Recruitment Knowledge Base
Recruitment notes, US staffing playbook, and templates to move from intake to onboarding.
Step-by-step guidance on sourcing, screening, immigration, tax terms, submissions, interviews, and offers-written so a brand-new recruiter can ship quality submittals confidently.
Time-to-submit
24-72 hrs
From intake to first slate
Interview Ratio
1:3-1:5
Submittals to first round
Offer Acceptance
85%+
When you pre-close early
Search notes
Type a topic and jump to answers.
Start typing to filter cards below.
Recruiting A-Z: US Staffing Core
How agencies, MSP/VMS, and tax terms work plus lifecycle overview.
Lifecycle (agency view)
1) Intake & qualify req ? 2) Source & attract ? 3) Screen (skills/pay/work auth) ? 4) Submittal ? 5) Interviews ? 6) Offer/close ? 7) Pre-boarding & start.
- Confirm MSP/VMS rules, interview format, and submission caps.
- Set SLAs: intake < 12 hrs, first slate < 72 hrs, feedback within 48 hrs.
- Mirror JD into a scorecard: must-haves vs. good-to-haves.
Shared outcomes: speed to slate, interview quality, low fallout, compliant files.
Tax Terms & Rate Math
Know how pay/bill margins shift by term:
| Term | What it means | Notes |
|---|---|---|
| W2 | Worker is your employee; you cover payroll taxes/benefits. | Load 18%-24% typical; FICA + SUTA + ins. |
| C2C | Consultant via another corp; you pay vendor rate. | Check EIN, MSA, and indemnity; avoid misclassification. |
| 1099 | Independent contractor; higher compliance risk. | Use sparingly; document autonomy and tools. |
Rate math: Bill = Pay + Burden + Margin. Example: W2 pay $60 + 22% burden ~ $73.2 ? bill $90 gives ~19% gross margin.
MSP / VMS Etiquette
- Check quota per supplier and per role; avoid duplicate candidate conflicts.
- Use submittal comments to show fit: location, pay, availability, work auth, niche tools.
- Respond to VMS notes within 1 business day; log updates in ATS.
- Escalate stalls at 48 hrs to MSP with a crisp status + ask.
If role is radio-silent >5 business days: send a 3-line nudge with market data + 1 new candidate.
Job Families & Geo Signals
Tech: App dev (Java/.NET/JS), Cloud (AWS/Azure/GCP), Data (ETL, BI, ML), ERP (SAP/Oracle), Cyber, QA/Automation, DevOps.
Business: PM/BA, Product, Scrum, Change, Finance, HRIS.
Geos: EST coverage heavy: NJ/NY/PA/FL; CST hubs: TX/IL; PST remote: CA/WA/OR; Onsite-heavy: manufacturing/plant/healthcare.
Intake & Qualification
Ask crisp discovery questions to avoid rework and mismatched submissions.
Intake Call Script (10-15 mins)
- Context: Why open? Backfill vs. net new? Who succeeds/fails?
- Top 5 must-haves: Skills + years, must-have tools, domain.
- Nice-to-haves: Certifications, industry, soft skills.
- Day-1 outcomes: What will they deliver in first 30-60 days?
- Work setup: Onsite/remote/hybrid? Travel? Shifts? Clearance?
- Process: Interview steps, panel names, timelines, limits.
- Pay/Bill: Target range, flex, OT rules, expenses, conversion fee.
Close with: "I'll send a 5-bullet summary and first slate in 48-72 hrs. Anything else that would disqualify someone fast?"
Scorecard Template
| Category | Must Have | Good to Have | Knockout |
|---|---|---|---|
| Tech | React + Node, 5+ yrs | GraphQL, Next.js | No JS framework; no API exp |
| Domain | FinTech/payments | B2B SaaS | No regulated industry exposure |
| Work Setup | Hybrid 2x/week NYC | Client-facing exp | Refuses onsite, needs sponsorship |
| Soft | Exec communication | Team lead exp | Poor written clarity |
Use the same table in ATS so all interviewers align on evidence, not gut feel.
