Table of Contents

Disclaimer 1
Introduction 2
Purpose of this Manual 4
Chapter One: Getting Started 5
Chapter Two: The Placement Process 11
Chapter Three: Recruiting: A Science or an Art 14
Chapter Four: The Industry 19
Chapter Five: The Power of Words 25
Chapter Six: Back to Basics: Marketing Presentation 35
Chapter Seven: Workable Search Assignment 46
Chapter Eight: Recruiting 54
Chapter Nine: Preparation 73
Chapter Ten: When things go Wrong 87
Chapter Eleven: Time Management 92
Recruitment Guide #2 96
Recruitment Guide #3 100
Recruitment Guide #4 105
Conclusion 111
About The Author 112
 Disclaimer and Copyright

This publication was compiled to provide accurate and authoritative

information with regards to searching and preparing oneself for finding a
job.

No responsibility or liability is assumed by the author for any injury, damage

or financial loss sustained to persons or property from the use of this
information, personal or otherwise, either directly or indirectly. While every
effort has been made to ensure reliability and accuracy of the information
within, all liability, negligence or otherwise, from any use, misuse or abuse of
any methods, instructions or ideas contained in the material herein, is the
sole responsibility of the reader.

All information is presented for informational purposes only and presented

"as is" without warranty or guarantee of any kind. Any results you may obtain
are completely your responsibility and no guarantee is provided as to the
results you will achieve. The author cannot be held responsible for your
results, as he does not know you, your work ethic or your individual
circumstances.

Any trademarks and brands referred to in this book are for illustrative
purposes only, and remain the property of their respective owners and are
not affiliated with this publication in any way.

The contents herein are not intended to replace the advice provided to you
by a professional consultant or legal representative, please consult their
services if so required.

Copyright © Joe Davis 2016

All rights reserved. No part of this publication may be reproduced or
transmitted in any form or by any means, electronic or mechanical, including
photocopy, recording, or any information storage or retrieval system,
without prior written consent from the publisher.

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RECRUITMENT TRAINING MANUAL

INTRODUCTION
Points For Considering Conventional Recruitment

In today’s society, almost anything you can think of takes place on the World
Wide Web, even more so the art of job seeking almost entirely takes place on
the Internet. Employees and unemployed candidates use the Internet to find
each other, off course with the help of recruitment agencies. For
conventional recruitment agencies, the modern day Internet frenzy is just not
a feasible way of how effective recruitment should be carried out. The
scenario below will illustrate the point further.

Imagine you are a Project Management company, and have recently been
awarded a £15 million project to undertake a huge development for this new
mixed-use hub. The magnitude of the project will require that you assemble a
team of experts in a short space of time. This team of yours needs to be
absolutely the best within the field because you cannot afford any mishaps. The
process of having to post a listing on the Internet or register with an agency will
result in a one or all of the following outcomes. People who are not even within
the field will end up taking their chances by applying, thus you will most likely end
up with hundreds of CV's to sort through and chances are that the process will
waste valuable time. Most likely, you would have an idea of exactly where those
professionals you need are located. And if they are as good as you think then they
are most likely employed.

This is when a conventional recruiter will most likely step in. You happen to have
been in contact with this particular kind of recruiter who more or less knows
exactly what you need. This recruiter charges roughly 20% of the annual first
income from each of the professionals they would acquire for you. Although you
might think the rates are high, this recruiter has the knowledge know-how of the
industry and the people you are looking for, and what’s even more they can get
the recruits within a matter of days. Now, it is unlikely that you would let
something as recruitment fees (even though the process is the most efficient,

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where all parties are happy) get in the way of securing a project of that high
caliber. This is why we see this function as playing the most vital and effective link
between employer and potential employee. Our function as a recruiter is aligning
ourselves with people that are within these types of scenarios and relationships.
This approach has been proven to be the most successful.

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RECRUITMENT TRAINING MANUAL

PURPOSE OF THIS MANUAL

Message From The Author

The art of recruiting is one that requires the recruiter to be well trained and
informed.

Get Informed on Your Business

This training manual is essentially a learning tool, and in it being a tool it
does not translate into a single ‘magic’ pill that will enable smooth success.
Like many businesses it is going to take some patience and practice in order
to get it right, so if you looking for a magic pill then this is not for you. You
will need to engage thoroughly with the material presented and make sure
that all the concepts are fully comprehended.

Refer to the manual as much as possible, even if you have started the
recruitment process, as you will find that you will come issues for which the
solutions will be outlined in this manual. There will definitely be a day when
you have absolute control over things and no longer require this manual,
and that will mean you will be making money and we have done our job well
enough.

We wish you all the best in the business.

Sincerely
Joe Davis (FIRP)

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 JOE DAVIS FIRP

CHAPTER ONE
GETTING STARTED

Recruiting involves a process of attracting, finding, screening and hiring the

best qualified candidate for a job. Initiating a recruitment agency is one of
the most basic, inexpensive businesses, and you can start from the back of
your garage. Basically, the clients and the candidates you acquired will be
your so-called ‘products’. Please note that the manual will be approached
from the perspective of starting a home-based agency.

It is very simple to start up the business and requires very little start up
capital. One simply needs a place to operate from with a valid address, and
an operating telephone line, and (as the saying goes) the rest is history. Let
us dig in to the basics of starting.

Licensing
The requirements of starting a business are different in all countries
worldwide. And thus each would require different prerequisites and
processes to obtaining a license. If need be, you can consult the
annually released World Bank Doing Business Report, which outlines
the procedures involved in starting a business for each country
worldwide. As you will not have any candidates or clients in the
initiating phase, eventually you will acquire paying clients, and then
you will most likely be required to pay tax. When giving estimates of
your expected income remember to be modest in your expected
income estimations. It is always better to under-estimate than to
overestimate.

Minimum Requirements
The minimum requirements for the start-up include having at least
two telephone lines for the business. Additionally, make sure the
phones have a “Call Waiting” service, in that way there will
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RECRUITMENT TRAINING MANUAL

theoretically be four operational lines. As long as the business line is

separate from the home line, then all is good to go. Other items you
will need are a fax machine (better yet, if you can buy those 3 in 1
machines, with fax, copy and print) and Internet connection (either
an ASDL line or one of those USB sticks you can load data on). These
off course will be dependent on each individual’s varying needs. The
must haves however are, you must have a computer/laptop with
Internet connection and a fax machine.

Furthermore, it will eventually become important to have a service

through which your data can be stored on. As you acquire clients,
you will need to have a system that captures their details and
subsequently stores them. There are so many data entering and
storage programs out there that you can essentially choose from,
such as Microsoft’s Access Database or Kofax. The programs have
become more and more sophisticated but essentially look for a
program you will be comfortable with for easy data capturing and
retrieval.

Professional Services
Business is money, which is why it is important that you should hire
an accountant that can help you out with setting up your accounts
and transactions. It will be important as an accountant will assist you
write off things that otherwise you would not know. As soon as the
business starts generating income, you should get an accountant as
soon as possible. Check within your circle of friends so that you can
hire someone who is trustworthy. If you plan to have some sort of
assistant work for you, perhaps also consider getting a lawyer. These
professionals will (hopefully) be utilized occasionally, so it is not
something you need to worry about as a monthly expense but
rather you acquire their help when the need arises.

Computer and Internet

In purchasing a computer, you should look for a model that is up to

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date and has all the features. Look for things like RAM, the
computer’s processor, operating etc. (these are usually the
important basics). The Internet service provider you subscribe to is
important because you need to consider things such as speed and
the efficiency of the provider. You will need the efficiency of both the
Internet and the computer, as you will use these to acquire clients
and search through the net for potential candidates. As your
business grows, you will have an idea where you want to focus,
which means you will probably purchase some form of directories or
lists. It is advisable that before you embark on purchasing data sets
you should rather wait until the business generates enough income.
In the Items to purchase paragraph we mentioned that you would
need some form of software package to deal with data capturing
and entering. Another form of software you need to buy is one that
will allow you to issue out invoices (for example, accounting
software such as Pastel). Usually the computer you purchased has
Microsoft Office included in the package, if it does not then please
purchase as you will need a program were you can write your
proposals and memos (you will need a program such as Microsoft
Word). Microsoft office has a range of products were you can design
your own letterheads, labels and even design your business logo,
and many other things.

Checklist
The various items we are going to list here, we have already touched
base on, things such as stationary (pens, clips, paper, envelopes
etc.). You will need a desk, and a chair of course and some cabinets
where you can store all your files and documents. Since most your
time will be spent sitting on your desk, it is vital that you get a good
ergo-therapeutic chair with better back support.

Below is a list of the items you should tick off:

 Computer UK£ [Prices will vary in each
country]

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RECRUITMENT TRAINING MANUAL

 Two Desktop Phones UK£ [Prices will vary in each

country]
 Office Stationaries UK£ [Prices will vary in each
country]
 Desk and Chair UK£ [Prices will vary in each
country]
 Cabinets UK£ [Prices will vary in each
country]
 Software UK£ [Prices will vary in each
country]
 Installing telephone lines UK£ [Prices will vary in each
country]

Associated costs such as the phone service, Internet, or electricity

will be included as part of your recurring costs. These costs will
depend on the service provider you choose or the plan you go on.
Once you have added up all your costs, it suddenly puts things into
perspective as you have clear idea of the start-up costs. If the price
works up are high, remember that most things such as a desk and
table you not need to buy new, and if you have some of these items
in your possession then these costs will be reduced. This check list
merely serves as a guideline for you to follow, and does not have to
be followed to the letter.

Productivity = Profitability
Reasons To Be In This Business
These are some of the reasons to set up a recruitment agency:
 Money: there is no cap on the amount you can earn
 The Career growth is exponential
 Great way to meet people from all professions
 Although your hours might be regular, you must prepare for
working after hours as you become busier
 This job offers job diversity, so you will hardly become bored
 You are your own boss

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 Essentially it is about helping others

 The job does not restrict you to one place (you can work from
anywhere)
 For workaholics you can literally work up until any age
 You will be current with any news in the industries you work with
 Each candidate will be different, thus there will be variety
 You will be interacting with people most of the day
 You will never run out of finding people who need to be placed in
employment
 You have to be determined to make it in the industry
 You are guaranteed that you will continuously learn something
new
and grow

There is a saying that you are what you constantly do, if you choose
to go into the recruitment industry then it must be because you love
what you do. Simply seeing it as a job (something to get through) will
result in a negative outcome. For something to be a success, it has
to stem from passion and hard word. If recruitment is the ultimate
career for you, then the rest will sort itself out as you are on the
right track to investing into your future. By liking what you do, you
will learn more and the work will translate into clear positive results.

Equal Employment Opportunity Laws

This section will differ from country to country, but if your country
has a law pertaining to equal employment opportunities it is highly
advisable that you know the law. Generally it is imperative that all
candidates referred to potential employers are discriminated
against with regards to the following:

 Race,
 Sex,
 Age,
 Nationality,

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RECRUITMENT TRAINING MANUAL

 Marital status,
 Medical reason or a Handicap.

Theoretically these should be adhered to whether there is a law

enforcing it or not, but if there is such a law in your country then you
have make it part of your policy. If it should happen that a certain
client makes such a request, then it is obligatory that you tell that
client that it is against the law to discriminate against anybody. Then
you have to inform that client that it is also against your policies, so
they can either withdraw the claim or go take their business
elsewhere.

A general note you might want to say:

“I understand your request; however there might have been a slip-up on your
part. I must notify you that discriminatory job orders cannot be accepted. As the
law and our policy states is it criminal to discriminate in any way or form against
candidates. I will do my best to find you the best-qualified candidate accordingly
with the functions and skills as so put in the request outline.”
Should the client still insist on the discriminatory offer, then you should say no.
Do not implicate yourself in discriminatory hiring processes.

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CHAPTER TWO

THE PLACEMENT PROCESS

There are essentially eight steps in the placement process. We will need to
look at on one side, the process you will go through with the Employer and
on the other side, the process you will go through with the Employee. Each
process will total eight steps. We will put the processes in a contrasting
manner.

Employer Potential Employee

1. Contacting the Employer 1. Contacting Potential Employee
Making contact with the employer The way most recruiters make
can take place through numerous contact with the potential employee
channels. Finding those potential is through targeting them directly.
professionals however, will require There are various ways of finding
that you do use mediums such the recruits, such as Internet, advertising
Internet, newspapers, subscribing to in newspapers, word of mouth,
associations. organization etc.

2. Job Order 2. The Interview

(Possible Employee)
When you go out to search for This is not the same as the
possible employers, this is referred employer/employee interview. In
to as a job order. You make contact the interview you simply want to
with an employer to access the type establish if that employee is in
of employee they will need from general what you are looking for.
you. In which case the search must In which case you will use the
match the best candidate with that Most Place-able Candidate
employer. (MPC) check list you have

developed.

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3. Asses the Employer 3. Asses the Employee

One of the most important steps One of the most important steps
is accessing the employee when is accessing the employee when
you carry out the search you carry out the search
assignment, in step 2 above. You assignment, in step 2 above. You
will evaluate these searches by will evaluate these searches by
putting them in a hierarchical putting them in a hierarchical
order, such as those you can order, such as those you can
definitely fill with your existing definitely fill with your existing
resources and, Those that would resources and, Those that would
require much more effort. require much more effort.

4. Matches Employer to Employee

The match up process: At least four possible candidates should be
forwarded to the company. The point here is to make sure both parties’
needs are adhered towards.

5. Confirm Employer 5. Confirm Employee

Here the recruiter prepares the As with the employer, the same
employer by making sure that process has to be carried out with
they present themselves in the best the employee, enticing them to the
possible way to the potential employer.
employee (remember the
employee is most likely someone
with momentous industry skills),
thus the employer must be in the
best position to entice that
employer to join them.

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6. The Interview
Also known as the hiring process, at this point the possible candidate/s
must match the employer’s requirements very well. Although most
employers do not necessarily like going through this process it is necessary
and cannot be avoided.

7. Following up with the Employer 7. Following up with the Employee

The process takes place after the The same process would be carried
interview process is completed. You out with the employee
will follow up to ascertain whether
the applicant made it or not. If they
were not hired then you would
determine what went wrong, and if
there are any areas of improvement.

8. Placement
This is the part were all your hard work literally pays off, and you are paid.

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CHAPTER THREE
RECRUITING A SCIENCE OR AN ART, OR PERHAPS BOTH

Characteristics

Recruitment as an Art Recruitment as a Science

Presentation Hours in the office
Qualifying Phone Calls
Questions Send-outs
Preparation Attitude
Listening Image
Closing Goals
Team
Training

These are the basic characteristics of recruitment, and each will be discussed
in detail.

Recruitment as a Science

Hours in the Office

The normal working hours (8:00am -17:00pm) will not be enough if

you are starting out as an agent. As pertaining to almost all forms of
work, if you put in enough time and effort (this sometimes extends
into working over 17:00 on weekdays and weekend). That is why we
mentioned in the beginning that you need to have passion for this.

