How To Have Better Intake Meetings

December 27, 2021
Leila Spann
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Intake meetings are a crucial first step in an efficient hiring process. These meetings are between a recruiter and hiring manager, usually taking place before an open role is shared. Intake meetings are meant to create a space for communication and to establish trust. An effective intake meeting brings efficient communication, improved relations, and a faster hiring process. An inefficient intake meeting risks lost ROI in the rest of your hiring pipeline. Alignment with your hiring managers is the best way to start the hiring process off right and ensure your team is set up for success! 

Assess your feedback loops  

An effective intake meeting includes assessing your feedback loops. Improve communication by asking for feedback and find ways to improve your hiring process. This open conversation can help you find the gaps in your current system so that you can know how to fill them. This is also the perfect opportunity to establish the ideal state between hiring managers and recruiters. Identify the hiring manager’s goals and how your processes can be improved. One way to optimize these processes is by automating administrative tasks so that recruiters can focus on candidates. Qualifi allows recruits to focus on candidates by freeing up a recruiter’s daily schedule and the streamlining interview process. 

Establish mutual timelines

Identify your time-to-hire goals and map out your candidate lifecycle. This will set clear expectations for both parties throughout the hiring process. This is also a good chance to discuss broadening your hiring pipeline and ways to improve your recruitment ROI. Your time-to-hire will partially depend on the size of your talent pipeline and how you will gain a large pool of candidates. It will also depend on each step of your hiring process. Set expectations for interview reviews and communication turnarounds so that you know what to communicate to your hiring manager and when. 

Want to make quality hires quickly? Read how to speed up your time-to-hire.

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Set quarterly goals together 

Be specific as you identify both parties' goals. Discuss financial, organization, and candidate experience goals to get the most out of your intake meetings.

  • Financial: As you are discussing financial goals, ensure you align on the recruitment budget. 
  • Organization: Discuss what goals and expectations you have for your organization in the near future. 
  • Candidate: Set parameters around the ideal candidate experience together. 

When identifying goals, separate the must-haves from what is simply nice to have. It can become confusing when a hiring manager's requirements are not clearly specified. Have set requirements from the hiring manager so that you know what they need in a strong candidate. 

What is a productive intake meeting?

A productive intake meeting lets you walk away with confidence and set goals for the hiring process. It helps you identify where you can improve and what your next steps are to do so. Recruiters must know the ideal time-to-hire. When you align your goals alongside the hiring manager, you can streamline the hiring cycle. If your intake meetings are not productive, you lose the return on investment of your hiring pipeline. Unproductive intake meetings cause miscommunication on timelines, inefficient processes, and an inability to find an ideal candidate.  

With Qualifi's on-demand phone interviews you can provide a positive candidate experience and move at the speed candidates want. Our platform allows for internal communication, allowing you to share candidate questions and responses with your team and even download a written transcript of the candidates responses to share. This allows you to evaluate candidates as quickly and efficiently, shaving time off of your interview process, and hiring quality candidates faster than ever before.

Want to see how Qualifi works with your recruitment team?