JD ? Sourcing Brief
- Rewrite JD intro into 3 bullets: impact, stack, team mission.
- Constraints: location radius, salary/contract range, clearance, shift.
- Top signals: titles, tools, domains, certifications, industries.
- Exclusions: tools you can train vs. hard stops.
Outbound pitch: "We're shipping a payments rebuild on AWS, small team of 6, need a React/Node lead who can demo to business partners. 2x onsite NYC, $85-95/hr C2C."
Candidate Fit Checks
- Availability: notice period, interviews during business hours, start date.
- Location: proximity, relocation help needed, timezone overlap.
- Comp: desired pay/bill range, floor, competing offers.
- Work auth: USC/GC/GC-EAD/H1B/TN/L2EAD/OPT/CPT; confirm transfer rules.
- Deliverables: best 2 projects linked to JD; quantify outcomes.
Record quotes in ATS to reuse in submittal summary.
Sourcing & Boolean
Channels, strings, and cadences to build fast shortlists.
Channel Mix
- LinkedIn: outbound + groups; filter by posted past 30 days.
- Job boards: Dice/Monster/Indeed for resumes + alerts.
- Referrals: 1:5 ask ratio; ask every submittal for 2 names.
- Communities: Slack/Discord meetups, university alumni, veterans groups.
- Internal DB: search previous silver medalists and re-market.
Cadence: 3 touches in 5 days (email + LI + SMS if opted-in).
Boolean Starters
(react OR "react.js" OR "reactjs") AND (node OR "node.js") AND (aws OR "amazon web services") AND ("microservices" OR "rest api") NOT ("php" OR "wordpress")
("data engineer" OR "etl developer") AND (spark OR databricks OR snowflake) AND (airflow OR dagster OR "data pipeline")
Add title seniority filters (lead/architect), geo (NY OR NJ OR CT), and auth (USC OR GC) per client rule.
Diversity & Inclusion Signals
- Search groups: Women Who Code, Lesbians Who Tech, VetsInTech, HBCU alumni.
- Use neutral language: "lead" vs "rockstar," show pay range early.
- Offer flexible scheduling and accommodations in outreach.
Track diversity pipeline without forcing disclosure; use opt-in forms.
Sourcing Metrics (weekly)
Outbound messages
80-120
Reply rate target
25%-35%
Screen-to-submittal
60%-70%
Submittal:Interview
1:3 - 1:5
If replies drop, adjust subject lines, tighten geo/comp, or add a value-share (market data/link).
Screening & Evaluation
Consistent phone screens and red-flag checks protect submittal quality.
Phone Screen (12-15 mins)
- Hook: "2 mins on role, then I'll learn your goals-sound good?"
- Skills proof: Ask for specific project examples tied to JD.
- Logistics: location, onsite tolerance, travel, shift.
- Pay: "What range keeps you interested?" Confirm floor/ceiling and W2/C2C.
- Work auth: exact status + transfer timeline.
- Availability: interviews, start date, competing offers.
Close: "If manager invites you, can you join a 30-min video this week? I'll send a summary for your review."
Technical Verification
- Ask how not just what: "How did you size the Kubernetes cluster?"
- Request numbers: latency improved by X%, cost down by Y%.
- Tool depth: versions, cloud services used, CI/CD flow.
- Environment: team size, sprint length, release cadence.
If unsure, schedule a peer technical screen before client interview.
Red Flags to Capture
- Vague examples, cannot explain impact, memorized buzzwords.
- Frequent job-hopping with no story; unexplained gaps.
- Unclear work auth or unwilling to share basic proof later.
- Rate jumping >20% vs market with no rationale.
Document red flags with quotes; share with sales/AM before submitting.
Submission Readiness Checklist
- Resume formatted to client style, no personal IDs.
- Summary paragraph aligned to JD bullets.
- Pay range + work auth confirmed, documented.