Telephone Calls
Having an office phone was one of the basic items you will surely
need in this business. With a direct business line, making calls will
form the biggest part of your job. The minimum amount of calls that
you will be making can be as much as 50 a day

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Send-Outs
The focus of your work each day will be putting things into motion,
such as going after people and giving out orders. This will happen
primarily over the phone and will require persistence. If you are able
to send out a minimum of three send outs then you are on the right
road.

Attitude
The ultimate rule of any form of service is that if you are frowning or
are in a bad mood, then it is likely to carry through whether you are
on the phone or speaking directly to a client. Always be positive and
you will not go wrong. Do whatever it takes to stay on the positive
vibe.

Image
Whether you would like to admit it or not, image is everything. The
first impression you get from any new person you meet is what they
look like. The business of recruitment means you are dealing with
people thus you have to wear professional clothing and act
accordingly. The smarter you are, the more confident you are about
yourself, and the more positive you are. It might be tempting to
wear your ‘old comfortable shoes, especially if you are operating
from home but please do not.

Goals
Setting goals is extremely important both from a personal and
professional points of view. You need to have set out goals every
day, weekly, monthly, and yearly milestones. Goals should always be
realistic and attainable. Generally, set goals like: if you can make at
least 75 calls a day, which result in 15 send-outs, 15 Search
Assignments, and 20 Candidates a month, then consider yourself
well on the road to success in he industry.

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Team
The team you work with has to gel well together, and create an
environment that all can be comfortable and productive. A great and
motivated team is one that produces quality work.

Training
Many employers are reluctant to train and improve the skills of their
team, fearing that once they have invested in the person/s they will
then leave. It is important to stress that it is imperative for the
growth and success of your business to train your team. Not only
your team, but also you will need some training. There are many
forms of training besides the generic (and sometimes boring)
teacher in front delivery lecture to students, style. The science of
recruiting refers mainly to the practicality of recruitment. You have
direct control of these things. The ‘practicality of the recruitment’ will
lead the way to the ‘art’. Like the yin-yang, the art, and science of
recruitment need both to be mastered, one cannot succeed with
having mastered the other.

Recruitment as an Art
Presentation
Many employers are reluctant to train and improve the skills of their
team, fearing that once they have invested in the person/s they will
then leave. It is important to stress that it is imperative for the
growth and success of your business to train your team. Not only
your team, but also you will need some training. There are many
forms of training besides the generic (and sometimes boring)
teacher in front delivery lecture to students, style. The science of
recruiting refers mainly to the practicality of recruitment. You have
direct control of these things. The ‘practicality of the recruitment’ will
lead the way to the ‘art’. Like the yin-yang, the art, and science of
recruitment need both to be mastered, one cannot succeed with
having mastered the other.

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Qualifying
When screening your clients or candidates, you will always go back
and forth in deciding the people you will work with. To help you out,
make sure you stick to that review you applied in the placement
process. You will eventually only be working with 10% of the Search
Assignments and potential employee. These are the actual
candidates that you will give most of your time to, in terms of
marketing them to potential employers or conducting target
recruiting.

Questions
You need be comfortable enough with asking the right and tough
questions, in order to succeed. The client and the candidate must
know exactly what is on your mind, so nothing is confused or left to
general understanding. Ask all the questions that you need to ask,
and if you feel that your question has not been answered then ask it
in a different way. Lastly, allow the respondents enough time to
digest the question and respond with an answer.

Preparation
In alignment with setting your goals each day, you should prepare
the steps pertaining to how you will go about achieving those goals.
You have to prepare the clients and the candidates. Closing a deal
will differ from deal to deal, and there will always be a lesson
learned in every case. As you get used to the process, eventually you
will have a process you adhere towards for closing deals.

Listening
Listening is an art and skill that must be taught, many people hear
what you are saying but do not listen (process what you say). As a
recruiter, you need to listen and give people a chance to speak.

There is a method called the “SUAL” that you are going to need to

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apply when people are talking. It simply translates into Shut Up And
Listen, that is if you want to make money.

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CHAPTER FOUR
THE INDUSTRY
The recruitment business is a big industry, and writing everything about it
can simply occupy an entire edition of books. There are various industries
that people can choose to go into, and further selecting which industry to go
into can turn into a challenge.

Specializing in an Industry
The industry you specialise in will determine your rate of success.
The following pages will dig into and discuss in great detail about
industry specialisation, and how to go about selecting an industry
that will ensure your success. Examples will be outlined, however
you will need to realise that there are various other things outside
this scope that you will need to consider.

There are so many industries in the job market, with some even
having emerged within recent years as technologies continue to
improve. If we have to consolidate these areas we remain, generally
with five main industries: Professional, Technical, Administrative,
Support, and Sales. The best way you can start is to ask which field
do I work within and what function will I carry. Once you have
selected the area you will work in, you will need to consider (actually
it is a must) going on some form of training where you can learn
about that industry. Once you have the ins and outs of that industry,
then you can learn the skills that are required in order to perform
the related functions.

The decision into which industry you go into is essentially up to you,

but the more you are informed about a particular industry the more
beneficial it will be, rather than going into something entirely new.
There are some recruiters who will only work within a specific
specialised industry such as working within IT but specialising in
Software only.
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Other recruiters will work within the entire industry across all
specialists areas, such as one that will work within all areas of IT, be
it Software, hardware or administrators- any form of IT or recruiters
that work within a specific area but across all industries (for
example, social media specialists across all those five industries).
This highlights the ways in which recruiting can be wide and spread
and the ways to combine industries.

You need to consider in great detail which area/s you will be working
in, and that will obviously depend on various factors. However, here
are a few things you should consider in making your choice:

 Perhaps this is the most obvious, but you need to look at your level
of expertise- that is your previous work exposure.
 Look at and be knowledgeable about the industries that are
dominating right now, and where growth is likely to unfold towards.
 Lastly, know what positions are in great demand.

Let us examine an example of what we have just discussed above:

If you have work experience, say within website development, as a

website designer. You might want to consider going into a different
industry as a recruiter. The reason for this is because if your industry
is not exactly in “hot” and likely to become even “hotter” then it will
prove not worth your while to go into that industry. Rather go into
an industry that is up and coming, the skills you acquired within your
website development industry will come in handy in some ways into
the new industry that you are entering. Having prior knowledge that
is transferable is a starting point for entering into a new industry.
With such knowledge it then becomes easier to start up. Here is a
point to consider: you do not have to be a civil engineer to go into
that industry. What you need is to have market knowledge within
the engineering sector so that when you communicate with clients
or candidates you are able to “speak their language”.
As part of the recommendations, there is a review called the

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Standard Industry Classification (SIC) Codes, these are a set of

internationally accepted codes for the standard classification of
economic activities, and can be used to help you determine which
industry to work in. These reviews can be found on the internet.
These will outline the various industries as well as their sub-
industries. Look for an industry that runs across various other
industries (in a horizontal line).

Remember this is a conventional recruitment agency, and it being so

you must decide on the level of positions you will be looking at. Visit
and go through various online job advertising engines.

With the example used above about the IT Software company,

currently most companies either outsource an IT specialist (if they
are a small organization). If the company has (let’s say) more than
100 employees then, it is highly likely that they will have a dedicated
IT department. Even further, this is across all the industries.

IT is a highly specialized industry and there are a wide variety of

areas you can work in. Say that you are trying to target large
institutions, most of these companies would be using different
computer systems.

There are several types of computer systems such as large systems,

mid range systems or mini-systems. Again, you could decide to focus
on one system or run across all three. These computer systems will
require some form of software and operating system, hence you
could also decide to work within one area or more.

This is what is meant by the specializing in an industry, this example

highlights that an industry such as IT can have many facets. You can
choose to work in one facet or the entire range.

Deciding on which position to specialize in will require you to choose

wisely, and be confident that your choice will ultimately result in the
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success of your business. At this point (or as time goes along) you
will learn that when sourcing a certain group of candidates, certain
specialists are easier to approach and win them over.

So for example, you might decide to approach programmers in an

organization that has other IT specialist, once you have won them
over, other specialists might follow. There are a lot of scenarios to
consider and a lot of avenues to explore. As a new recruiter there is
one thing to consider and adhere to:

As a new recruiter rather decide on a wide industry as your

area of specialization, that way as you learn more and get to
see what works and what does not, you will be able to make
sound judgments. Starting broadly will result in you being able
to steer yourself from one area into another industry and you
eventually find your area of expertise.

The positive of starting broadly also has another benefit, if you

eventually get to a point where you found your niche market, and it
so happens that in a year or two that market narrows out, you are
then able to go onto another niche. Remember that the way you
found your niche in the first place was through trial and elimination;
well you can then go to the niche you eliminated before. Carrying
out a trial and eliminations enables you to go back when one area
fails.

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An Example of a Firm's Area of Specialization

Mortage/Banking IT
Account Executives Business analysts
Loan Officers Software developers
Loan Servicing Embedded engineers
Loss Mitigation Consulting
Loan Processing Graduates
Default Managers Analyst programmers
Collectors Data analysts
Customer Service Database administration etc
Claims
Foreclosure
Bankruptcy
Loan Administrations

Finance Engineering
Artisans
Professional / Management Civil Engineering
Management Operations Electrical Engineering
Production Electronic Engineering
Plant Mechanical Engineering
Manufacturing Process Engineering
Specialty Trades Structural Engineering
Banking Technical Sales – Electrical
Corporate finance and Electronic
Investment finance Technical Sales – Mechanical
Asset management Engineering
Private equity Management Operations
Executive finance Production Line
Placements Plant Management
IT audit Manufacturing
Internal and external audit
Risk management
Forensic audit
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Chartered accountants
Tax
Bookkeeping
Creditors and debtor

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CHAPTER FIVE
THE POWER OF WORDS

Communication is vital in determining your success within recruitment.

Communication is a skill which means that you can learn it (if you should not
be able to communicate effectively) and where improvement is needed; you
can easily make provisions for improving it. It is essential for you to improve
in this area, one way you can do that is through evaluating your
presentations and speeches. Familiarize yourself with new vocabularies and
be conscious of the words that you use, also be careful of using some words
out of context simply because you misunderstood their meaning.

The power of self-talk, especially re-enforcing positive self-talk is actually vital

for your business. Through positive re-enforcement (e.g. “I do not want to
lose this client”, rather say “I will sign this client”) this will enable you
effectively deal with problems by re-enforcing them in a positive light. When
a person counteracts a negative with a positive, eventual your perception
and the way you deal with issues in the further will lead to a different
conclusion. As opposed, to dealing with a negative with a negative. The first
rule of science states that; “Fields of the same field repel one another.” Change
in attitude, leads to change in perspective and enables you to go through
experiences rather than going through fixing problems.

MARKETING CALLS
These are the objectives of marketing calls:
• To get a send-out from a client
• To get a job order from possible candidates
• To get referrals; and candidate leads
• To get information to use if you should call again

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PHRASES AND THEIR UNDERSTOOD MEANING

PHRASE MEANING REPLACE WITH

I can't I won't I choose not to
I'll try There is a chance I will Yes, I will and I can
not be able to do that
I forgot It will not ever come Let me think about it
back
You have to sell There is so much Acquire, invest, offer
pressure
I hope this will happen It will not happen ever I am confident it will
happen
I am feeling tired I will not do it I will take some time off
and come back fresh
I am uncertain I am confused There has to be a way
Can you buy I am selling this to you You will be able to get
out of this
Trying and Failure This is not going to Trial and success
succeed
I cannot afford to I am lacking I choose not
I cannot stand that It is too much for me I prefer something else
I am only human It is something I cannot Let me see what I can
help do
There is a discount This must be sold This offers a great
savings
How are you I do not care much You are looking well, it is
lovely to see you
This is work This is a drag This is fun

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The telemarketing industry has become more prevalent and usually

people do not give the time of day. As such expect people to say
“No” to you, out of every 10 calls you make about 7 of them will be
“No’s”. When the time comes and you have finally received a job
order that is high on your list, then it is time to stop making
marketing calls.

Pause Marketing Calls

This means that you should begin the process of finding the right
person, who fits the job description.

Recruiters that have fewer recruits do so because when the time is

ripe to find the right people, the usually send out people and their
telemarketing does not cut it. Successful recruiters on the other
hand are able to fill positions, as simple as that. Once an order has
been made you should aim to find three to four people to fill the
position. This is standard as most organizations only interview
accordingly with that number. Simply having one candidate for the
position is not logical nor a smart way to go about ensuring the
success of your business. Once those candidates have been send
out, then you begin with your marketing. Many recruitment agencies
have faded because they simply stopped doing their marketing.

Planning Your Day

It is important to figure out what sort of a person you are, and also
how you function (your strengths and your weaknesses). Things like
how you deal with pressure etc. If you cannot operate under
pressure then by all means make sure you make those calls to get
the job offer and even do the closing on the early hours of the day.
However if the opposite holds true and you can operate well under
pressure, then make sure you get the touch parts of the job out of
the way first, such as making those marketing calls. After which you
can then deal with making those deal sealer calls at the end of the
day as these will be the easier part of your day. Keep in mind that,
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after having dealt with 70% of rejection this can leave you in a
slump. Make sure you are able to stay enthusiastic for the deal
sealer phone calls. If a client does call with a job order, then you
dedicate roughly 60% of your day to finding the right recruits. If you
do not have an order then focus on the marketing. If you have a
MPC (Most Place able Candidate), then you should market this
individual.

Most Place-able Candidate (MPC) Checklist

Keep in mind that while the aim is to make a profit, essentially you
should not sell your soul by doing things solely for the sake of profit.
If you have found what you believe is an MP Candidate, however
after interviewing them, you do not like them then simply walk away
and do not work with that person. If you like a recruit, then working
with them is simply divine; you will be able to get a lot done. Below
is a check list of the types of candidates.

Unemployed Candidates
 Would usually not take counter-offers,
 Due to their status, they are likely to want a job as soon as
possible,
 If you send an unemployed candidate to an interview make sure
you have backups,
 Find out the real reason they are unemployed,
 Ask them how they have been supporting themselves, this will be
important when you have to close the deal,
 They should be reasonable about salary and having to commute to
work.

What Does The Market Say About Unemployed Candidates? The

unemployed candidate’s take on their salary is lateral, meaning that
they are basing their decision on things like ‘market related salary’.
An employed candidate on the other hand, will base their salary
expectation on the rule that it has to be 510% increase of their

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current salary. If they are able to get more money, so will you. So
make sure that comes across i.e. the more money you make, there
more I will get. If you find that both the unemployed and the
employed candidate are unreasonable then do not work with them.
We can steal this line to also apply here, but the number one rule of
customer service is to always under promise so you can over deliver,
which also applies in this context. Do not make promises that are
beyond your control. Make it clear to the candidate that they should
also apply with other recruiters or use their own manpower. Should
you become unsuccessful then you will not charge them any fee.
Always re-enforce the positive attitude. Be honest with everybody
you work with, and if you cannot find them anything then let them
know.

