INTERVIEW FOLLOW-UP

Transcription

31/3/94

INTERVIEWS - FOLLOW-UP

When the business volume grows, there could be as many as 15/20 executives being interviewed daily.

For Organising these interviews, any number of Clients would be phoning us daily.

We need to ask the Client (or he need to tell us on his own),

• Whom (Exec. Code No. & in rare cases 'Name') he wants to interview
• On What date & Time & day. Most clients will stop here! We must question, and find out
• for What position/designation/
• " posting location
• Venue of the interview
• Person whom he has to meet
• Type of reimbursement (Train/Air etc)

I expect the Marketing Manager to enter this Information on the Screen, even as he listens to the Client.

In course of time, a Telephone Operator (with a head-phone) should be able to do this. We may call such a person a "Marketing Assistant" instead of calling a Telephone Operator, since, in reality they are expected to do much more.

The Screen may look like

Date:	______________________ MKTG. ASST: __________________________
	# 1
Client Name (Co. Name)
Client Officer Name
Venue of Interview
Date
Time
Who will meet candidate?
Person/Candidate Code/Name
To be interviewed for (Position)
Posting Location
Type of Reimbursement	1st class Train
ACTION/INSTRUCTIONS TO COMPUTER SYSTEM
1. Phone Candidate (MA/Mktg. Asst.) to record message in (Voice-mail)
2. Send Telegram/Courier Letter. (Mention STD-LETTER NO.)
FOLLOW-UP
1. Whether Confirmation Recd?	YES/NO $\rightarrow$ date
When Recd?
2. Whether Conveyed to Client?	YES/NO
3. Conveyed on? date $\rightarrow$

 

As soon as this SCREEN has been entered into, the SYSTEM should take over and automatically

• Send out recorded message to Candidate's resi. phone (taken from the database). It will instruct/request the Candidate (or the person who has lifted the receiver) to phone-back Mr./Ms. Marketing Asst. - 3P Consultants on Phone No _____________

and CONFIRM whether he/she will attend the interview as requested.

When the Candidate phones back, the Marketing Asst. Opens the screen and records his confirmation/regret (with reason for regret or alternate date requested etc).

Thereafter, MA phones-up Client and Conveys the answer of the candidate and

Simultaneously enters into the SCREEN that he has done so (in the FOLLOW-UP section of the screen)

If the candidate does not have a Residential phone no (and we do NOT want the VOICE-MAIL to call him up at his office phone No.!),

then,

MA (Mktg. Asst.) shall instruct the system to print / Send-out a telegram/ courier letter as he wishes

Send - Telegram $\Box$

Courier Letter $\Box$

Click mouse

System will have a standing-instruction to send all communications to all Candidates at their

RESIDENTIAL ADDRESS ONLY.

In 10 years from today, most executives will have either e-Mail or fax at their residence. Then the problem will be much simpler.

If the Client has a e-mail or a fax at his office (Which is much more likely within next 2 years), the SYSTEM could be programmed to Send-out Candidate's confirmation to the Client automatically.

Arising out of the foregoing MODULE, we should derive a Screen such as:

DAILY SUMMARY

OF

INTERVIEWS.

(For follow-up)

Date (Today) =	7/4/24.
Client Company	Client Officer & Phone No	Interviewing Candidate (Name & Phone No)	For Position	Whether candidate has confirmed attendance	Client Feed Back
Hind Dorr Oliver	G.K. Apte 832-5571	J.S. Ganeshan 832-5571	Suptdt.
Hinduja Hosp.	Gen. Banga 444-9142 (O)	G. Gopinath (Apollo-Medics) 416596. (R)	Mktg Mgr.

 

Mktg. Manager should DAILY look-up all such SUMMARY-SCREENS for the next 8/10 days, one by one. He should do this first thing every morning.

If he finds

"Whether candidate has confirmed" column

blank,

then, he can talk to (remind/followup) concerned MA (Mktg. Asst.) to find out What is the problem.

He can, then decide, what alternate course of action he should take, such as

1. Get fresh/alternate date from client & convey to candidate
2. Phone candidate at his OFFICE. (Something VOICE MAIL will never be allowed to do). This will be only a human intervention.