- Interview slots shared (3 options).
- LinkedIn link verified, projects attached if allowed.
Send to AM/manager with 5-bullet fit note before VMS upload.
Compliance, Work Authorization, and Documents
Protect the business: verify status, avoid PII leaks, follow client policies.
Work Authorization Snapshot (US)
- USC/GC: No sponsorship needed; I-9 + E-Verify.
- GC-EAD: Employment authorized, renew ~every 2 years.
- H1B: Employer-sponsored; transfers need recent paystubs + LCA.
- TN: Canadians/Mexicans in specific professions; client letter required.
- OPT/CPT: Student visas; validate school, dates, 24-mo STEM ext.
- L2 EAD/H4 EAD: Spousal EADs; confirm validity dates.
Never store full passport/SSN in email; use secure upload with watermark.
Document Checklist
- I-9 acceptable docs list A/B/C options ready for Day 1.
- Latest paystubs for H1B transfer (2-3).
- EIN/W9 for C2C vendors; voided check for ACH.
- Background/drug test consent if client requires.
Track expiry dates in ATS; alert 60 days before EAD/H1B end.
Data Handling Rules
- Redact SSN, DOB, full address. Use city/state only.
- Share visa proofs via secure links or watermarked PDFs.
- Follow client non-solicit and background vendor rules.
- Get consent to submit per job; store email/text proof.
If unsure: ask AM/MSP before sending sensitive docs.
Rate & Policy Guardrails
OT: Check FLSA classification; most W2 hourly non-exempt = 1.5x over 40 hrs unless client blocks.
Conversion: Perm fees or right-to-hire timelines-note days worked before free conversion.
Non-compete/conflict: Avoid submitting to same req via multiple vendors; lock candidate ownership via timestamp + consent.
Submittals, Emails, and Templates
Plug-and-play blurbs you can drop into VMS notes, emails, or InMails.
Submission Summary (VMS note)
Name: [Initial Last] | Location: Austin, TX (Hybrid ok 2x) | Work Auth: GC-EAD | Rate: $85/hr C2C | Start: 2 weeks
Fit: 7 yrs React/Node, led migration to AWS, built CI/CD (GitHub Actions). Payments domain, reduced checkout latency 22%.
Tools: React, Node, AWS Lambda/ECS, DynamoDB, Redis, GraphQL.
Attach resume, availability, and LinkedIn link. Include manager quotes from candidate.
Outbound Email (short)
Subject: Lead React/Node | AWS | Hybrid NYC (2x) | $85-95/hr
Hi <Name>,
We're rebuilding a payments platform on AWS. Small squad (6) needs a React/Node lead who can demo to product partners.
- Hybrid 2x/week in NYC (Upper Manhattan)
- $85-95/hr C2C (W2 ok) | 12+ months
- First deliverable: ship checkout revamp in 60 days
Worth a 10-min intro?
Variant 2: add a value share (market intel link or quick loom).
LinkedIn InMail
Hi <Name>, saw your work on <project/tech> - we're hiring a contract Data Engineer to modernize pipelines.
Stack: Spark/Databricks + Airflow, remote with EST overlap, $80-90/hr. First 90 days = stabilize ingestion and cut failed jobs by 30%. Interested in a 10-min chat?
Add two relevance cues (tech + domain) to avoid sounding generic.
Follow-Up Cadence
- T+2 days: "Quick nudge-role still open. Here's 1 bullet on impact."
- T+5 days: Send a value (market rate chart, article) + ask for referral.
- T+10 days: "Should I close your file or keep you warm? Any changes on your end?"
Stop after 3 touches unless candidate opts in for future roles.
Reference Check (5 mins)
- Relationship and timeline working together?
- Top strengths + example of impact.
- One area to improve and how they responded to feedback.
- Would you rehire? In what role?
Document quotes; some clients accept reference notes over calls.
Interviews & Feedback Loops
Prep candidates, unblock scheduling, and capture evidence.