Employed and Unemployed Candidate

 They candidates must provide reasonable answers as to why they
are job hunting. The answers must be specific
 The candidates must describe the type of job they want
 “Will you accept a counteroffer?” the answer should always be no
 As a recruiter, you must have something more to offer the recruits
other than generic characteristics. What are you selling them?
 The candidate has to appear well dressed (professional), as they
are representing you
 The candidate must be forthcoming with information, such as their
previous interviews, if they went well or not, and what happened. If
they are unwilling to discuss this information then do not work with
them
 If they have a partner, does that partner know that they are
looking for a job?
 There must be some contactable references
 Record of stability
 Check the candidates’ availability

Before organizing an interview you have to establish with absolute

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certainty that the candidates fit the job order. Look to see if you can
find this MPC and fit them into other job orders, if you can then it
means you are well on your way to success, which is great!

Features and Benefits

The candidates should be involved in making the decisions with
regard to their benefits. The candidate can be involved by making a
benefit list that they can present to the potential employer; and in
addition that feature of their skills should correspond with a direct
feature. Below is a list that can assist in making that benefits list.

For every benefit the candidate lists, there must be an

accomplishment. These examples will help in figuring out how to
make the list and what we mean by it. When making presentations
you can use this list. Feel free to fill in some of the areas that have
been left blank.

FEATURE BENEFIT
Individual is driven and highly • Can work at a fast pace
energetic • Can easily overcome challenges
• ________________________
Works well under pressure • Ability of meeting deadlines
• Ability to work optimally
• Can easily handle heavy
workloads
• Handles crisis effectively
• _________________________
Great Judgement • Makes decisions efficiently
• Right set of priorities
• Hardly needs supervision
• Understands when to stand back
from a deal
• _________________________

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FEATURE BENEFIT
Sound Industry Experience • Requires minimal training, if at
all
• Know the ins and out of the
industry
• Knows competition
• Can be productive
• Very familiar with the industry
weaknesses
• __________________________
Work Background Stability Does not job hop
• Mature and dependable
• Great work ethic
• A person to invest in
• __________________________
Good Grade Point Average • High Achiever
• Intelligent
• Quick Learner
• Grasps concepts quickly
• Great preparation skills
• Team player
• __________________________
Works Independently • Able to work well independently
• Sets themselves KPIs (Key
Priority Areas)
• Requires minimal supervision
• Can make independent decisions
• __________________________
Flexibility • Able to respond and adapt to
change
• Is able to be available
• __________________________

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FEATURE BENEFIT
Exercise Authority • Make required decisions quickly
• Commanding
• Management Skills
• Ability to delegate work
• __________________________
Excellent Working Skills • Productivity ensures you get
more out of their investment
• Keeps good work record
• Promote-able
• Able to prioritise
• Highly productive
• Can pass skills onto others
• Accurate
• Confident thus handles situations
well
• __________________________
Field Experience • Little to no training required
• Knows ins and outs of industry
• Knows the market well as well as
customers
• __________________________
Problem Solver • Sees the job through to its close
• Takes initiative
• Team player
• Handles difficult
situation/scenarios well
• Sees a project from start to finish
• Conceptual Skills
• Can Design their own product
• __________________________

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FEATURE BENEFIT
Works well with all types of people • Keeps harmony within team
• Adaptive
• Able to read situations well
•
___________________________
Motivated • Self-starter
• Makes and sticks to goals
• Works after hours
• Results driven
• Likes challenges
• Inspiring to work with
• ________________________
Resourceful • Well informed
• Independent
• Finds what they look for easily
• Adaptive
• Ability to present alternatives
• _______________________
Willing to relocate • Flexible on promotion
• Career oriented
• Able to meet company needs
• __________________________
Special Education • Little to no training
•
___________________________
Generalist • Conceptual
• Overview of whole area
• __________________________
Specialist • Well informed about industry
• Able to deal with all challenges
• Can identify problems easily and

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solve them just as easily

• __________________________

Cost Savings • Increases Cash Flow

• Improves Company profits
• Bottom line contributor
• _________________________
Time Savings • Does job fast
• Does more work in short space of
time
• Could reduce staff expense
• Reduce man hours
• __________________________
Good Communication Skills • Able to get their ideas through to
people well
• Articulated accurate information
• Able to talk to all levels of people
• __________________________
Professional Look Great appeal
• Commands attention
• Projects a good company image
• __________________________
Great Personality • Get along well with different
people
• Create good atmosphere around
office
• Encourages cooperation
• __________________________
Minimal Work Experience • Well equipped with the newest
industry happenings
• Expertise at a reasonable cost
• __________________________

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CHAPTER SIX
BACK TO BASICS:
MARKETING PRESENTATION

At this stage, you need to have some idea on your candidates Make sure
you have checked and spoken to their references The interview
process conducted with the candidate got you to have an idea of the
individual as well as how they generally appear. The information you
collect should help you in putting together a marketing presentation
for the candidate. The way to do this is through checking their
references.

The three-way step of reference checking will enable you to:

 Find out if that person is re-presentable
 It will enhance your presentation
 Enable you to obtain possible new search assignment for
candidates

The process is helpful because you do not want to find yourself

having spent considerable amounts of time on an individual, only to
discover they are not worthwhile.

Sometimes you might find that your candidate was so good at their
previous work of employment that the company wants him/her
back. If that is the case, then this can be a quick placement for you,
as you will not have to go through the normal process.

Keep your ears out for any news about the previous employer
wanting the employee back. If you get a whiff that there might be
some interest, then suggest that your candidate asked that you
check on their behalf about staffing requirements. It is likely that the
candidate will consider going back to their previous work. Make the

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call to the MPC and get all the information you require, such as the
fee or if they want to go back.

Note: Of importance, when you speak to the candidate’s references

you cannot mention what was said to the candidate. However, the
candidate can request the information of which you can give a
general report without mentioning names.

Time to Market
For your presentation, you must make sure that you have at your
disposal basic information. It is said that the first three seconds are
the most impressionable, that is when you have a grasp of your
audience. Therefore, in theory you have 3 seconds to let them know
who you are. In that time make sure, you are as impressionable as
possible. Put a smile on your face (even though you are speaking on
the phone), be friendly, and warm in your tone of voice. A person on
the other end of the phone is able to detect when someone is not
friendly.

By being friendly, you give that person a chance for them to let you
finish speaking. Perhaps make sure you get somebody more
experienced to speak to potential clients or recruits, as someone
that is inexperienced is more likely to come across as being
confused or sounding nervous.

Make sure the introduction of your presentation is short, to the

point and strong enough to retain their attention. It is good to make
use of their first names, as the formal ‘Mr. or Ms.’ might cause them
to lose interest in you. Remember that the other person is not
stupid and they know that you are selling them something.
Therefore, as long as you are confident and knowledgeable about
the industry, all should go well.

Here is an example of how you can begin the conversation:

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“Hello, my name is Jane Doe, I am an IT recruiter .”

What you say next is also equally important (remember you have 3
seconds to win them over)
 “I am calling from ABC Recruitment Agency.”
 “I am the representative from ABC Recruitment Agency.”
or even,
 “We are on a search for…”

Any of these can help you make that first impression. Know the
record of accomplishment of your candidate and when you present
him/her you can use that Benefits and Functions feature. Be careful
not to speak only about the benefits without mentioning the
function, they go well hand in hand. You need to articulate well to
the client ‘What’s in it for them’. Once you have covered what
needed to be covered from your feature and benefits, then it is time
to close. The questions you ask should be open ended.

Here are a few examples:

 I thought you must know about this candidate
 How does he/she sound to you?
 He/she is going to bring a lot to your business and make
you money at the same time
 He/she is going to make an excellent _______________.
 I thought you might prefer to talk with this candidate
 I knew for certain you would want to hear about this
candidate’s availability.

Once you have finished with your line up of questions, it is time to

give them a chance to respond to the question. Be present and truly
listen!

At this point, you should be asking; “What can this candidate

contribute to this company ?”

Make sure your presentation summary is tight as possible, and your

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voice is the right tone (friendly). As you converse with the client,
assert your confidence and your knowledge. Your recruiting
presentation should be excellent and simple.

Do not mention in the presentation why the candidate is seeking

another job. Rather, you talk about the skills the candidate will bring
to the company. However, should the client ask the question, then
you can answer it. It will indicate that they have some interest.

Note : You should never contact an organization if you do not have

a direct and valuable reason. For example”

“Hi my name is John Doe and I am calling from ABC Recruitment. I am

not selling you anything. While I was on a search assignment for
companies similar to yours, I found some outstanding candidates
in____________. I wanted to let you know about these results and see if (at
this point in time) you might have any interest in this level of expertise.”

If they should ask which company you are conducting the search for,
use confidentiality as the reason you cannot disclose such
information. If the client asks questions, you should take it as a sign
for buy in which you should then use the assumptive close (whereby
you assume it is a job order). Wait for the potential client to give the
direct job order first. Let the client explain the job order and do not
interfere with that, as they are likely to agree with you but when it is
time to close, there will be misunderstanding.

Handling Objections
If they should ask which company you are conducting the search for,
use confidentiality as the reason you cannot disclose such
information. If the client asks questions, you should take it as a sign
for buy in which you should then use the assumptive close (whereby
you assume it is a job order). Wait for the potential client to give the
direct job order first. Let the client explain the job order and do not

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interfere with that, as they are likely to agree with you but when it is
time to close, there will be misunderstanding.

If there is one thing to keep in mind as a recruiter, then it is this:

Teach Yourself How to Handle Objections and be
Able to Recognize Buy-in Signs, Ingrain the Skill.

When you have learned that sixth sense, then all you do is sit back
and watch your business soar to new heights.

In reality, there are only a few ways to reject a person, and soon you
will have heard the form of the rejections so many times that it truly
will not bother you. You can take an advantage of this by practising
how you will respond to these objections. So there you have it,
practice the comebacks to rejections, eventually you will be a pro. If
after those 3 seconds the person is still on the line, then you have
hooked them. If the person is on the line with you that long (at least
a minute), then you should be able to assess their staffing
requirements.

Through being able to counteract rejection, you leave a slight crack

in an otherwise closed door. We will look at some of the examples
pertaining to this subject matter; however remember that there are
many more you can come up with. Use that creativity of yours! Find
a response that works with your personality.

Keep in Mind: Should They Ask Any Form of a

Question Then You Have a Chance to Impress, and
Even Sign Them

When you have responded to the question, then begin the search
assignment. The reason you do this, is that once they have inquired
then the inquiry becomes the need. Take the order! Don’t be
indecisive. The rest of the questions you can tackle while you are
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writing up that search assignment. A question can be answered in

either one way or another, such as:

 “You wouldn’t have any positions open, would you?”

Or
 “What challenges would the person you’re looking for have to
overcome should they become success for the opening ?”

The first question was a trick question. You would not use that
question! Another way you could phrase that question is:

 “From what I can detect, sounds as if there might be an

opening, would the candidate report to you?”

Notice that the aim is to make sure you get a buy in, and not pass
one up!
Let us get back to discussing examples of possible objections and
responses.

The Last Encounter We Had With Your Business Was Bad

Respond: “What do you mean?” ( Listen to response). “I
understand how it could have been frustrating. I have had similar
experiences with other types of companies I understand how you
feel. For example, I once had a bad experience with this financial
advisory company. I ended up leaving them and finding another
advisor. I went and got the financial services of another company. I
would really like to change your perception of recruitment agencies.
What are your current essential staffing needs and how can I assist
you?”

Sorry, We Have No Openings

Respond: “Do you mean you have no openings for an IT
Programmer (fill in whatever you’re marketing) or no openings at
all?” (Listen to response).

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Usually organisations will create a place for an exceptional individual

who will increase their bottom line profit. “What will it take for you to
create such a position for this candidate? Currently, how many
people do you have in this position? Say you were to rate these
people on a scale of 1 to 10, with 10 being the strongest on Work
performance, Attitude, Loyalty, and Dependability, how many of
them would you rate a 10? How many would be an 8 or 9? Are there
those that fall under 5? In almost every organisation, there will be
one or two people who are not a 10; in fact, they rate below 5. These
are the people that cost you money every day. This individual I am
representing, he is a clear 10. In his last position, he was… [you can
insert here all the attributes the individual has to offer]. You can
invest your time by interviewing this person to see if they indeed
would improve your company’s profitability. Otherwise, you can also
deal with this objection by asking: “When do you anticipate that there
will be an opening? How would you normally go about hiring a
candidate? Have you considered upgrading your staff?

We Advertise Through Our Own Mediums

Respond: “There are a few clients who advertise certain positions
with us. They find that is it easier because normally they would be
flooded with CVs of people who are not even qualified for the
position. When companies advertise on their own, usually they
would pay an upfront fee, and then hope for the best (that they find
the suitable person). Our agency does the searching and only gets
paid when there are results. Our candidates we represent are
employed, not people that are unemployed and seeking work. This
is a win- win situation, as you will not lose anything by interviewing
this candidate. Please can you explain what you are looking for?
“When you interview through us, we will send you three or four
candidates who are exceptionally qualified and skilled.”
Furthermore, there are four types of candidates, some people only
know of the two. These are people who are employed and people

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who are unemployed, the third type are people who are mentally
unemployed (these are the people who are employed but are
unhappy in their current positions).The fourth type is the type that
we represent. This candidate is currently employed, they are happy
with their position and level of work, however if a more challenging
job was to come along then they would grab it. These people are so
busy; they are not actively looking for a job. This is where I come in,
we find these exceptional individuals. Do you have any priorities for
this position?

“What is also worth noting is that, many people doing the exact
same job for your competitors will not respond to your ads because
of the fear that they might loose their job. Their fear stems from the
perception that you might know their supervisor and the news that
they are job hunting might reach their supervisors. Due to the
confidentiality we offer all clients, these individuals are more likely to
respond to our ads.

“Are you interested in hiring the best possible person or the best
person who reads the Classifieds?”

Your Fees Are Too Steep

Respond: “I fully understand that you want to receive great value for
your hiring budget. No person would want to pay more than the
perceived average value or anything. We charge ZERO fees, should I
not find a suitable candidate who fits all your requirements and you
want to hire that candidate. “My recruitment fee is neither the
lowest not the highest, however I make sure the quality of all
candidates are of the absolute highest standard. This I can reveal by
finding you candidates who fit into your requirements, with ZERO
cost to you. You will then be able to compare my services with those
you usually employ when searching for a candidate.

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We Don’t Pay Fees

Respond: “Are there positions in your company you do pay fees for?
Have you ever paid a fee? Several of our clients shared the same
sentiment as you in the past. There are huge shortages of skills
within the market, which is why some of these clients who resisted
first, were open to trying us out. I will explain briefly why it is that
some organisations see our services as being important thus
utilising us. In this manner, you are guaranteed that the candidates
will be of absolute high calibre. These individuals are so exceptional
that the demand for their skills is high, basic principles of supply and
demand. I will be able to get you these people; however, it will take
time and money. The process we go through is that we target the
potential candidates, recruit them, go through the interview process
with them, and then narrow down the search to three or four. We
hand them over to you, for you to go through your hiring process.

“You pay me only when I have succeeded, so you really have nothing
to lose.”