In the screen format/system, there shall be provision to enter "Mktg. Mgr INTERVENTION" remarks.

Nirmit Thakoor Sujata Urmila

27-5-97

Development of Software for Interview Follow-Up

With growing business, there is an urgent need to develop a software to keep track of the interviews' schedules/confirmations and outcome (feedback).

For this purpose, I enclose a SYSTEM-DESIGN.

This is by no means, comprehensive. It is only a beginning. We will need to modify as we go along - as we grow. We cannot wait to evolve "THE PERFECT SYSTEM." A beginning - even if Crude - must be made.

Pl. study enclosed pages carefully and jot-down your comments - observations - suggestions. I would like to discuss this thoroughly in our next monday meeting with a view to finalise and to handover to a programmer.

Regards (Signature/Initial)

After the interviews are over, the next day, the MM (Mktg. Mgr.) will personally phone up (not leave to MA) the client and

• Obtain client feedback
• enter into screen.

He will also phone up all the candidates and obtain their perception of how the interview went.

This will either

• re-inforce what Client says
• Contradict " "

May be the Screen should have one more column. "What Next ?"

Where MM could enter his remarks such as:

1. Follow-up on ___________
2. Send additional brochures
3. Arrange further interviews
• with same candidate
• other candidates
4. Forget & close the chapter (Send regret letter to client/to candidate) etc. etc.

 

INTERVIEW Follow-Up 1

PRIMARY SCREEN Serial No:

(C Auto)

CLIENT DATA:
- Client Name:
- Code:	(C Auto. from HH3P)
- Contact Exec:	(C " ")
- Phone (Off)	(C " ")
- " (Res)	(C " ")
To be automatically picked-up from ESR Screen
ASSIGNMENT DATA:
-> ESR Date:	(Auto-generated UNIQUE
-> ESR No:	SERIAL NUMBER
-> Ref:	ORAL $\Box$ LETTER $\Box$ FAX $\Box$
-> Mode:	A / D / S
-> Terms Confirmed & accepted	PF @ ________
	MF @ ________
Position:
No. of Vacancy:
Posting Location:
Remarks:
CONSULTANT:	DATE:
EXECUTION SCHEDULE
ACTIVITY	Target Date
Send Telegram/Letter/ Send one-line Statement
" Bio-Datas
Arrange Prelim. Interviews
Final "
act Appt. Letter Issued
ESR Status	$\Box$ Pending

 

INTERVIEW Follow-Up 2

INTERVIEW DATA INPUT SCREEN

	# 1	# 2
Client Name:	(KEY ENTRY	)
-> ESR No:	(C Auto.	)
" Date:	(C Auto.	)
ESR Position:	(Key Entry	)
Interview Date:	( " "	)
-> Venue:	( " "	)
-> Travel Reimbursement:	( " "	)
-> Contact Exec:	( " "	)
CANDIDATES TO BE CALLED FOR INTERVIEW AS PER CLIENT INSTRUCTION
-> Candidate Name PEN	Key Entry By default Auto-from HH3P
Current Company.	" "
Phone (R)	" "
(O)	" "
Interview Date Interview Time	(Key Entry)
-> Candidate Name PEN
Current Company
Phone (R)
(O)
Interview Date Interview Time
-> Candidate Name PEN
Current Company
Phone (R)
(O)
Interview Date Interview Time
-> Entered By (Consultant)
-> Entered on (Date )

 

GOOD MORNING

Type: Consultant Name	I want to see Summary of interviews organised for
	All clients/All days $\Box$
	My clients/All days $\Box$

 

Interview Date/Time	Candidate Details			Client Details			Interview Feedback
	Name PEN	Currently with	Phone No	If Confirmed or Remarks	Client Name	ESR Position	Contact Person Name
Auto $\downarrow$ from INTERVIEW DATA INPUT SCREEN # 2	Auto $\downarrow$ from INTERVIEW INPUT SCREEN # 2	Auto $\downarrow$ from HH3P Screens	Auto $\downarrow$ from HH3P screens	KEY ENTRY	Auto $\downarrow$ from INTERVIEW INPUT Screen # 2	Auto $\downarrow$ from INTERVIEW DATA INPUT screen # 2	Auto $\downarrow$ from PRIMARY SCREEN # 1
				"
				"
				"
				"

