.
Reviewing resumes in a timely fashion:
A regular and timely review of the resumes submitted for each job posting. Ensure that the reviewing process is efficient and conducted in a timely manner. We allow the job poster 48 hours to review and act on a new submission. Once 4 days pass, you MUST call the client and see why a review of the submission was not conducted and advise them of the appropriate timeline for reviewing submissions.
Keeping the platform updated:
Regularly update the recruiting platform with the necessary information, such as job status, candidate details, and interview outcomes. Ensure accurate and up-to-date data, enabling easy access to candidate profiles and seamless communication with recruiters and hiring teams.
Moving candidates through the interviewing process:
Assist and advise the client in coordinating and scheduling interviews with selected candidates. Collaborate with recruiters and hiring managers to ensure a smooth interview process, including organizing interviews, gathering feedback, and progressing candidates to subsequent rounds. Keep track of each candidate's progress using the SourceOwls recruiting platform.
Candidate selection and offer negotiation:
Collaborate with the client or hiring managers to finalize the selection of candidates for job offers. Assist in negotiating salary packages and finalizing job offers. Communicate the offer to the selected recruiters and their candidates and ensure a smooth offer transition.
By implementing these practices, you can foster a collaborative and efficient recruiting environment, leading to the successful acquisition of top talent for your organization. Should you have any questions or require further assistance, please don't hesitate to reach out to us.
Candidate Onboarding and follow-up:
After candidates accept job offers, coordinate the onboarding process with relevant stakeholders. Follow up with the hiring team to ensure new hires are successfully onboarded. Ensure the hire is processed quickly and effectively on the platform. Advise SourceOwls invoicing department when placements are made to ensure proper invoicing.
Throughout the project, maintain open and regular communication with the client, recruiters, and hiring managers. Be proactive, address concerns promptly, and track progress diligently. By following these detailed instructions, you can effectively manage a recruiting project from start to finish.
We believe that getting the most out of your recruiting teams is essential for maximizing the effectiveness and success of your search projects. To achieve this, we have outlined some simple yet valuable concepts to motivate and empower your recruiting team throughout the process.
Writing effective job descriptions:
Ensure the job description is comprehensive, here are some things to think about when reviewing and writing job descriptions:
When creating custom questions for a job, it is essential to ensure that you input relevant and well-crafted inquiries to elicit optimal submissions and information from recruiters. Here are some key considerations to keep in mind when adding custom questions:
1. Relevance: Make sure that each question directly relates to the specific requirements and qualifications of the job. Avoid including any extraneous or redundant questions.
2. Clarity: Formulate questions in a clear and concise manner to avoid any confusion or misinterpretation by recruiters and candidates alike.
3. Specificity: Be specific in your questions to gather targeted information about the candidate's qualifications, experience, certifications, licenses, and any other essential criteria.
4. Importance of Location: If the candidate's location is a critical factor for the position, inquire about their willingness to relocate or their proximity to the job site.
5. Background Check and Drug Screening: If these are necessary for the role, explicitly ask candidates about their willingness to undergo such checks.
6. Industry Experience: Determine if industry-specific experience is required for the position, and if so, ask candidates about their relevant background.
7. Interview Guidance: Keep in mind that custom questions can also serve as a guide for recruiters during candidate interviews, so ensure they facilitate meaningful discussions.
8. Candidate Evaluation: Use custom questions strategically to identify the most qualified candidates and streamline the selection process.
9. Avoid Bias: Craft questions that are free from any potential bias to maintain fairness and equal opportunities for all applicants.
10. Review and Revise: Before finalizing the custom questions, review them carefully to ensure they capture all essential aspects of the job. Make revisions as needed to optimize their effectiveness.
Custom questions play a pivotal role in ensuring the recruitment process is efficient and results in the identification of the most suitable candidates. By incorporating well-thought-out questions, you equip the recruiting team with valuable insights and enhance the overall quality of the hiring process.
Intake calls:
To optimize the recruitment process and achieve maximum results, we strongly recommend conducting intake calls with the hiring manager and recording them for future reference. These intake calls allow recruiters to gain valuable insights and a comprehensive understanding of the job requirements and expectations. To facilitate seamless collaboration, we suggest saving these recorded intake calls to a Google shared folder.
To assist in the intake call process, we have compiled a list of potential questions that recruiters may have about the job:
1. What are the key responsibilities and day-to-day tasks of the role?
2. What specific skills and qualifications are essential for success in this position?
3. Are there any particular certifications or licenses required for this role?
4. What is the expected timeframe for filling this position?
5. Can you describe the team and department that the candidate will be working with?
6. What are the performance expectations and metrics for this role?
7. Are there any opportunities for career growth and advancement in the company?
8. How does this role contribute to the overall objectives and mission of the organization?
9. What challenges or opportunities are prevalent in this position?
10. What is the company culture like, and what traits are you looking for in an ideal candidate?
11. Are there any specific technical tools or software that the candidate should be proficient in?
12. How does the position fit into the broader organizational structure?
13. What is the salary range and benefits package for this role?
Once these intake calls are recorded, please save them to the designated Google shared folder. Subsequently, use the function indicated below to point the job to this folder. By incorporating intake calls into the job posting, recruiters will greatly appreciate the additional insights, leading to a more streamlined and effective recruitment process.
If you have any further questions or need assistance with the intake call process, please feel free to reach out to our team. support@sourceowls.com
Editing jobs insights:
When making edits to a job posting, please be aware that a notice will be sent to the entire recruiting team currently engaged on that specific job. This notification informs them that changes have been made. However, the system does not provide details about what has been modified. To ensure effective communication and minimize potential inquiries from recruiters, we recommend sending a separate group notification to the team, specifying the exact changes that have been implemented.
By doing so, the recruiting team will be promptly informed of the updates, leading to a more streamlined and efficient workflow. Failure to provide this separate message may result in recruiters reaching out to inquire about the changes, leading to unnecessary back-and-forth communication.
Creating Custom Questions, things to keep in mind:
When creating custom questions for a job, it is essential to ensure that you input relevant and well-crafted inquiries to elicit optimal submissions and information from recruiters. Here are some key considerations to keep in mind when adding custom questions:
1. Relevance: Make sure that each question directly relates to the specific requirements and qualifications of the job. Avoid including any extraneous or redundant questions.
2. Clarity: Formulate questions in a clear and concise manner to avoid any confusion or misinterpretation by recruiters and candidates alike.
3. Specificity: Be specific in your questions to gather targeted information about the candidate's qualifications, experience, certifications, licenses, and any other essential criteria.
4. Importance of Location: If the candidate's location is a critical factor for the position, inquire about their willingness to relocate or their proximity to the job site.
5. Background Check and Drug Screening: If these are necessary for the role, explicitly ask candidates about their willingness to undergo such checks.
6. Industry Experience: Determine if industry-specific experience is required for the position, and if so, ask candidates about their relevant background.
7. Interview Guidance: Keep in mind that custom questions can also serve as a guide for recruiters during candidate interviews, so ensure they facilitate meaningful discussions.
8. Candidate Evaluation: Use custom questions strategically to identify the most qualified candidates and streamline the selection process.
9. Avoid Bias: Craft questions that are free from any potential bias to maintain fairness and equal opportunities for all applicants.
10. Review and Revise: Before finalizing the custom questions, review them carefully to ensure they capture all essential aspects of the job. Make revisions as needed to optimize their effectiveness.
Custom questions play a pivotal role in ensuring the recruitment process is efficient and results in the identification of the most suitable candidates. By incorporating well-thought-out questions, you equip the recruiting team with valuable insights and enhance the overall quality of the hiring process.