We Only Deal With Agencies That Offer Discounts.

Respond: “Why do you think a recruitment agency would discount
their rates? In my experience, agencies that give out discounts do so
because they are desperate for business. Are you interested in (and
would you trust) such an agency would find you the best possible
candidate? We are a search firm that prides itself in putting in the
time, money, and effort into finding the suitable qualified candidate
for you. “We are a conventional agency that deals with highly
qualified professionals; however there are agencies out there that
cater for the cheaper market. Your cheaper agencies would be those
that recruit for blue-collar markets, whereas we consider ourselves
above the basic white-collar job market. You need to decide if you
are after best-qualified professionals for your organisation or
finding low rate recruitment agencies.

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“In today’s world it is about what you can afford, and usually the best
rate gets you the best service”

Direct Quote: “As Zig Ziglar says, when faced with a true price
objection, I would rather explain price one time than apologize over
and over for poor service and quality.”

We Employ The Exclusive Services of Another

Agency
Respond: “I understand that, I too have some exclusive clients,
however they also employ the services of other agencies on their
crucial requirements because of the urgency. Have you ever
experienced the same thing?” “Does the exclusive service mean that
you pay them a retainer,” if answer is ‘No,’ explain that it is
impossible to look at all the available talent from only one firm.

We’re Downsizing (Lay-Offs)

Respond: “usually when a company is downsizing its staff, they
replace them with highly qualified candidates. Who would be hiring
these candidates?” “That will be pretty intense for you, since you
hired these people then you will be laying them off. I can help you. If
you have employees that you are laying off who are good at their
job, then I can recruit them, that way saving your company the pain
of having to let them go, and the dismissal pay. This will be the part
where that candidate will respond almost immediately, as there
usually would be rumours round about lay-offs. They will leave
happy, saving you the agony of having to let them go. This will save
your company having to pay for layoff compensations, unemployment,
or outplacement fees . So who are the best people you are letting go?”

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Send Me A CV
Respond: “Yes, certainly! Just so that we do not waste either of our
time, can you tell me what it is you are looking for?” (This is where
you obtain the job order, you take the job order and start a search
assignment, if a candidate matches, show them the value of
interviewing this person instead of simply looking at their CV). “The
candidate we are talking about has not prepared a CV. I recruited
them for a similar position while they were not looking for
employment. The individual is interested in an opportunity that
promises more challenges and growth; however, they are not on the
market. If you are interested, then move quickly” “This candidate is
the crème de la crème of their industry, with highly skilled
knowledge. They are on top of their game and demand is high for
them. There are other companies that are interested in this
candidate (some are your competitors). By the time you have read
their CV, chances are they would already be placed”

We Don’t Have Any Openings For At Least a

Month, I’ll Call You
Respond: “Usually, when a company hires a person, the process
takes up to two weeks to find the suitable candidates for the
interview, to then interview them, make a reference check and
finally to make the offer. Should the person be employed (in some
cases they have to give in one month’s notice)? So now, the lag time
is about six weeks. Let us start the process now, and I will fill the
position by the time you get back to me.”

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CHAPTER SEVEN
SEARCH ASSIGNMENTS
Obtaining a search assignment that is complete from the client is
absolutely instrumental to the placement process. If you have
succeeded in securing a Search Assignment that you can work on,
then there will be six pieces of information you will have to have:

 Who should you look for?

 Where should you look?
 What should you say?
 What does the client require?
 What does the client offer?
 How will you and the client work together?

Working together entails discussing your fee agreement. This part is

important so that the client knows in detail what he/she will be
paying you for your hard efforts. If you do not have the information
outlined, then it will affect your ability to make informed decisions
regarding you choosing to work on the assignment.

Note: Successful recruiters are able to say no to an assignment.

The ‘work’ part means that you go out there and search for qualified
candidates for the assignment you agreed to work on. While
searching you will find that some candidates are not recruitable, to
which you will then check your database for candidates than can fill
the assignment. Some you will fill away as non-workable. These
candidates will be sourced for other assignments. In your database,
you will have people who are your clients and those who are
sources. Sources are organisations that will not pay fees , will not work
with Recruiters (including you) and are totally unreasonable about their
approach to finding top talent in terms of using you, your service and

paying your full fee.

When you have made a decision not to work on a company’s search

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assignment, it is good practice if you give them reasons as to why

you have decided not to. Be as honest and truthful as possible, in a
professional way. You might say their requirements are too
inflexible and unspecific, or any other thing. In cases where they are
not willing to pay the related fees, then that might be your reason
why you are not working with them. Remember that you should not
have to lower your fees for anyone; most successful recruiters
absolutely do not do that.

Later in the chapter, there will be a list of the criteria for a

recruitable Search Assignment. We recommend you follow the
criteria list. Many recruiters spend countless hours, in the hopes that
‘this one might work out’. They prepare a recruiting plan and spend
the next couple of days talking to hundreds of people. They
eventually find those three to four possible candidates, however
when they present them to clients then it becomes a problem. In
order to avoid fruitless chases, we suggest that you follow the
recruitable Search Assignment checklist in its entirety.

The basics of a search assignment go as follow, the standard being

what we call R.O.W, which means:

 What the client Requires,

 What they have to Offer,
 And how you will Work together.

Require: This is usually the easy part, as the client will happily
discuss the specifications of the position. This will include items such
as the number of years of experience, certain specific skill sets,
education level, etc. You will need to find out a bit more in this
regard, such as the specific duties of the position. Skills and Duties
are not the same as there are significant differences. One way of
getting a general idea of the duties the job entails is by asking the
client to describe a day in the life of a__________.
It is important that you are able to gather all the requirements from
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the client, and then you should be able to sort them according to the
order of importance. This will list out the skills that the candidate
must have and those that if they had would be a bonus point. While
the client is explaining their requirements, should you not fully
understand, voice that out immediately.

The last part of the W, in R.O.W, the Work is usually the part where
recruiters fall short. It is important that you are able to get as much
information as possible, failure to do so will result in you not being
able to recruit effectively. This is the part where you look for the
candidate with the “IT” factor. Generally, you should ask the client
“Why would a person leave their current position and come to work for
you ?” You need to explain to the client that the people you recruit
are already employed as such you need to make it worth their while
for them to leave their job. “Is there someone in the organisation who
will sell the position to the possible candidate? This question will assist
you to determine whether you will have to get on field and carry out
a search assignment or if you can look for the candidate in your
database. The question also leads to gathering information on
benefits, bonuses, the environment, company stability, management
style, and many other areas of concern to someone willing to
change their job. If such is not the case, then you will have to come
forth and ask them directly, this will help you in enticing the
candidate into the new job.

You need to take the job order seriously, if need be put yourself in
the position of the candidate. Changing jobs is considered a stressful
situation for anybody, which is why you need to gather as much
information as possible. If you were the candidate, what would you
want to know? Relocation, commission, retirement fund, profit
sharing, bonuses, medical aid, dental benefits, vision care, sign-on
bonus, vacation, sick pay, holidays, retirement, tuition
reimbursement. This can go on and on. While the list is important
you should be able to explain why ‘so and so is important and some
cases explain what it is’. Some companies will pay for other specifics

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such as, assisting in helping you move (the packing/ unpacking).

Their health insurance could only cover certain things, such as
excluding their family etc. This is the main reason that you need find
out the specifics of these packages.

Urgency Is The Key To Recruitment

If closing the deal takes longer and longer, then the likelihood of it
going through decreases with each passing day, which is why you
should treat everything with a sense of urgency.

Before you start researching the partnership between you and the
client, you should first cover a few things, such as:

 How long has the position been open?

 Why is it open, and why for that long?
 Who is doing the job currently?
 What is the company’s hiring procedure?
 How many steps are involved in the procedure?
 Whom will the candidates see?
 Are there any tests administered to candidates?
 How long will it take to agree on an offer?
 How many people have they interviewed so far?
 Why weren’t the interviewed candidates hired?
 Have any offers been extended?
 Are they looking at anyone internally for the position, as
well as externally?
 Is this position approved and budgeted?
 In terms of urgency, on a scale of one to ten, ten being the
highest, what number would they give to this requirement?

Ask the hard questions. If the client for example either has an
outstanding offer or they are looking at someone externally, why
would they need your services? By asking the hard questions, you
are not left guessing things, but rather you know for certain.

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The final step in the R.O.W. process, is determining how you will
work together. The Search Assignment enables you to pave the way
as to how you intend on working together. The final test consists of
having you an agreed plan of action concerning how you will
conduct the search for the job opening. You will have to clarify your
service fee to the client so that they understand their
responsibilities. Here are a couple of examples you could say to set
up your partnership:

“Let us go through that again so that I understand you completely in

terms of what you require in a candidate.” List what you have
understood back to the client, in order of priority, the requirements
stated and skill sets that were outlined earlier in the Search
Assignment. Once that is complete, ask this: “Are you happy with my
understanding of the concepts of what you are looking for?” [Wait
for the answer] If you can sense in their tone that they are not quite
certain they like your take on things, then respond by saying “Is
there something I missed that you would like to go over? Most likely
the answer will be a yes! Once you are satisfied, then continue to ask
about the compensation package. Obtain the total value of the
package so you can structure your fee on it. If the position happens
to be in sales, then simply get the salary the estimated commission,
(Base it on the previous employee).

When we say total compensation, we mean things like (salary,

bonus, profit sharing, sign-on bonus, car allowance, etc), so the
whole package deal. This is what you will use to get to your fee, once
you have that you can quote the client.

As discussed briefly earlier, the standard rate for recruitment

agencies is 30% of the first year’s total compensation package deal.
For example if the total package was UK £100 000. 30% of that will
be UK £30 000.

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“We will now discuss our responsibilities towards finding this right
candidate. I will begin with mine. My responsibility is to fill your position
with a qualified candidate, is that right? [Wait for answer]. Your
responsibility is to be accessible and keep communication lines between
us open before and during the hiring process. I would like to be
informed should there be any changes in the requirements or any other
part that might affect my ability to search for the right candidate. Are
you on board? Please let me know your whereabouts for the next one to
two weeks, as well as how I will be able to reach you. If you are not
contactable, is there a person who will take your place and assist me ?”

This covers almost all the information you would need to know in filling
the position in an effective and efficient way. Consider this:

 Whom to look for?

 Where to look?
 What to say?

Once the Search Assignment has yielded results, you must answer
the following questions:

From the requirements section of the Search Assignment, you will

have the answer to the [Who to look for, question?]. The client will
list all the technical requirements, but they are also looking for the
‘sizzle’ candidate, so look out for words such as: We want an
independent worker, initiator etc. Here you can ask those hard
questions, such as “Can you go in detail, John” As we have said
before, you cannot rely on assumptions; it has to come from the
client’s own understanding. Words have different meaning to
different people, for example, a word like independent might mean
that they work solo on all project, whereas for another it might
mean that they have free reign over everything. This is why it is
important to get the details of the meaning. Once you are done, you
should know technical requirements, personality traits, years of
experience required, previous record of accomplishment desired,
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work ethic etc. “Where to look?” This section you can get answered
from the questions you will ask the client. “Is there a company in
mind where you would want the candidate to come from? Where did
your top employee in the current position come from? Who are your
top competitors? Is there someone that you know that you would
like to join your company?” As you progress in your search
assignments, you will fill up this list of questions.

“What to say?” the answer for here will come from information you
have gathered from the answers, what does your company have to
offer? It is important that you are able to get as much information as
possible from the client, relating to their offer. This will determine
whether you will come up with new recruits or make phone calls to
people who will say no to you.

Next, we will look at the Workable Search Assignment Checklist.

Before you embark on the assignment, it is vital that you fit the
majority of this list. You can use this tool in your evaluation process.

Workable Search Assignment

1. The Hiring authority will pay your full fee (never lower than 30%)
regardless
2. The Hiring authority will sell the position to your candidates in
terms of it being a great opportunity for them
3. The Hiring authority has a reasonable hiring process (which
should be less than two weeks for the entire process).
4. The Hiring authority’s requirements and duties parallel with salary
in terms of the current market.
5. The Hiring authority implies no hesitation when asked about
urgency of filling the position.
6. The Hiring authority will set times in his/her office to go through
the hiring process with you.
7. The Hiring authority has answered all questions asked
when taking the Search Assignment.

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8. The Hiring authority has agreed to be accessible before and during

process.
9.This position is similar to other positions that you normally work on.
10. The urgency on this position is at least an 8 on a scale of 1 to 10

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CHAPTER EIGHT
RECRUITING

Sourcing The Candidate

Searching for candidates that comply with your recruitable Search
Assignments is going to require more than searching in your
database, or surfing the Internet, to find a candidate who fits.
Recruiting is the engine that runs the car; you should be running
that engine on a daily basis. Also equally important is including
referral requests.

The MPC [Most place-able candidates] appreciate the value of a

good Recruiter. Which is why, when you make the call to them, they
are pleased that you have selected them to represent the
opportunity. Make sure that you are confident and professional at
all times, and the results will be positive. There might even be some
candidates whom when you call, give you their most undivided
attention. Almost all people are interested in listening to an
opportunity that might improve their current situations or even and
enhance their lifestyle. The one thing that will play into your success
is if you have a database of candidates who are ready to make a
change from their current jobs.

Identifying candidates that are ready to make a move, depends

highly on the way you present an opportunity to them. You should
at all times present them in a manner that is exciting, and
enthusiastic.

There are different ways in which you can source candidates. During
your daily routine you will be conversing with many people, with the
aim of either marketing, making reference checks, following up on
calls or just general business calls. Every time you make any of these

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calls, it should be an opportunity for you to ask for referrals. For

example, “I have an excellent opportunity for a financial manager. Is
there anyone you know who might be qualified? Is there anyone
else? Make this part of every conversation you have every day, this
methods will increase your candidate pool immensely.

The method you will employ (say for filling a Search Assignments)
will be through target recruiting. You will target candidates within
your speciality that fit the general requirements for the description.
These people will be working at companies that are in direct
competition with your clients. So why then should you call them? Well,
logically these individuals will possess the skill sets and product
background that will fit the requirement from the client. If you are
able to recruit a candidate that is from that calibre, then once they
kick off they are immediately on ground with what is going on, such
a candidate stand a huge chance of being hired.

Your first priority is to recruit qualified candidates, and then tailor

the presentation to reach for your goal. Finding qualified candidates
is your most important goal. What some Recruiters do is that they
find that one company, and then speak with one qualified person,
spend a whole amount of time only to find that the individual is not
interested, and then they move onto another company and repeat
the process. The recruiter might feel that he/she has used all the
companies, they then turn onto other avenues such as surfing the
internet, their database or candidates they are currently working
with, previous job placements, other hiring clients they know,
references, magazines, groups, newspapers, directories, church
groups, friends, relatives etc. While this method can get you some
persons that are qualified, the best method by any means is through
target recruiting.

When you are interacting with the source company remember that
you can converse with everybody in the company ladder, from the
person that makes tea all the way to the CEO of the organisation.
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You ask them the same questions such as,

“Who do you know? Is there anyone else?”