 

CLIENT - SUMMARY

CHRONOLOGICAL

CLIENT NAME: ___________________________________	CONTACT EXEC: ___________________________________
" CODE: _______________________________________	PHONE NO: _______________________________________

 

Date of Interview	Candidate Name PEN	Interviewed for Which Position	Mode	ESR NO Date	Feedback
Auto. from Screen # 2	Auto. from Screen # 2	Auto. from Screen # 2		Auto. from ESR Screen # 2	Auto. from Screen # 3

 

CANDIDATE SUMMARY

CHRONOLOGICAL

CANDIDATE Name: { Auto. from Screen # 2 }	Phone (R): { Auto. from HH3P }
PEN: { Auto. from Screen # 2 }	" (O): { HH3P }

 

Date of Interview	Client Company Where Interviewed	For which position?	Feed Back	ESR NO ESR date.
Auto from Screen # 2	Auto. from Screen # 2	Auto. from Screen # 2	Auto. from Screen # 3	Auto from Screen # 2

 

Automatically Generated

INTERVIEW CALL LETTER

(All inputs automatic from Screen # 2)

Candidate Name	___________________________________________		Date: 00 / 00 / 0000.
PEN:	___________________________________________		Our Ref: ______________
Resi. Address:	___________________________________________		ESR: _______________
	___________________________________________

 

Dear. Mr: _________________________ Surname

We had occassion to send your biodata to our client

____________________________________________ Client Name

for the position of

____________________________________________ Position

Mr. ____________________________________________ CONTACT EXEC. Name

____________________________________________ DESIGNATION

____________________________________________ Client Name

has shown interest in meeting you as per following details:

Date:	____________________________________
Time:	____________________________________
Venue:	____________________________________
Phone:	____________________________________

We would highly appreciate your attending this meeting and confirm the same to the undersigned.

Yours Sincerely

____________________________________________ CONSULTANT

 

Contact Exec. Name	____________________________________________________________	Date □
Desig	____________________________________________________________
Client Address	____________________________________________________________

Dear Sir:

Interview Feedback

We had arranged some executives to meet you for the position of

____________________________________________________________________ Position Description

on $\Box$ Date against your Executive Search Request No. $\Box$ ________________________________

We would appreciate receiving your feedback and request you to fill in the enclosed sheet and Send us a photocopy while retaining the original for your records.

If you want us to

• contact executives who did not attend
• organise "final" Interviews
• follow-up with short-listed candidates
• send you any more details/resumes

please feel free to phone undersigned.

With regards

INTERVIEW FEEDBACK Ref: ESR NO: _________________

Client: __________________________________	Interview Date: _________________________________
Contact Person: ________________________________	Phone: _________________________________________
Interview Position: ______________________________
candidate
feedback $\downarrow$
IF DID NOT ATTEND
- Did he call & ask for a new date?	$\Box$ YES
	$\Box$ NO
- Indicate fresh date, if given	$\Box$ Yes date __________________
IF ATTENDED
- Not suitable	$\Box$
- Kept on hold	$\Box$
- Would like to see him again	$\Box$
IF FOUND SUITABLE
- Short-listed for final interview	$\Box$
- Final interview date	________________________
IF APPOINTING
- Appt. Letter will be issued by	________________________
- Expected to join by	________________________
- Gross Salary (Annual) negotiated.	Rs._______________L
REMARKS	________________________

 

INTERVIEW Follow-UP Module

27-5-97

Srl No.	SCREEN NAME	WHAT DOES IT SHOW?	WHO Enters?	When?
1	PRIMARY SCREEN	ESR Details	Concerned Consultant	As & When ESR recd.
2	INTERVIEW DATA INPUT SCREEN	Interview-Schedule Details.	"	As soon as client advises interview date/times on-line over telephone.
3	GOOD MORNING	- Interview-Schedule - Candidate Confirmation - Summary - Consultant wise - Date wise - Today	"	- As soon as Confirmation Recd (Daily) - As soon as client feedback recd (Daily)
4.	CLIENT SUMMARY	List & outcome of all Candidates ever interviewed by any given client (from the beginning) arranged chronologically	Nobody. This screen gets generated automatically continuously	-
5	CANDIDATE-SUMMARY.	List all interviews ever attended by any given candidate with any client (in chronological order)	No-body. This screen gets generated automatically & Continuously.
6	INTERVIEW-CALL LETTER	Interview details	No body. This letter gets auto generated from Screen # 2