Interview Coaching (per round)
- Share agenda, interviewer names/titles, and likely topics.
- Align stories to JD: 2 wins, 1 challenge, 1 teamwork example.
- Set rate anchor and availability before the call.
- Remind: camera, audio, quiet space, no background noise.
Send a 3-bullet recap to client after each round within 2 hours.
Scheduling Best Practices
- Offer 3 slots with time zones; confirm in candidate calendar.
- Share dial-in/links and backup phone number.
- For panels: confirm sequence (tech vs hiring manager) and duration.
- Send reminder 24 hrs before with prep sheet.
If reschedule happens twice, escalate to client/AM with cause and new options.
Feedback Loop
- Aim for <48 hrs after interview; set expectation up front.
- Ask for evidence: what was strong/weak, not "vibe."
- Share candidate's self-assessment to balance bias.
If silence: send a two-option question ("move forward vs. pass, top blocker?").
Decline Etiquette
Thanks for your time with <client>. Team passed because they need deeper <skill> exposure. If you'd like, I can keep you in mind for roles at $X range, hybrid NYC, hands-on with <tool>. Ok to stay in touch?
Offer a next step or referral link to keep goodwill.
Offers, Negotiation, and Onboarding
Pre-close early, lock paperwork, and prevent no-shows.
Pre-Close Script
If they offer $X with hybrid 2x/week starting in 3 weeks, are you a yes? Anything that would make you hesitate?
Ask before final rounds; align on start date, comp, and deal breakers.
Counteroffer Play
- List reasons for move; rank them. Does counter fix all?
- Discuss trust gap after counter and 12-month turnover stats.
- Prep resignation script and handoff plan.
Stay in daily touch from offer signed to Day 1.
Onboarding Checklist
- Signed MSA/SOW, background/drug cleared.
- Equipment request + shipping address confirmed.
- Day-1 schedule + contacts sent (manager, HR, IT).
- Time entry process + OT rules explained.
Check-in: Day 1, Week 1, Week 2, Month 1 to catch issues early.
Contract ? Perm
Know the conversion fee or hours required. If client wants early conversion, offer options: fee buyout vs. extended contract.
Communicate with candidate: conversion salary vs. contract rate; align benefits timing.
KPIs, Dashboards, and Operating Rhythm
What to measure weekly and how to coach performance.
Core KPIs (weekly)
New reqs qualified
6-10
First slate speed
<72 hrs
Submittal ? interview
20%-35%
Interview ? offer
25%-40%
Offer acceptance
85%+
Fill ratio
30%-50%
Use weekly ops review: share blockers, aging reqs, and top experiments.
Quality Guardrails
- Track top 5 rejection reasons and fix upstream (skills, rate, location, auth, soft skills).
- Require scorecard evidence on every interview submit.
- Timebox aged reqs: re-qualify or close after 30 days stale.
Coach with call listening and template libraries.
Operating Rhythm
- Daily standup: top 3 priorities, blockers, follow-up needs.
- Weekly review: KPIs, aging reqs, pipeline health.
- Retro monthly: what to stop/start/continue; update playbook.
Share win stories and best strings in a central channel.
Client/AM Report Template
Role: Data Engineer | Req#: 4829 | Age: 9 days
Pipeline: 42 outreach ? 18 replies ? 11 screens ? 6 submittals ? 2 interviews ? 0 offers
Risks: Rate $90 ceiling; manager prefers Databricks exp.
Actions: Swap Snowflake-first profiles, add 2 onsite-ready candidates, escalate feedback SLA.
Use consistent format weekly; highlight asks and next steps.
FAQ: Quick Answers
Fast responses for common US staffing questions.
How many submittals per req?
Start with 3-5 strong profiles in 72 hrs. If no interviews after 8 submittals, recalibrate with hiring manager.
Best follow-up rhythm?
48 hrs after submittal, then every 3 business days. For VMS, post updates in portal + email AM/MSP.