You should not ask,

“Who in your company fits the skills of the person I am looking for?”

That question will not get you an answer.

Depending on the size of the organisation, there are many

departments within, with many people there who have seen
employees come and go over the years and can assist you in getting
the information you need. There will be some departments that are
easier to speak with such as, Sales and marketing, Customer Service,
and even the mail room (if they have one). Look for a department
that has regular contact with all employees within the organisation.
If you come across a question such as, “Are you trying to steal my
employees?” your best response should be “No, I am trying to bring
in qualified people, have you lost several top talented people over
the years? Who are they? Is there anyone else?” Be patient, as
sometimes getting the information will require you to make more
than one call to the same company. Keep your cool and remember
to sound enthusiastic at all times, sounding excited will make your
presentation get you the results you want.

Once you have received the names of the qualified candidates, the
next time is to find these people and approach them with your
opportunity. There are two ways in which you can approach them,
either directly or indirectly.

The Direct Approach means that you will go after the candidate
once you have made specific contact with them, and have presented
the opportunity to them. Here is what you might say to approach
that candidate directly, “Shaun, the information I have leads me to

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conclude that you are at the top of the game in your field, as a Porto
folio manager. The reason I am calling is to present you with what I
believe to be an excellent opportunity for you. Is now a good time
for us to have a talk?”

One more approach that is direct might be, “Sally, I got a referral
from John Smith. He mentioned that you are one of the best
architects within the industry. Can I assume that while you are not
directly looking for a job, you might be open to exploring an
opportunity that I believe you might be interested in?

Can I go on? Can we speak further on this?” The more you practice
some of these saying the more effective and natural it will sound .

It will be somewhat difficult for a recruiter who is starting out to

maintain their control over the process. The reason being that, as
the recruiter you will have to sell this candidate on each and every
step of the process. You will be the one that chases after them.
Please note that should you leave the candidate unchecked, then
you will most likely experience a lot of problems with them. For
example should you ask them not to discuss issues like the package
deal with the prospective employer, they will most likely not listen to
you, which might jeopardise the entire process. Even worse, the
things you discussed at the beginning of the process such as
availability, why they are changing jobs and so on will be changed
into something completely different at the time that the processes is
at its most crucial point. These candidates are qualified, however be
sure to use the MPC check list at the end of this chapter.

The Indirect Approach, the opposite of the direct, means that you
are not going specifically after that candidate. Rather, you are trying
to get names of anyone who would qualify for your job order. You
will most likely be calling up candidates you have identified as
qualified, and presenting to them the opportunity. Now for the
crucial part, once you have made your presentation, you will not
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invite them to check out this opportunity. You will end of rather, by
asking that “Is there anyone you know that you think is qualified for
this great opportunity? Is there anyone else?”

Remember that anyone can be interested in any job no matter his or

her qualifying criteria. What you know is that you are not seeking
out candidates who are interested in opportunities, your aim is to
source out only those candidates who are qualified. What will
happen is that should you run into someone that wants to change
jobs, they will approach you directly. Their response will usually be
“Hey, I’m qualified for that position.” This is when they come for you.
This is a complete reversal of the direct method that was discussed.
You might want to then respond to such a statement by asking, “In
what way do you feel that you are qualified for this post?” Should
they answer to your satisfaction then you might proceed onto
another question that will help you determine if indeed this person
could be the ideal candidate. Should the person fit the requirement,
be careful not to lose them, remember to be the one in control by
letting the person know you actually think they might fit the post,
however you have several other candidates who do too.

The next step then is to send a CV to the client to see if they are
interested. It would be great if you were able to get information on
this candidate so that you can represent them, however due to the
nature of this particular search assignment, you will have to call the
person back to get the information you need. Do this step after they
have send through their CV.

We recommend that you recruit using the indirect method. This will
eliminate any possibility of wasting your time and effort.

Use the R.O.W. method we discussed earlier with all of your

candidates. What they want out of the post, what they have to offer,
and how you will Work in partnership. You must find out the reason
this person is making a career move, what is their motivation? Is it

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for growth, to change location, for more money, change

management style, training, or something else? Ask a question that
goes as follow,

“What do like most about your current position within your

company?”

Once you have the candidate’s requirements, you will have to some
spend time on what they have to offer. Things relating to their
experience, skills, achievements, and when, where or how did they
perform what is needed that matches this Search. You can even
spell out the exact requirements from the employer. Have the set of
requirements handy next to you, and then ask the candidate if they
have done this and that before:

 Does your company use coral draw?

 Where you the one using it?
 When was the last time you used it?
 In what way?

You must always give the candidate enough time to respond during
which you should listen effectively. Listening is an important skill
that you have to learn and perfect. Once you have been double-
checked that the candidate has most of what your client requires,
you will move to the next step of asking, “How we will work
together.”

Remember this is part of the process and in all the excitement of

having recruited someone you might easily forget to include this
part. It is crucial that you do not forget this part. You must brief the
candidate on what you expect of them and what they should expect
of you. With the client, you will list back what you think it is they are
looking for. Listen and answer by saying, “Have I grasped what you
are looking for?”, If the answer is yes, you can then say, “My job is
to now find someone as close as possible to what you require?”
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How to go about building a presentation that you will use when you
approach people, in order to get qualified referrals? Remember the
Search Assignment check list that you used earlier to determine
recruitable potential of a person.

The three parts of your presentation will be as follow:

  Introduction
  Body
  Close

The introduction is important for you to gain their interest long

enough for them to hear the rest of your presentation. Firstly,
introduce yourself and your speciality. This will enable them to
understand what this is all about. People are generally happy to
hear from recruiter that specializes in their field.

Here are some examples of introductions that you can use:

 “Hello, my name is John Doe. I’m an independent recruiter

in the healthcare industry.”
Or
 “Hi, is this Jamie? My name is Jane Doe. I’m an executive
Recruiter working with Fortune 100 companies to identify
top talents within the financial industry.”

You need to identify yourself to the person, have a title in handy for
yourself and mention the industry you are working in.

Once you are done with salutations, you must outline the purpose of
your call. Some Recruiters may even ask for advice in identifying
qualified people. Here is an example of how the question might go:

“Hi Jamie, this is John Doe calling. I am an executive Recruiter who

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specialises in the sales industry. Can I please get your advice on a search
that I am busy running for a certain international company? Is this the
right moment to talk?”

There are many ways to approach people. Most people love to help
people but when it comes to giving advice then they love that even
more. Remember that the person you are contacting might be very
busy, so always ask them if they are available to talk. They might be
caught in a meeting with their boss and so unable to speak to you at
that moment. Usually people who are unable to talk at the moment
of your call will say that they are not interested in talking to you
because you failed to ask them if it was the right time to speak to
them. If you ask that question, you give the person time to move to
an area where they can or to tell you that currently they are busy, it
is better you call at a different time.

Now let us get to the body of your presentation. This is where you
dazzle the candidate with the prospects that the company has to
offer them. You will have obtained this information from the Search
Assignment that the company, and also from the check list that
confirms the urgency from the client’s side. Outline all the prospects
and make sure that you get the person excited about this
opportunity. Keep your presentation enthusiastic.

So, mention all the sizzle that would excite a person and attract
them to this opportunity. An enthusiastic presentation will be the
key to getting them excited. Different specialists get excited about
various opportunities taking place in their industries, for example,
property developers will get excited over the prospect of new big
scale projects, or medics will get excited over the cutting edge
technologies that will change people’s lives and result in more
people being diagnosed quicker. Find exactly what it is about this
opportunity that will really have them take one foot out of the door.

The candidates that you are looking at usually want a position that
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spells opportunity and growth. They will ask only if they are
interested in the position you are presenting and they want to
explore more. Outline the company in terms of its past and its
future prospects of growth. Mention company size, growth,
promotions and number of years they have been in business. If the
company is fairly new then talk about investment options, if
applicable. Basically, all the challenges responsibilities and authority
that the person will enjoy should be discussed.

Keep in mind that while you are target recruiting for a specific
assignment, should the candidate not fit this search assignment you
may later on obtain one that this particular person might fit. Do not
discuss the compensation package, generally you should mention
the range of the figure (e.g. £30 000 to £70 000) it is likely that they
will only remember the low figure. Should the offer then be even
below that range you presented then they will think they are
undervalued.

Rather, find out where they are in terms of the package and see
from there if they fit within your range (this would have been
discussed with the client when taking the Search Assignment).
Should the candidate ask about the package, rather say that the
client is willing to pay the perfect candidate over and above their
current package. When offer the candidate an increase, remember
that you are making a better case for them as they are already in a
position they like. Adding to the sizzle of the job, you can also talk
about benefits. These benefits you are discussing should be ones
that are not usually common in most organisations. Note that
benefits can make up 35% of a person’s total package. There has
been a lot discussed but make sure your overall presentation is not
more than 1 minute. Do not chance after the 60- second mark,
especially if during your presentation they have questions to ask.
This is a big sign that they might want to buy in. Soon you will
become a pro at recognising buy signs.

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Closing the deal will be simple, “Do you know anyone that is
qualified for this position ?” Be quiet and wait for an answer.
When you get a referral always, ask, “Is there someone else?” With
all marketing calls, there will be people who will take the offer and
those who do not. Adapt yourself to recognising buy signs and
handling objections. Lastly, practice, practice, practice! Let us now
turn to the most commonly heard objections.

Objections And Buy-In Signs

We mentioned at the beginning of this manual that one of the
requirement is to have a phone line installed that is separate from
you home line (should you be working from home). Have a phone
that only you answer when it rings during business hours. When the
phone rings answer with a HELLO. You do not want to start a
relationship with a prospective client by having to explain why your
two year old picked up the phone. That is a bad start. Give out the
phone line number to contacts you want to call you back with names
of qualified people. The most common objection or maybe even a
buy is (depending on how you see it) is “No, I cannot think of any
more suitable candidates .” Sometime you might hear “No, I do not
know anyone” which is followed by a dead line. In that case give
them the benefit of doubt, they might be having a bad day or
something. However, should this happen frequently then you must
change your presentation, or the tone of your voice or maybe even
the level of your excitement and enthusiasm.

Some people might be so insecure about their positions that when

they receive your call they might think it is their boss setting them
up. They will reply by saying that they cannot think of anyone at the
moment, which is not a sign of an objection. You can help them out
by giving them suggestions, such as:

 Is there anyone from your previous job?

 Is there someone that might have left your current

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company?
 You do not think that there is anyone who you are
currently working for who is qualified?”
 Keep in mind that I am not looking for people who want a
job, but rather people who are qualified.
 Do you know of anyone who is qualified?”

If still nobody comes to their mind then, give them your office line
number and ask them to contact you should they have somebody.
Make sure the level of your seriousness comes through about
following up, ask them for a good time you might be able to do so.
Some recruiters never bother with following up. If you are serious
about your business then you should follow up and persist. Show
that contact that you are very serious about this, usually they will
assist you to get the most referrals. Sometimes the contact will have
time to think about it, and how they might be the right candidate.
When they call you, you must respond by making it clear that you
are not recruiting them, but are merely interested in getting
referrals of qualified people. Then proceed by asking them why they
would feel they are the qualified person?

Objections And Buy Signs You May Hear When

Recruiting
I Can’t Think of Anyone
When they say this, you must help them think of people…. ask for
previous companies, friends, business associates, competitors, their
partner’s work, other organizations, former co-workers, present
coworkers, former applicants to their company, neighbours, parents
of their children’s friends, etc. Be understanding say something
along the lines of:

“I totally know how you feel. When I am asked to come up with people’s
names I usually, go blank. I can help you. Is there anyone who you

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worked with in your previous companies? Or how about former

coworkers who left your current company?”

Make them understand that you are not looking for candidates who
are currently on the job seeking market, but rather people who are
highly skilled in their positions. If they understand that, you are only
looking for someone to give you advice then it is likely that they will
be responsive and give you names.

I Don’t Know Anyone Looking For a Job

They used the word ‘looking’. As you know by now you are not
interested in people who are looking for a job. Your speciality is to
look for qualified candidates. You must make them understand the
differences; you are looking for a qualified individual who can give
you advice. This will make them more open to discussing possible
people with you.

“Thank you so much - that is the exact sort of candidate I am looking

for, the kind of person/s within your field whom I can seek advice
from, is there anyone else.”

Let Me Talk To Them First And See If They

Might Be Interested.
This person just wants to ensure the privacy of that particular
person they might have in mind. You will need to be gentle here and
use persuasion to win them over. Show them that they are not doing
that person a service because they cannot answer some of the
questions on their behalf. Stress confidentiality.

“I understand your reservation in protecting your associate’s privacy. I

can reassure you that I will keep your name in confidence as well as that
of your associate? In my experience, people will most likely talk to me
about their career prospects than to their friends or colleagues. They will

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also likely have questions to which it might be better for them to get the
answers straight from the source. Do you have anyone mind?”

If still the answer is no, then ask them for the name of their work
place or department, in this way you can have a chance of getting to
them first. Relate to the person how busy you are and if they have
the person’s name then you will be able to take their call. To insure
that they carry through their commitment, say this:

“When will you talk to this person? This evening? That is fantastic! I will
call you tomorrow mid-morning at 11am. I am usually on the phone all
day so it will be difficult for you to get hold of me. Give me the person’s
name so that I will be sure to take their call when it comes through. Do
you have anyone else in mind who is qualified?”

What Is In It For Me?

Should they respond like this, then it is likely that they have
someone in mind. Use your persuasion skills to appeal to their
sense of pride. You must ask them who the individual is. Say
something like this:

“Dan, you are in a position where you can help other people. What is in
it for you is the opportunity to help another person. You will feel good
about it and be held in high esteem by that person you helped. Who is
the person that you have in mind? Who else do you know who is
qualified?”

I Don’t Deal With Recruiters

This is when your attitude will be important. You must earn respect
by listening to what the person is saying. Therefore, you get an
answer like this, but you must respect their opinion. Do not try to
defend yourself but rather be supportive. You can even ask if they
can share their experience in working with Recruiters.

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Are You Trying To Recruit Me?

“That is not what I am doing, I am asking for your help. I am looking for
qualified individuals for this great opportunity. Do you have anyone
mind?”

The people who you will be contacting will most likely be qualified. If
you have done enough background work then you should know this.

I Had A Bad Experience With A Recruiter

“I understand how you feel. It is disappointing to have faith in a
person and then lose it due to a bad experience. It should however
not be applied that all the people will then treat you badly. For
example, if you lost faith in your doctor you would not stop seeking
medical help. Rather you would get a more reliable doctor. I am a
specialist in this field and have built a reputation on the way I
conduct business. Should you have somebody in mind that would
benefit from this opportunity, please let me know.”

Where Did You Get My Name?

As we are curious people, some people’s response will be along
these lines. Make your answer flattering and they will be more likely
to converse with you.

“I have had conversations with a few people and your name came up as
someone who has good knowledge with regard to the industry. I do not
recall for certain who it was but I know the review was positive. Do you
have anyone in mind? Is there someone else that you know?”

What Company Do You Represent?