 

Srl NO.	SCREEN NAME	What does it show?	Who enters?	When?
7	INTERVIEW FEEDBACK with covering letter	Feedback on each & every Candidate interviewed by a client for a given position	concerned consultant	As soon as interview date is over

 

18/5/93

INTERVIEW FOLLOW-UP (MODULE) SYSTEM

It will operate

• "Automatically" as soon as you log-in first thing in the morning (from a specified terminal/operator).

This mode will show Interview-details (as per Annex.) for TO-DAY.

• "Selectively" under this mode, you can view on the Screen interview details of ANY GIVEN (PARTICULAR) DATE.

There will be a third mode under which you can see at any point of time all interview details! for ANY GIVEN client company - or any given Candidate.

We should make one person responsible for maintaining this System. Initially (till we find suitable person), NHP may have to contact the clients (for feedback) whereas Vasta can contact the candidates. Once we find a Senior

P.T.O.

GOOD MORNING

TO-DAY IS _____________

Interview Time	Candidate-Detail		Client-Details			Consultant
	Name	Employer	Phone NO. (R/O/Off)	Whether Confirmed	Company For Which Position?	Person Interviewing His Phone no.
8 am
8:30 am
9:00 am
8 pm

 

Interview Module

25/6/93

Thoughts on NEW SYSTEM.

1. Each Executive would be given a Unique & permanent code No.

This will be "Serially" given - without any significance or linkage (For example no linkage with Co. Code no.).

There should be no need to maintain any manual register to know what is the next code no. to be allotted. This should be "ON-LINE" and computer should display (on command) what is the NEXT no. to be allotted.

Executive Name: (Enter) →	Surname	First Name	Middle Nam
Next free Exec. Code No. being allotted to this Executive (Computer displays)	43789 (eg.)
Industry (Current)
$\Box$$\Box$ BOX NO. in which bio-data being kept (or this could be Adut. Code no. for a given client)

P.T.O

This Screen is essential to be able to contact the executive over the phone (or by sending letter/telegram) for fixing an interview with client.

Under present system,

1. Given Executive code No. ( by client over phone), we try to figure out the whereabouts (storage) of the bio-data.
2. Get phone NO/address from bio-data.

We should think of a "STANDARD-LETTER" which can be printed out (mail-merge) on command. Eg.

Dear Mr:	Candidate Name □
We had occasion to send your bio-data to	Client Co. Name/Location $\Box$	for the position of
Mr.	$\Box$	of
has shown interest in meeting you
on	$\Box$	$\rightarrow$ date
at	$\Box$	$\rightarrow$ Time
Venue	$\Box$	Address $\Box$
Phone no:	$\Box$
We would highly appreciate ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

COMMENTS

7/5/97

1. ESR form (hard copy) to be filled for every inquiry - even if telephonic request however.
2. ESR form (Electronic - on Computer Screen) to be filled in only for those clients with whom we have reached clear understanding w.r.t. our Terms...

If it is a repeat business from an existing Client, then directly enter in computer.

3. Any consultant should be able to bring-up any of the screens by simply typing

TO SHOW US

a) Client Name $\rightarrow$ All pending ESR'S (interrelated)

b) Position $\rightarrow$ All " " (clientwise)

c) ESR NO

Search Parameters	Screen
Client Name	$\Box$	ESR Screen $\Box$
Position	$\Box$	Primary Screen $\Box$
ESR NO	$\Box$	Good Morning $\Box$

4. ESR screen will precede PRIMARY SCREEN. Internal ESR Screen to be designed. External ESR Screen may continue as it is.

5. Each "Position" (even from same client) must have a distinct/separate ESR NO. and therefore ESR Screen $\Box$

" " Primary " $\Box$

6. Interview Data Input Screen

If interview-date is entered in the top portion of the Screen itself then it will be assumed that all the candidates are to be called on the Same date

alternatively

enter interview-date separately for each candidate in the bottom screen.