What if pay is low?
Share market bands, offer junior/mid alternates, expand geo, or propose contract-to-hire to test fit.
How do I share visa proof?
Mask IDs, include status letters/receipts only, send via secure links, and follow client data policy.
Prevent no-shows?
Send prep + reminders, confirm availability same-day, and have a backup slot scheduled.
Duplicate submissions?
Confirm candidate hasn't been submitted elsewhere; log consent timestamp. If conflict, step back to avoid vendor dispute.
🏆 Real Recruiting Success Stories
Learn from actual placements with metrics, timelines, and what worked.
Senior Java Developer - Healthcare
Profile: 8 yrs Java/Spring Boot, US Citizen, open to hybrid
Challenge: Competitive market, needed HIPAA experience, 2-week turnaround
Strategy: Targeted healthcare IT vendors, emphasized Epic integration experience, offered flexible hybrid schedule
Result: 15 responses, 5 interviews, placed at $105K + benefits within 18 days
Key win: Created healthcare-focused resume highlighting patient data security projects
React Developer - FinTech Startup
Profile: 5 yrs React/TypeScript, H1B transfer, remote preferred
Challenge: H1B transfer timeline, needed immediate start
Strategy: Pre-cleared H1B transfer docs, emphasized crypto/blockchain side projects, leveraged LinkedIn groups
Result: 22 responses, 7 interviews, placed at $130K with $10K signing bonus
Key win: Built GitHub portfolio showcasing 4 React projects before submission
Data Engineer - Fortune 500
Profile: 6 yrs ETL/Snowflake, GC-EAD, hybrid NYC
Challenge: Client needed immediate start, preferred AWS + Databricks combo
Strategy: Fast-tracked 3 technical screens, provided architecture diagrams, negotiated remote first month
Result: 11 responses, 4 interviews, placed at $145K within 14 days
Key win: Candidate created 20-min technical presentation demonstrating pipeline architecture
DevOps Engineer - Urgent Client Need
Profile: 7 yrs AWS/Kubernetes, USC, willing to relocate
Challenge: Client had 1-week deadline for critical project
Strategy: Called 50+ hiring managers directly, expedited background check, offered immediate availability
Result: 8 same-day responses, 3 interviews within 48 hours, placed at $125K + relocation
Key win: Prepared candidate with mock interviews and technical deep-dive sessions
📊 Market Salary Benchmarks & Trends
Use current market data to set realistic expectations and negotiate with confidence.
US Tech Salary Ranges by Role (2024-2025)
| Role | Junior (0-3 yrs) | Mid (4-7 yrs) | Senior (8+ yrs) | Hot Skills Premium |
|---|---|---|---|---|
| Java Developer | $70K-$85K | $95K-$125K | $130K-$165K | +$10K-$15K (Spring Boot, Microservices) |
| React Developer | $65K-$80K | $90K-$115K | $120K-$150K | +$8K-$12K (Next.js, TypeScript) |
| Python Developer | $70K-$90K | $100K-$130K | $135K-$170K | +$15K-$25K (AI/ML, Data Science) |
| DevOps Engineer | $75K-$95K | $105K-$140K | $145K-$180K | +$12K-$20K (Kubernetes, Terraform) |
| Data Engineer | $75K-$95K | $105K-$135K | $140K-$175K | +$10K-$18K (Snowflake, Databricks) |
| QA Automation | $60K-$75K | $85K-$110K | $115K-$140K | +$8K-$12K (Selenium, Cypress) |
| .NET Developer | $68K-$85K | $95K-$120K | $125K-$155K | +$8K-$15K (.NET Core, Azure) |
| Business Analyst | $58K-$72K | $80K-$105K | $110K-$140K | +$8K-$12K (Agile, Power BI) |
| Scrum Master | $65K-$80K | $90K-$115K | $120K-$150K | +$8K-$15K (SAFe, Scaled Agile) |
| Cloud Architect | $90K-$115K | $125K-$160K | $170K-$220K | +$15K-$30K (Multi-cloud, FinOps) |
Note: Salaries vary by location (SF/NYC +20-30%, remote -10-15%), visa status (GC/USC +$8-15K), and industry (finance/healthcare +$10-20K).