Do not give away your client’s name. Tell them of the confidentiality
clause. Remember that this is a buy sign. Reassure them that you
are not a spy for their company, without saying that directly and stay

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on the path of your purpose. Do not be defensive. Ask them, if they

know of anyone?

“We cannot give out the client’s name until an interview has been set in
motion. Do you have somebody in mind? Who is it that you have in
mind? Do you have anyone else who is qualified?”

Where Is It?
(Keep in mind this is a buy sign.). Give them enough information to
please them. Ask whom they have in mind.

Local Place:
“The place is located in a convenient area with access to major arteries
of the city. Do you have somebody in mind?

Relocation:
“The opportunity is in the West Coast. Do you have somebody in mind?
Who is it you have in mind? Anyone else?”

How Much Does it Pay?

When answering this question do not give an actual figure. Use the
phrase “We and not They” when talking about the client’s company.
At this point, they either have someone or are considering
themselves. Ask if they have someone in mind.

“Our offer will be very competitive relating to the market, it will consist
of the right salary (above average) with all the benefits. Do you have
somebody in mind? Who is it you have in mind? Anyone else?”

I Might Be Interested
Do not get excited if they say they are interested, because remember
that you are not trying to recruit this person, you are merely seeking
advice so you can get the names of qualified people. At this point, you

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do not know their qualification status, or stability, if they are hunting for
a job, willing to accept all those criteria in the search. At the end of the
day, you want to be the one in control, where they are the ones coming
to you to sell themselves. Let them know that you are not trying to
recruit them. Let them come to you. “Kate, I was not calling to recruit
you, I do not have information about your level or expertise or
qualifications. Do you think you are qualified for a position like this?”

Are You A Head-Hunter?

Answer this question with an enthusiastic “YES”! Remember that
when you defend yourself you then lose a potential candidate. Your
aim for this call is to get names of potential recruits.

“Yes, I am a head-hunter or recruiter in other words. As I mentioned

before we are looking for ….Do you have somebody in mind? Who is
it

Send-Outs
The Referral Presentation Call
There are two manners in which a call can be considered a Referral
Presentation Call, these are:

 When the potential candidate is presented to the client

who
gave you the Search Assignment.
 When an active Search Assignment is presented to a
potential candidate.

For you to from a large inventory of Search Assignments and

candidates, you must compare it to a well-stocked warehouse of
products. You must structure your day so that both activities are
balanced. You can only achieve sales when the client’s requirements
are matched with a candidate’s level of expertise and personality.
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And the Search Assignment must match the candidate’s

requirements.

Making a perfect match will be difficult. Generally, do not spend so

much time hoping to find the person who matches 100% of the Search
Assignment. Usually the candidate who is selected for the position will
not match 100% of the requirement. Just as if the candidate’s
personality clashes with the clients’ then the deal will not go through.
This is why a Referral Presentation Call is equally important as all other
sales presentations. Good matching practices will be gained with
experience.

When presenting on an active Search Assignment, try to concentrate

on selling the job requirements back to the client with regard to the
qualifications of the candidate. When presenting an opportunity to a
candidate, also sell back to them the needs recorded on the
requirement sheet with regard to what the position has to offer.

The basic Referral Presentation format will consist of:

 Re-introduction, where you re-introduce yourself as an

industry specialist
 Body, a confirmation of your information and benefit
selling points.
 Close, close the interview.

If you plan these three steps before you embark on making the call,
this will ensure that you are ahead in having to secure an agreement
for the interview.
Remember to always present clients with three or four candidates when
making a Referral Presentation. The Candidates will be presented one at
a time, followed by an interview date and time for the closing. Try to find
(for the candidates) also two or three companies with similar
requirements to present to the candidates (remember that the
candidate too are important). Do not tell the candidates of the other

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offers as it will interfere with the present opening. Rather let them know
that other positions might be available. When you send the other
candidates to those other positions, it is called working in a Bridge of
Activity. This is a situation whereby successfully applying the Bridge of
Activity can result in nine interviews. This enhances your rate of
probability for making a placement by a staggering 300%.

Make a presentation to the candidate first. Do not go to a client and

waste his or her time by presenting someone who is not interested
in any job opening.

The main aim of the Referral Presentation is so that you can confirm
the date and time for the interview. Should the client’s requirements
meet the candidates requirement then the interview should be
carried out immediately. When the date and time have been
confirmed, you must now prepare both the candidate and the
employer for the first interview.

The Referral Presentations must only be made once you are

satisfied with the matches (i.e. complete Search Assignments
matches complete Recruit Information sheets). If you have missing
information, then prepare a set of questions and give them a call.

There are two ways in which a Referral Presentation can be used to

test the information you have at your disposal or if you must carry
out the process again. One way you can do that is by testing the
Search Assignments that qualify as Recruiting Assignments. When
you present your findings to the employer, you will be able to get a
sense of their urgency. Should a client not be responsive or their
answers be lukewarm, then identify them as having the potential to
not follow through once your hard work has been put in. You can
use the same method with candidates.

An employer who trusts and respects you as a specialist, is one who

will ensure that the Referral Presentation is executed as efficiently
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as possible. Just as a candidate who does the same will ensure the
smooth flow of things. Your job then will be to just confirm the last
conversation and interview dates and times, and also set up
preparation time to share more information with both of them.

Then, once all is in place there is no need for a close, as things run
accordingly and the interview times and dates would have been
scheduled.

The importance of the Referral Presentation is that most likely it will

result in an interview and eventually an offer.

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CHAPTER NINE
PREPARATION

Preparing Candidates For Interviews

Preparation for an interview is considered an art. If you are indeed
the master artist then you will use your own personal traits to reveal
the masterpiece. A true artist uses the skills they have acquired with
their own individual style to succeed.

You must have at your disposal a set of techniques that will assist
you in helping your candidate perform well. Preparing the candidate
means that you have to assist them to perform well in the interview.
It is here you must also put them in a position to accept your client’s
job offer.

One of the biggest mistakes recruiters make is to assume that their

candidate knows the basics of interviewing techniques or even that
the candidate knows a lot about himself or herself. While the
individual might be an expert in their field, in this field you are the
expert in interviewing techniques. One way or another he/she needs
your help.

Make sure all surprises are eliminated for the candidates and for the
client. Prepare the candidate to deal with the process he will
undergo. The preparation time for the interview should be two to
four hours before the interview takes place.

The preparation phase is usually considered the easiest, provided

that the interview went well and you have done a thorough Search
Assignment. Use the feature benefit-proof techniques (discussed in
the beginning) to show where the expectations will be or will not be
met.
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Things to cover include the Who, What, When, Where, and Why of
the situation. Assist the candidate in visualising everything that will
happen during the process. Deal with things such as getting the
correct and complete address, the directions or the client’s names.

Make sure you express to your candidate the objective of the

interview:

“The objective of this interview is so that you make sure that the
employer wants to hire you. Should he express that indeed he wants
you, then all that is left is for you to decide if you want the job or not.

“Out Of The Mouth” Technique

A technique that will ensure that you will be able to successfully
predict the outcome of when you send candidates out on your
interview. This is called Out of the Mouth technique.

When you are briefing the candidate it will so happen that you will
do most of the talking. You will go on about the do’s and don't s.
Suddenly the candidate comes back from the interview and you
have a client that is unhappy. When you do all the talking you
disadvantage your candidates. The way you can help the candidate
is by asking them how they would answer certain questions. Wait
and listen to the answer, should it be correct then you must
reinforce the point made. Should the answer not be what it should
be, then simply ask them why. After which you explain your point of
view and bring them to understand your way of thinking. Later on
come back to that question they got wrong. This time they must give
you the right answer. The Out of the Mouth technique could also be
used in other instances such as how to dress, how to ask for the job,
how to handle the money issue, or how to handle a previous
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Resumes/CVs
The first contact of your candidate will be through their CV. There
are many varieties concerning what makes a good CV. You must look
at the candidate’s CV prior to sending them out to the interview.

Do not make the assumption that because they are exceptional at

what they do, that they will be great at writing a CV or have an
excellent command of the written English language. It is your job as
a recruiter to review the CV and make the necessary changes. You
must let the candidate know if there is anything inappropriate,
incomplete, badly written, discriminatory or even inflammatory
during your review process.

At the end of the day, the candidate is representing you and thus it
remains your duty to iron out a few things on their CV. You must not
be afraid to discuss these things with them. If need be, then you can
rewrite the entire CV.

Do:
 Make the CV short, preferably one page if possible.
 Include a short outline of educational background.
 Include a summary of professional organizations, honours,
languages, etc.
 Cover all jobs with career implications.
 List most recent employment first in a historical format with both
months and years.
 Be specific without being too detailed.
 Use action words that show things saved, achieved or made for
previous employers.
 Furnish references at the interview, not on the CV
 Have somebody proofread and edit it for grammar and spelling.

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Do Not:
 Leave gaps in employment; they will need to be explained
 Write everything but leave something to explain at the interview.
 Include job objectives
 Mention religious preference, race or political affiliation.
 Ever misrepresent employment or educational background.
 Mention salary.
 Pump a candidate with verbal excesses.
 Put a CV on brightly coloured or odd size paper
 Write a functional style CV that only gives a synopsis of the
candidate’s areas of business expertise. Candidates must offer proof
of experience via a job history.

Telephone Interviewing
The goal of the telephone interview is so that they can prepare for
the face-to-face meeting. Telephone interviews are not seen by
many people as being important, simply because it does not feel like
the interview in real times have changed and nowadays some
companies conduct interviews via Skype etc. so, should the
candidate not seem interested in the process then that is the first
sign of trouble.

Teach and coach the candidate that they must keep their telephone
line clear in case the call comes in. Another area for discussion is
that you must teach them about a call back procedure in case there
might be some problem that is causing a delay.

Six Messages Your Candidate Needs To Hear

 The first impression is the candidate’s chance to either make an
everlasting impression or not. The first 30 seconds are the most
important in the decision making process. The way in which you
shake hands, make eye contact and your overall projected energy
levels play an important part in determining if the candidate will be

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successful or not.
 Make sure that the candidates understand your partnership,
however you must maintain control of the situation at all times. The
candidate must know and believe that if you have control of the
situation it will lead to the best outcome for them. This is when your
reputation should speak for itself. This will ensure that when you say
he/she must make contact with you after leaving the interview, then
indeed they will do so.
 Reassure the candidate that you will consult with them before
making any big promises to the client.
 Discussing money while being interviewed is emotional. There is a
lot at stake, and the ego plays a huge role in that. Hopefully in the
interview process the candidate went through with you, and you
were able to get to the right number with the candidate.
 The candidate must know how to handle a discussion about
compensation and benefits. If they should state the amount, one of
two things will happen. They will state either an amount too high or
one that is too low. Tell the candidate that he/she should move away
from discussing the salary amount and talk more about the job.
 If the client pushes the candidate to talk about money issues, here
are a few good answers:

“It is too early to discuss the salary package, I would rather talk
about the position.”
“In my previous employment I was making _________, and based
on that I willing to consider any reasonable amount.”

You must ensure that, the candidate will always except the offer
presented otherwise you lose out. Make them understand that by
representing them, you are in a position to ask the client what might
interest you the most.

In the preparation session, you must discuss the counter offer. You
must take it very seriously.

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If the candidate is going to discuss the reasons they left their

previous job, they should do so in a professional manner. Things
they must not discuss include: Money issue, personal problems,
problems with managers or whoever etc.

The candidate must also not paint a negative light of their previous
job, by making themselves the victim. Simply put, they must not
discuss anything negative.

Common Interview Questions and What They Mean

How would you describe yourself? This means are you flexible and
able to get along well with colleagues.

Explain to the candidate that he/she should not give out more than
they need to. Rather they must concentrate on the description and
challenges that the job might bring.

Tell me about your background? This means what do you think is

important.

Most of these questions are rather vague and very open-ended.

Such a question can lead to a candidate talking about himself or
herself or something that is of sentimental value to them, rather
than speaking about something that would be important to the
client. So, in order to avoid that, the candidate must ask the
interviewer, where they must begin?

Tell me about your hobbies? This means (How much of your

personal time will be used to benefit the company? )

Let the candidate know that if they are going to try an impress the
employee by saying that they work 24/7, then it will most likely not

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work. Nowadays the work environment is being transformed into a

space where colleagues can socialise and kick back. Maybe the
candidate can talk about the sports they are involved in.

Which of your jobs did you like best/least? (Is this the right kind of
work and the right environment for you?)

The employer here is looking to see if you are relevant for the new
job.

What are your future plans? (How long do you expect to be with
our company?)

The candidate must go on to explain their 10-year plan to the

employer, rather they should tell the employer about previous
employees who held the position.

Describe one of your weaknesses. (Can you accept constructive

criticism?)

The question is a way of getting the candidate to identity his or her

own habits. He or she must be as objective as possible.

What interests you about our company? (Did you do your

homework and do you know what you are getting into?)

The candidate must find out general information about the

company or the person who is interviewing them.

Doing The Homework

This is part of the process where the candidate finds out information
about the interviewer and the company he represents. Use the
following resources to help.

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 The internet
 Business Bureau reports
 Business Periodicals
 The company’s annual report;
 Moody’s Manuals
 Standard & Poor and many other sources

The seriousness of the candidate can be detected if they prepare

and are willing to follow your suggestions. That way you can be
almost guaranteed that they will accept the offer. Remember to let
them know that no matter the success level of a person, preparation
is always important.

Controlling The Interview

The interview date and time have been set, it is now time to think
how the candidate is going to present themselves. Remember
preparation needs to happen a few hours before the actual
interview. Make sure they have at their disposal all the information
they need about the company. There are various documents that
you can readily find on the internet or annual reports etc. You want
the candidate to be as prepared as possible by being in control of
the interview. Here is a list of how you can give your candidate some
control over the interview:

 Be positive and authoritative in your answers. The

candidate must respond quickly to unfavourable situations.
 Controlling the interview. In a normal interview procedure,
the interviewer is the one that asks the questions, while the
interviewee answers. In this way the interviewer has all the
control. In order to gain some advantage, the candidate
must ask a question immediately after he/she feels
comfortable. In this way, then interviewer must give the
candidate information about what is needed to fill the
position. Whenever the candidate answers a question the

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answer should be tailored towards meeting the needs of

the interviewer.

Preparing Clients For Interviews

In the interview process in many cases, the employer screens out
the candidates, hence little time is spent on actually selling the job.
Due to the fact that the candidates you present to the client have
already been screened and they actually are compatible with the
job, you only need to change the client’s mind set on their interview
process.

The interview should be a sort of confirmation of the employer and

employee’s compatibility with each other. These things both the
employer and the candidate have already gotten the gist from you. If
there is urgency involved, then the employer can get the information
on your referral call. However, if the interview is only within a couple
of days then you can prepare the send-out call.

When you talk to the client, you must outline the requirements of
the Search Assignment and how they relate to the candidate’s
experience and expertise. Should the candidate not match the
search, then you need something to offset that. You must relay the
candidate’s needs and wants and how the position relates to them.
Remember to sell the job to the candidate as well. Mention how
difficult, but important it is to attract people who are talented. Here
is a list of the questions your client can use to attract that individual.
Conversation with the employer should be along these lines:

“Hi Jeremy, I am calling to confirm appointment and to give you

additional information so that you can get more out of the interview. Do
you have a minute to go through the process?
Great.
The interview with (the candidate’s name) is today due to the fact that
the opportunity sounded fantastic and he/she did not want wait. If

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he/she likes what he/she hears then they will be on board. It is

important that you sell this opportunity to him/her and make it as
enticing as possible. I know that he is interested in the ________________
and _______________.

“Show him/her that the opportunity is right for him/her, and if you like
their aura, then mention that too. Remember we want (the candidate’s
name) to want you. I hope that makes sense. It is difficult for me to find
the right talent and present them to clients, but even more so to keep
them excited about the job. Should the chemistry between the two of
you be on point, then pursue an offer.

“We want the candidate to want you, and he/she must then want you so
much that they will say yes to your offer. I will get him excited about the
opportunity, and then I will get a decision from him/her after the
interview. I will ask four questions:”

1. How was the chemistry between you and the client?

2. Does this opportunity sound like it provides the things you
said you need in your career?
3. Can you see yourself doing the job?
4. Assuming the package can be worked out, would you accept
an offer from (the company?)

“Can you see why it is important to sell the job to the candidate during
the interview process? I need to get this information through those
questions from my candidate, so you will know where you stand in
his/her point of view. I will also ask you several questions after the
interview:”

1. How was the chemistry between you and the candidate?

2. Does he/she have the skills to do the job?
3. Can you see him/her doing the job?
4. Other than references, do you have any questions?
5. Are you interested in pursuing this candidate, or in extending

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an offer at this point?

6. What is the next step?

“By the end of the interview you will be able to know if the candidate is
right for the job or not. Please answer the questions so that the
candidate will know where he/she stands.”

You need feedback from both the candidate and the employer. You do
not want to end up in a situation where one party is ready to take the
job and the other is taking long to make a decision. During that time,
some candidates will either not take the position or will accept another
offer elsewhere. You need to set a time where you and the employer will
go over things.

Debriefing
Follow-Up
You must follow up immediately after the interview so that you can
maintain control of the process. Do not leave any stones unturned.
During the follow up and the debriefing meetings you must look for
ways to close the deal. This is the time to ask the tough questions, so
you get answers that empower you. Either the deal will be closed or
it will not.

On your Search Assignment you must know your entire hiring

process (who is interviewing the candidate, how many interviews will
there be in order to secure the deal, who has hiring authority etc.). If
both the client and the candidate are properly planned then closing
will be easy.

As discussed, the candidate must correspond with you immediately

after the interview. Make the candidate know that should you not
hear from them within 30min of the interview, then you will assume
that they are not interested in the deal, hence you will remove them.
Have the same debrief conversation with the client as well as the
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candidate. At the back of this manual are guideline forms to help

you with the Candidate and Employer Follow-Up debriefing. Use the
guideline forms to help you out with finding out how the interview
went and how to close both the candidate and the client.

The Purpose Of A Follow-Up With The Candidate Is To:

 To get a decision from them! You’d want to hear a “Yes, I
want the job”; or some might even say “No, I don’t want the
job”; or even “I need more information”
 To know how your candidate responded in the interview,
so you can counsel him for his next interview. Or how well
the interview went (did they follow your inputs)
 To obtain additional information about the company and
the position you are trying to fill.
 If need be to also prepare additional candidates for the
interview with that company by using the information
provided by the candidates who have already been
interviewed.

The Purpose Of The Follow-Up With The Client Is:

 To obtain a decision. Yes, I want to hire your candidate;
No, I don‘t want to hire your candidate; or another interview
is necessary.
 To focus the client’s attention on your candidate
 To gather additional information about the candidate and
uncover any concerns the client may have.
 To resell your candidate’s skills, expertise,
accomplishments, and benefits and to discuss any
weaknesses.

It is important to understand the objective of follow-up and debrief,

which is not only to get a decision from both the candidate and the
client, but also to uncover whatever is standing in the way between
you and the placement. This is done by using good listening skills,

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asking the proper questions (using a Ben Franklin TChart), and by

identifying the positives and negatives (concerns) of the candidate
and the client. If there are concerns by either party, they must be
resolved before an offer can be extended or accepted. By not
uncovering these concerns, you run the high risk of the placement
falling apart, and you not understanding why.

Have everything in front of you, for the follow up plan. This includes
the Search Assignment and Recruit Information sheets, your notes,
debrief forms etc. The debrief forms must be used in this process.
You can reinforce some of the phrases you use when you speak to
the candidate, such as saying “Was that your only concern?” At this
point you do not want to raise concerns to the candidate, so you use
the word ‘only’ so the negatives are minimal. If there is anything that
may jeopardize the process, then make sure that it is aired out.

There are several trial closing question you might ask, these will help
you know where each party is concerning the closing, such as “Are
you ready to make an offer to (Candidate’s name)? Or “Should an
offer be made, are you ready to take it?”

The answers will inform you about where you stand with both the
client and the candidate. From here you will be able to detect if
there is any more work that you will have to do in order to close the
deal.

There are techniques you must provide on this part of the hiring
process, you must make sure you use them wisely. Do not be too
eager to close the deal, slow down a bit. Your job at this stage is to
make sure that the client hires the candidate.

Planning, execution and closing are very important in order for you
to successfully seal a deal. Preparation is key, and if you fail to plan
then you plan to fail. Make sure that your script is ready and loaded.
Have a sales plan before you get into execution of any step.
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Remember that you must maintain control at all times. Following up

with the client and the candidate will put you in the position to carry
on negotiations between the two parties as a third party. Both the
client and the candidate must be satisfied with the outcome.

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CHAPTER TEN
WHEN THINGS GO WRONG

Overcoming The Challenges

Let us not look at the following issues:

 Challenges that could keep the deal from going through

 How to prevent them
 How to handle them when they do happen

Many recruiters often spent countless hours going over why a

particular deal did not go through.
You must accept that not every placement is going to go your way,
and some of the fallouts might be due to various reasons. The
majority of placements can however go either way, good or bad.

Remember, planning is key and most successful recruiters do not

leave anything to chance. Planning helps you to deal with obstacles.

Recruiting is all about information gathering, qualifying, re-qualifying

and being about the help clients and candidate visualize a great
future.

As you are starting up, you must be prepared for any sort of
problem because there are bound to be some. Have a look at some
of the scenarios

Challenge # 1
Candidate gets a counter offer
Prevention
Prevent this by highlighting the best possible visual picture of the

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new job. You do this by practicing the handing out of letters of

resignations, by role playing.
Handling It
Give him reasons why the new job will be great, and remind him of
his job and the reason he wants to leave

Challenge # 2
They start doubting if they should take the new job
Prevention
Role play various scenarios some of the consequences of them
leaving your client halfway through the process
Handling It
Ask those hard questions, “What will it take for them to take the
job?” Make sure he gives you something concrete.

Challenge # 3
They mess up the final interview
Prevention
Anything can be changed; they must not let these ruin things
Handling It
Ask the candidate to call the client and sort it out.

Resignation, Preparation & Debrief

Once the candidate has accepted the offer then the deal is closed.
All that is left is for them to resign. Remember that if he is truly an
asset to the company then they will not want to lose him, and will
apply pressure onto him. It is less expensive to keep a current
employee happy than to go out and find someone else. So his
company might try everything to keep him. This is when it becomes
most critical. The candidate will mostly not know how to handle the
situation.

Make sure that the candidate knows and understands that this will

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happen.

Resignation Preparation:
“Well-done on you getting the job! The company is happy to have
you on board. When will you hand in your notice?”
Here are a few possible outcomes when you hand in the notice:

1. They will say, “Congratulations! Do your two weeks and good

luck.”
2. They will say, “Clean out your desk and leave this afternoon,” in
which case your new employer will put you on the payroll
immediately.
3. Or they’ll say, “Hold off on your decision for two days and
let us talk to you once more.”

Fall-Offs And Turn Downs

 A Fall-Off:
A candidate accepts job but does not show up or when they do not
complete the year of contract.
 A Turn-Down:
Candidate rejects the offer by the employer. These are beyond your
control. However, remember to follow up even after the placement
has been made.

There are some things that will be within your control:

Should you fail to cover the counter offer, then the client will accept
somebody else’s offer. The subject of the counter offer must be
covered with the candidate in the beginning. Should money be their
priority then you know that the person will be easily swayed by it, so
be careful.

Let the client know that the possibilities of him receiving the counter
offer are high.

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Should there be no offer then they will view their current boss as
undervaluing them.

Ask yourself if there might be any blank steps left in your Search
Assignment and Recruit Information sheet. Ask yourself the same
questions you asked the clients and candidates, the questions might
be something along these lines:

 Do I completely understand the duties, functions and

responsibilities of the job of my candidate?
 Does the candidate have the background and experience to do the
job? And, does the candidate feel confident in his ability to do the
job?
 Have I covered the counter offer completely and does the
candidate understand the danger in accepting?
 Have I Checked the candidate’s employment and track record by
doing complete and diligent reference checks?
 Have I cleared up ALL of the questions the client and candidate
had about each other?
 Have I closed the spouse as well as the candidate on relocation?
Does everyone feel positive about it?
 Does the candidate see how the job will satisfy his major wants,
needs, and desires?
 Do the candidate and client fully understand the benefits each has
to offer the other?
 Does the employer fully understand my fee and how and when it is
to be paid?

A deal is only complete once you have received the money. You
should schedule a follow up call with the candidate and client once
placement is made. The candidate should call you once the letter of
resignation has been submitted. Follow up with the client until the
candidate starts work. These contacts with candidates and clients
should be made during the first 30 to 50 day period after the start
date. This is also the best opportunity to receive referrals and search

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assignments.

Do Not Deliver An Offer You Do Not Have The

Authority To Accept.
Hard questions are necessary if you do not want to lose a candidate
half way into the placement process. These questions can help you
in the long run.

Do not withhold negative information before the interview. The

interview should be a process where both the candidate and the
client confirm information with each other.

Learn to know when you should close the deal, you should close the
deal when the interest level of the candidate and the client is at its
highest.

A wise man once said, “There are 10,000 ways for a deal to go bad and
one for it to go together.”

Your job is to find and eliminate those 10,000 deal breakers as

quickly as you can.

To Repeat: Never Deliver An Offer That You Do Not Have The

Authority To Accept. Otherwise You Lose Control Of The Process
And Do A Lasting Dis-Service To Your Client.

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CHAPTER 11
TIME MANAGEMENT

People who do not have good time management skills usually end
up working harder than they should have to. This is why it is
important that you have these skills intact.

As you are a new recruiter, it is necessary for you to spend some

extra time on your business. That might mean spending between
60-70 hours per week or 40-50 for some. You will use these hours to
consolidate and build your business.

Initially you will have so much information (candidates, job orders,

leads, Internet information, etc.,) at your disposal that those hours
you spend will fly. With so much to do, it is easy to get hooked into
reading about something that you forget your daily plan. Do not let
yourself get distracted. If you do not draw up a plan, then things can
become even more chaotic.

Go over the PLACEMENT PROCESS, especially the CONTACT WITH

EMPLOYERS and CONTACT WITH JOB SEEKERS. When you look at the
work that you will have to cover, there is so much that you definitely
need some form of a plan if you should succeed.

The other steps of the placement process, PLACEMENT or

FOLLOWUP will outline the layout of your day.

This is essentially a way to get you to schedule your day.

Never Leave Your Desk For The Day Until You

Have A Written Plan For The Next Day!

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DAILY TIME MANAGEMENT PLAN

You only have 6-7 hours of prime time each day...use them wisely

7:00-8:00 or 7:30-8:30 Paperwork

7:30 or 8:30-11:30 Primetime
11:30-1:00 Lunch & Paperwork
1:00-4:00 or 5:00 Primetime
4:00-5:00 or 5:00-6:00 Paperwork

There are three axioms in the recruiting business:

 Paperwork Time: includes planning, Internet, e-mails and, anything
that is not listed in the PLACEMENT PROCESS example.
 Prime Time: the activities of the PLACEMENT PROCESS.
 Personal Time: what you do at lunch and after you leave your desk
for the day

If you do not have a solid plan, usually what happens is that you
have to use your personal time to do what you could have done
during work hours. How do you keep it from happening?

The only way is through . . . Self-Discipline!

A Balanced Day Includes:

 Marketing calls
 Recruiting calls
 Presentation calls
 Follow-up calls

The part that will form the bulk of your work, as you are a start-up,
will be rejecting people, the once you have searched for. Only 10% of
the assignments are workable assignments.
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The Internet
The Internet can assist you tremendously in your work. However do
not rely too much on it and remember that in order to recruit
talented people you must use the simple basics of recruiting. There
are so many things on the Internet to distract you, which is why if
you plan effectively you need not waste your time. Using effective
time management skills will enable you to increase your income. For
example, the placement process usually takes about 6-hours, so do
not waste time on the internet.

The way to use the Internet can be for:

 Posting search assignments/job orders
 Qualifying and distributing e-mail and faxed-in responses
to those postings
 Pulling resumes off other web sites that fit current
requirements and qualifying and distributing those
resumes.
 Looking up company information for marketing purposes.
 Researching company employment opportunities sections
and printing job descriptions and specifications for both
marketing and recruiting.
 Going into company profiles and securing names for
recruiting purposes

You will need to do some regular activities daily that require the use
of the Internet.
Like we said before, the Internet can be a huge time waster, as when
you go through things you will find more than you need.
There are lots of websites you can peruse to find CVs and job
adverts.
The job involved in going through tons of CV’s can be straining.

Other sources to use include newspapers, newsgroups that provide

Cvs and job postings at no charge to you. Perhaps consider getting

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an assistant who will help you out with the job seeking part.
Remember to really not fall into the trap of having to read emails the
entire day etc. the Internet is an effective tool if used wisely.

Daily Activity Planner

Today's Top Priorities

Date___________ Recruiter____________________________

# M R Company Contact Phone Results Order Rec

M= marketing call

R= recruiting call

Rec = obtained qualified recruit

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RECRUITMENT GUIDE # 2
MARKETING

MARKETING
Marketing is actually not an easy process, and if you can afford it
perhaps it is best you get a professional. Usually when you start out,
the bulk of your marketing will be through telemarketing.

General Marketing Theory

So What is Marketing?
Marketing means being able to identify and meet your clients’
needs.
Marketing is essentially all about your clients. Your clients are the
ones who you need to impress, and through them you generate
your income.
Marketing is about creating a need that your service/s is going to
satisfy.

What Are Customer Needs?

Customer needs are the things that will create value for them. It is
difficult to always be specific about customer needs.
Deviding Customers Into Groups
Your customers must be divided into various groups, which will each
be targeted specifically. There are different methodologies to
determine which range of groups to break down people into. Such
as using age groups or sex etc.
Here is an example of people who buy readymade meals:

 At-home mums - too busy looking after the kids,

 Full time workers who have a long commute and get
home late,
 People going out in the evening need something quick.