Regional Salary Adjustments
- High premium (SF, NYC, Seattle): +25-35% above baseline
- Medium premium (Austin, Boston, Chicago, DC): +15-25%
- Baseline (Dallas, Atlanta, Phoenix, Denver): Standard rates
- Lower COL (Midwest, South): -10-20%
- Fully remote: Typically -8-15% unless niche skill
Most In-Demand Skills (Q4 2024 - Q1 2025)
- AI/ML: Python, TensorFlow, PyTorch, LangChain, OpenAI API, GPT integration
- Cloud: AWS (Lambda, EKS), Azure (AKS, Functions), GCP (BigQuery, Vertex AI)
- DevOps: Kubernetes, Terraform, ArgoCD, GitHub Actions, GitLab CI/CD
- Data: Snowflake, Databricks, dbt, Apache Kafka, Apache Spark
- Frontend: React, Next.js, Vue.js, TypeScript, Tailwind CSS
- Security: Zero Trust Architecture, SIEM tools, IAM, Cloud Security Posture
Seasonal Hiring Patterns
- Q1 (Jan-Mar): Budget refresh, highest demand, fastest placements
- Q2 (Apr-Jun): Steady hiring, good for contract positions
- Q3 (Jul-Sep): Summer slowdown, focus on pipeline building
- Q4 (Oct-Dec): Year-end push until mid-December, then holiday freeze
- Best months: January, February, March, September, October
- Slow months: July, August, late November through December
🚀 Advanced Recruiting Strategies
For experienced recruiters looking to increase placements and improve quality of hire.
Talent Pool & Pipeline Building
Build relationships before you need them, not when requisitions open.
- Maintain warm talent pools by role family (Java, React, Data, DevOps)
- Send monthly newsletters with market trends, salary data, interview tips
- Host quarterly virtual meetups or coffee chats for passive candidates
- Track "silver medalists" from past searches and re-engage quarterly
Impact: 40-50% faster time-to-fill when requisition opens
Niche Specialization Approach
Become the go-to expert in 2-3 specific domains or technologies.
- Pick verticals: healthcare IT, fintech, cybersecurity, AI/ML
- Learn domain-specific keywords, certifications, and compliance requirements
- Build relationships with hiring managers in those industries
- Create domain-specific screening questions and evaluation criteria
Result: 2-3x higher submittal-to-interview conversion rates
Candidate Experience Excellence
Stand out by treating candidates like customers.
- Respond to applications within 24 hours (even if declining)
- Provide detailed interview prep: company research, panel bios, common questions
- Share feedback after every interview round within 48 hours
- Send handwritten thank-you notes after placements
- Stay in touch quarterly even after placement for referrals
Multiplier: Each happy placement yields 3-5 quality referrals
Data-Driven Sourcing Optimization
Use analytics to continuously improve your sourcing effectiveness.
- A/B test subject lines weekly; drop bottom 30% performers
- Track response rates by channel (LinkedIn vs email vs phone)
- Identify your "golden hours" for outreach (typically 9-11 AM local time)
- Build a "winning message templates" library by role and seniority
- Monitor competitor job postings and salary ranges weekly
Impact: 25-40% lift in response rates over 90 days
Hiring Manager Partnership Model
Move from order-taker to strategic talent advisor.
- Schedule monthly talent market reviews with key hiring managers
- Share competitive intelligence: what other companies offer, skill availability
- Propose alternative candidate profiles when perfect match is unavailable
- Educate on realistic timelines and market constraints
- Provide post-hire check-ins at 30/60/90 days to improve future searches
Outcome: Preferred recruiter status + expanded requisition access
🛠️ Recruiting Tools & Technology Stack
Essential tools to streamline sourcing, screening, and candidate management.