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(e.g.: meeting friends, going to the gym etc.)

The analysis will not only help you determine your marketing group,
but also it will help you find a group that otherwise you would not
have found.

Recruitment Marketing
There are two types of customers in the recruitment industry, those
who seek employment and those who seek employees. The job
seekers need help in finding a job and the employers need help in
finding the right candidates.
These are some possible customer groupings for candidates:
location, education, experience level, economic group.
Possible customer groupings for employers include: size, location,
ownership, industry.

Market Research
Market research will consist of conducting a qualitative (trends and
patterns) and quantitative analysis (facts and figures). In this analysis
you will look at the clients (candidates and employers) as well as
your business trends.

The study will include things such as:

 How many potential client organisations are operating in
your area?
 How many people are employed in your area?
 How much employee turnover is there?
 What is the level of economic growth in your target area?
 How often are recruitment agencies used by local
companies?
 What are the reasons for the use/non-use of agencies?
 How are recruitment agencies changing their offers and
services?
 How much are recruitment agencies charging?
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 Competitor Analysis

Look at your competitors and analyse what they are doing, find out
how they operate and who their customers are. Analyse their
strengths and weaknesses and see where your business can
establish a market. By doing that you will be able to know exactly
what services you will provide, which obviously they do not provide.
You can phone these places and ask them directly.

Differentiation
Once you have gathered all information about your competitors, the
aim is then to provide services that will set the two of you apart.
What is it that sets you apart from others, and why would clients
choose you over the others?

Here are some examples:

 Lower cost, while low costs are great for clients, they
hamper your profit base
 Faster service, this depends on the systems you have in
place
 Better guarantees, if your candidate selection is well
matched to the client’s requirements, almost all the time
 After-sales service, following up is very important once
you have placed a candidate
 Convenience of use, such as having an online service
 Demographics – age, race – e.g. we are a young black
female owned company
 Geographic location
 Industry specialisation, the sectors you will be catering for
 The Challenge for New Businesses

Starting up a business will involve a lot of work that you will

need to put into the company.

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There are various challenges that you will surely come

across. Here are some ideas to promote your start up:
 We have a fresh new approach,
 We are keen to establish ourselves so will work extra hard
to please you,
 We are supported by a national network to provide
expertise and backup,
 We have access to a large database,
 We have extensive experience in recruitment and HR,
 Essential elements,

Marketing must attract both employees and employers.

Candidates would most likely be marketed through word-of-mouth,

newspaper ads, the internet or other media ads.

Clients would most likely be marketed through word-of-mouth also,

networking and direct marketing such as email and calling.

You need to be precise in your marketing and the message you want
to convey. The message must be clear, and you need to repeat the
message constantly.

The message will be included in your Vision, Mission and Company

Profile. This message must outline the differences between you and
your competitors.

Emphasise what it is that makes you different, the things you do well
or are the best at. Depending on the medium you are using then you
will use clever, catchy words, or symbols and colours that are easily
remembered. The aim of this is to capture the customers so that
they will remember you.

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RECRUITMENT GUIDE # 3
Where And How To Find Them

Finding Customers
Finding candidates is known as the prospecting process.
Recruitment agencies all have to undertake this activity in one way
or the other. The process of looking for customers is similar across
all agencies.

There are two target groups in recruitment:

1) The employer target population – These consist of

companies that employ people and those in formal companies; and
2) Candidate Target Population which consists of employed people,
unemployed people and discouraged job seekers. There two types
of sources for the recruiter to research and exploit:

Private Network Sources

Your personal network is the most important, and you must initially
concentrate on them. These are the people who you know, your
friends/associates and they are perhaps the easiest to target.
Remember that because you are starting out, you have no track
record that will reassure clients of your services. This is why your
network is vital.

Begin by making a list of all the people who you know: friends,
family, colleagues, customers, employers and suppliers, and which
companies they are connected to. Get their information and when
you talk to them say things like: “if I were to start a recruitment
business, would you be willing to do business with me?” or, “Is your
company currently looking for people?” and see how the

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conversation goes. If that does not go well then you go back to the
drawing board and take it from there.

Remember that your attitude determines your success, so be and

sound confident when you speak to potential clients.

Public Domain Sources

The public domain is where you will find people that are both
qualified and unqualified. Qualified leads are skilled and have a
specific vacancy or need. Begin by looking through ads in
newspapers and computer job boards. Unqualified leads can be
identified in places such as business directories and company
listings. You can find these in papers and magazines.

Company directories can be found in a number of sources and

provide you with lists of potential leads.

Look for other start-up companies as a source of support to other

startup companies. Try and source out organisations that can help
you. The internet is another medium that you can use to look for
people. There are many web pages that you can use to search for
people, or to search for companies who are looking for the kind of
people you can provide.

Referral Sources
Partnering up with other organisations in your locale can provide
you with referral sources. They can tell their clients about you and
your services or otherwise tell you when their client is recruiting and
looking for services. You can reciprocate the favour by promoting
your contact’s services to your own clients.

Soliciting Enquiries
Your company might receive direct enquiries but do not count on

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this too much because it will likely give you less people than if you
make calls directly.

When starting out most companies will establish a website for a

number of reasons.

The most effective strategy is to set up a website that contains your

company profile, contact details and the services you provide. You
can use promotional tools such as Google Ad Words to assist with
driving traffic through to your website and include links on your
website. Do not immediately have a top of the market webpage,
rather start of cheap and as you grow work your way up. Make sure
the website is easy to maintain and if you can make changes to the
page yourself then that would be great.

Building Client Relationships

How to Approach Clients

You must be certain what it is you want to get out of approaching
clients. Determine your stance, what is going to convince them and
make them remember you, and why would they want to do business
with you. Make sure you are clear and precise. You have only 30
seconds to convince someone to listen to you, so you need to have a
“30 second pitch” that you are absolutely certain will at least make
the person on the other end of the line continue listening to you.
The “30 second pitch” is your description of your company, what it
does and why it is special, once they hear this they must decide if
they want to hear more or not. Practice your 30-second pitch over
and over until you have perfected it. It will be of no use if your
attitude does not match your pitch, so make sure your voice and
tone are enthusiastic and positive. Next, determine who the people
to contact are at the client company.

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The options you have are:

 Your existing contact – this is a safe bet as you should

have probably already discussed recruitment with this
person at some point
 Line Manager – the person responsible for the final
recruitment decisions.
 Recruiter/recruitment manager or HR manager. HR people
are generally not decision makers. The only time you
contact someone in HR is when you absolutely have to.
Reasons for making contact might be that:
 You are trying to get on to some kind of
approved/preferred supplier list.
 You have exhausted all efforts with all managers.
 Informing them of an interview, so they will not be hostile
to a possible offer.
 Negotiating offers, start dates, benefits, packages, etc. for
the candidate

When making calls, it is better to make calls back to back, one after
the other. So have a list in front of you of the people you are going
to call.

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RECRUITMENT GUIDE # 4
ADMINISTRATION

Recruitment agency administration can be a big challenge as you

start to grow your network. It is therefore important that you are
able to handle that influx of growth. If you can keep accurate
records of communication then you are well on the right track,
otherwise things can get quickly out of hand and unmanageable. We
look at tracking and finances as the two important administrative
issues, and then software and networking options.

Managing Information
Being successful in this business you must be able to manage large
amounts of information mainly coming from potential candidates.
Tracking this information can distinguish you from being a good or
an excellent recruiter. If you do not track efficiently then you might
end up losing opportunities. Use an effective calendar and a time
management schedule.

Communications
Your daily schedule will consist of making calls, sending and
receiving emails, and attending meetings. This communication must
be capture and logged in some form. There are some email
programs that can capture that for you, such as Microsoft Outlook,
where you can create folders and thus tract emails. One of the most
common questions you find asking yourself will be “When did I last
speak to XXXXX and what was said?” having a system in place that
logs calls and email is very useful. There are no systems that will do
the recording automatically, which then falls onto you to do the
actual recording.

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Clients
Tracking your clients will require you to record and keep those
records up to date, with the following information: contact names,
phone numbers, addresses, industry type, number of employees,
current job orders, previous job orders, actual placements, all
candidates that they have seen, specific company requirements,
dates of last contacts, billings, payments, and outstanding tasks.
Remember that any of those names from your clients, may later
turn into either a candidate or a job order. If that is the case, client
management for recruiters is no different to prospecting in any
other industry.

Jobs
Tracking jobs involves recording and updating of job details
including job specks, job profiles, relevant dates, contracts,
connected candidates and actions.

Candidates
Tracking candidates involves recording all their contact details, work
history, profiles, tests taken, qualifications, interviews done, jobs
forwarded, user comments, actions taken, outstanding tasks and
current status.

Calendar
If you do not have a calendar that you keep to, then things can
quickly get out of control. You must be able to effectively manage
your time. Have a daily to –do list that you keep on track with and
follow. Do not let things like using the internet distract you. All of
these systems are not useful if you do not adhere to them, so it all
comes down to control.

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Cross Reference
Creating a cross-referencing system to organize the information you
collect is a big hassle. Cross-referencing will generate new
opportunities. Contacting a manager for a candidate reference may
provide a basis for a follow-up search assignment call to the very
same person some time later. There are computer software’s that
you can use to do the cross referencing for you, thus making your
job much easier.

Finances
Financial tracking is common place for all business. You need a great
system that is going to assist you in tracking your finances. Financial
tracking would normally be based on a per job basis, and the job
record file is the best place to keep track of all quotes, charges and
billings related to each position. All the data that is related to
expenses, salaries and tax must be recorded in the prescribed
manner. This information must be kept for a few years, depending
on each country’s laws. You would normally hire an accountant to do
your annual financial statements and taxation submissions.

Obtaining Payments
If you are starting up, then you might experience some difficulties in
collecting payments due from some of your clients. As a recruiter
you have to be diligent in collecting payments. Invoices sent must be
paid on time. You must check that the invoice has been received and
obtain an expected payment date. When you follow up on payments
you must not deal with the client, as this might affect your
relationship. You should employ someone who will handle
payments and follow up on clients.

Software

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While you might start off with a paper based administration as you
expand you must consider software that you can purchase to take
over your administrative work and make it easier. Using systems
such as automated filing and answering facilities for your email is
one way you can use a software. If you want to set up a website
them you can hire a website developer to set one up for you, that
you will be able to manage. Determining the sort of database you
are going to use is the next step in organizing your agency. There
are various systems available, you just have to choose one that you
feel comfortable with.

An applicant tracking system is a system that you might use to track

and keep in contact with your candidates, and match them to job
specks. As you grow you might use online services that allow you to
process applications online on your website.

Finally, you would look at tools to automatically process and

categorise applications received in your email.

Reasons to Make Use of a Recruitment Agency

You will certainly come across people who will tell you that they do
not deal with recruitment agencies. Look at some of the comebacks
we discussed in the main manual. You need to have a list of the
reasons why they should do business with you or at least consider
you. Recruitment agencies have been around for a long time, as far
as the 1920s. Some companies, especially the ones that are large
scale will not do business with agencies because they have their own
dedicated personnel doing that. Even if that is the case you must
prepare reasons why it might still be beneficial in using an outside
agency.

What are the reasons that companies use recruitment agencies for?

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Candidate Database
Recruitment agencies collect large amounts of data sets from
candidates, which they keep on their records. They collect the data
continuously even if there is no position out. Some candidates even
approach agenciesdirectly with their information. Due to the growth
in the nature of recruiting, some agencies even have websites where
candidates just fill in the required information and it is captured
onto the agency’s database. In many instances, companies either do
not have the same level of sophistication or they lack the ability to
manage these datasets.

Anonymity
Some employers do not want to let lose the fact that they are
searching for new candidates, and there can be many reasons why
they do not want that known. For example, if there is someone
already in the position then they might feel their job is threatened.

Through an agency, anonymity is guaranteed and the employer can

rest assured that the information will be kept as confidential as
possible.

Advertising Costs
Advertising for job openings is the most expensive element to
recruiting. You spent thousands of money to advertise a position
that might not yield the desired candidate. This might mean that the
employer might end up having to advertise several times before
finding the right person.

Advertisement Content
Recruiters are knowledgeable in conducting advertisements and
thus remain more likely to find the suitable candidate. Depending
on the size of the recruitment agency, there might be experts

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involved in recruiting candidates who are suitable. It all comes down

to being able to word things in the right way.

Interview And Assessment Tools

Since agencies are knowledgeable about their jobs and the
industries they are in, they might have over the years developed
assessment tools to finding right candidates.

Candidate Knowledge
When the recruiter conducts an interview or research on the
individual they deem most suitable for the job, they end up knowing
the candidate better than the client. The recruiter would have done
research on the person, spoken to then on several occasions etc.

Candidate Preparation
Recruiters must prepare the candidate once the interview has been
secured. The recruiter can assist with role playing or asking the
candidate possible questions.

Success Based Fees

Most recruitment agencies only make revenue once they have found
a suitable candidate for the job. This is another reason why
companies can use recruitment agencies, if they have not found a
suitable person for the post then they lose nothing.

Customer Service
Being able to communicate in a well-mannered professional way
with your clients can go a long way in helping you develop a
relationship with your clients, whether they say yes or no.

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Convenience
Recruiting is very administrative and the work that is involved is not
suited for HR personnel. A recruitment agency is much equipped to
handle the cold calls and other unpleasant parts the job involves.

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CONCLUSION

There are many ways which you can use to persuade clients to join
your agency. It is important to remember that the client might spend
much more if they do the job search themselves than if they used an
agency. In order to minimise costs and time, make sure that you
have a job search that you do thoroughly the first time around.

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ABOUT
THE AUTHOR

The author, Joe Davis, has had over 30 years’

experience working in the recruitment industry.
During his time in recruitment he has worked at
Director and Senior Management level for
companies such as Reed Employment, Blue
Arrow, Crown Personnel and Recruit Personnel.
He has personally been responsible for helping
over 500 hundred people to start a career in
recruitment. Let me first start by introducing
myself, my name is Joe Davis and I am the
Founder and Managing Director of RSU.

Services – The Recruitment Start Up Specialist . Now I have been in the

recruitment business for over 30 years. During my time in recruitment I
have worked at Director and Senior Management level for a number of
leading national and independent recruitment agencies; companies such as
Reed Employment, Blue Arrow and Crown Personnel to name a few. I have
personally been responsible for helping over 500 hundred people to start a
career in recruitment. Plus, over the last seven years I have been
responsible for setting up over 600 recruitment agencies and businesses
from Healthcare, Finance and Technical Engineering Agencies to more
specialized IT and Executive Search Consultancies both here in the UK and
Internationally.
I am a Fellow Member of the Recruitment Employment Confederation,
which is the highest level of membership within the REC, the professional
governing body for recruitment agencies. And finally, I have been a panel
expert on recruitment issues for the ‘Start Your Business Magazine’ , written
articles for leading business publications including James Caan’s ‘At Home
Careers’ magazine and over the past few years been a Key Note speaker at
the Business Start Up Exhibition in London.
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