Complete Tool Stack
| Category | Tool Options | Why Use It |
|---|---|---|
| ATS/CRM | Greenhouse, Lever, Workday, iCIMS, Bullhorn | Candidate tracking, pipeline management, compliance documentation |
| Sourcing | LinkedIn Recruiter, SeekOut, Hiretual, GitHub | Boolean search, candidate discovery, contact enrichment |
| Engagement | Gem, Outreach, Mailchimp, HubSpot | Email sequences, response tracking, candidate nurturing |
| Screening | HackerRank, Codility, TestGorilla, Criteria | Technical assessments, coding challenges, skill validation |
| Scheduling | Calendly, GoodTime, Cronofy | Interview coordination, timezone management, calendar sync |
| Video | Zoom, Teams, Google Meet, HireVue | Virtual interviews, async video screening, recording |
| Background | Checkr, Sterling, HireRight | Background checks, verification, compliance |
| Analytics | Tableau, Power BI, Metabase, Looker | KPI dashboards, funnel analysis, sourcing ROI |
Automation Tips to Save Time
- Auto-reply to applications acknowledging receipt within 2 hours
- Set up email templates for common scenarios (screen invite, rejection, feedback)
- Use Zapier/Make to sync candidate data between tools
- Schedule LinkedIn posts and job board refreshes to auto-post daily
- Create ATS workflows for common tasks (interview scheduling, offer approval)
- Set reminders for follow-ups at 48 hours and 5 days automatically
Chrome Extensions for Recruiters
- LinkedIn Helper: Automate connection requests and InMails
- ContactOut: Find email addresses and phone numbers
- Crystal: Personality insights for customized outreach
- Loom: Quick video messages to personalize candidate outreach
- Grammarly: Error-free emails and job descriptions
- Hunter.io: Email verification and finder
⏰ Daily Routine & Time Management
Time-block your day to maximize sourcing, screening, and client communication.
Optimal Daily Schedule
| Time Block | Focus Activity | Key Outputs |
|---|---|---|
| 8:00-9:00 AM | Inbox & Follow-ups | Clear emails, respond to candidates, log feedback in ATS |
| 9:00-11:00 AM | Active Sourcing | Boolean searches, LinkedIn outreach, InMails (25-30 contacts) |
| 11:00-12:00 PM | Phone Screens | Conduct 3-4 candidate screens, update scorecards |
| 12:00-1:00 PM | Lunch & Learning | Industry reading, skill development, candidate nurturing |
| 1:00-3:00 PM | Submittals & Client Calls | Prepare submissions, hiring manager syncs, intake calls |
| 3:00-4:00 PM | Interview Coordination | Schedule interviews, prep candidates, send confirmations |
| 4:00-5:00 PM | Metrics & Planning | Update pipeline, review KPIs, plan next day priorities |
Weekly Priorities Checklist
- Monday: Review all open reqs, set weekly sourcing targets, intake new roles
- Tuesday-Thursday: Peak sourcing and screening days, maximize candidate touches
- Friday: Client check-ins, pipeline reviews, candidate follow-ups, metrics review
- Daily: Add 15-20 new candidates to pipeline per active requisition
- Daily: Conduct 4-6 phone screens and 2-3 submittals minimum
Productivity Hacks
- Block 2-hour "no meeting" zones for deep sourcing work
- Batch similar tasks (all screens together, all submittals together)
- Use templates for 80% of communication, personalize the last 20%
- Set phone on "Do Not Disturb" during sourcing blocks
- Review and refresh Boolean strings weekly based on what's working
- End each day with 3 must-do items for tomorrow written down
Energy Management
- Schedule creative work (sourcing, writing JDs) during your peak energy hours
- Take 10-minute breaks every 90 minutes to prevent burnout
- Move admin tasks (data entry, reporting) to low-energy afternoon slots
- Reserve Fridays for relationship building and strategic planning
- Protect your calendar: block personal time and honor it