Everyone must’ve heard about frameworks in software development: React, Angular, etc. But “recruitment framework” is not a very popular term. In all companies I’ve worked for, I implemented the same changes and set up the same processes over and over. Then I realized that I can put together a guideline: what needs to be present in a recruiting function so that it works efficiently?

Recruitment framework is a set of standard elements which need to be included in a recruitment function. The elements may be similar, but should be customized from company to company, depending on a business model. Some elements grow into more complex systems, some remain quite simple, and some may not be used at all. 

In other words, a recruitment framework is a set of guidelines and recommendations. A workbook, to put it simply 🙂 The primary goal is to make all channels we use for candidates’ attraction more effective.

Just like in software development, there are 3 layers of recruitment framework:

• Front-end
• Business layer
• Backend

Front-end handles interaction with the external environment. It’s the face of the company. In our case, it’s a recruitment team—the first people who communicate with candidates. This layer also includes communication strategy and brand strategy. 

Business layer is about what we do and how we do it: processes, documentation, rules of interaction with stakeholders. 

Back-end is a data repository, additional tools and instruments, analytics and metrics.

Let’s take a closer look at each element.

The team, as I said before, is an interface that interacts with the external environment. This element includes:

• Team Structure
• Roles and Responsibilities
• Team work ethics/collaboration rules
• Grading and promotion
• 1-2-1’s and individual development plans (IDPs)
• Training and Learning
• Individual and Team Performance
• Team size calculation
• Workload control
• Wellbeing/Vacations
• Motivation and team buildings

Let me elaborate on account of some items on that list that need more attention.

Team structure. Small or medium-sized company usually has one recruitment team. Big company with multiple locations can have teams in each location or just multiple remote teams these days. Any recruitment unit is built according to a certain structure:

• Team Leader. A person who prioritizes tasks, holds responsibility, and makes sure the team is working effectively.
• Full-cycle recruiters or specialists who continue and finish the work started by researchers and sourcers.
• Sourcers or Researchers. Source candidates through various sources, find contact info, and make first cold contact.
• RecOps Specialist, or Assistant. A person who helps the team to set up the operating activities: posts vacancies on external resources, keeps corporate wiki, formats CVs onto a company template, etc. This specialist is responsible for a bunch of time-consuming and routine activities. If there is a possibility to bring such a person into the team, it is very helpful.

Remember: one person can play multiple roles!

Mass Recruiter. Works on filling mass, or multiple positions for which you have to hire people fast, quickly throw them right into a process.

Hunter. Contacts rare candidates selectively: C-level management, uncommon technologies, etc.

Farmer/Boomerang Recruiting Specialist. Stays in touch for the long term and contacts people who have already worked for the company and wouldn’t mind coming back.

Internal recruiting specialist. Helps with internal transitions.

R&D Group. Researches, experiments, and implements new tools. 

Process Documentation Specialist. Responsible for creating and updating project documentation that describes all procedures and standards.

External Interface Specialist. Handles mostly event recruitment: offline meetups, conferences, workshops where recruiters can meet developers and exchange contacts.

Client Interface Specialist. Supports the clients with candidates’ interviews, recruitments reporting, etc. 

Social Recruitment Pro, Writer/Storyteller. Takes care of company’s presence in social networks like LinkedIn. The content has to look professional, be effective, hit all the right spots. It’s a big advantage when there are professionals on your team who can create such content.

Scrum rituals specialist. Moderates stand-ups, retrospective meetings, etc. Agile practices used in development can be implemented in recruitment as well.

ATS Evangelist. Knows your ATS, “applicant tracking system”, from A to Z and can answer all the questions.

Sales support / Market research specialist. Provides market insights about salaries, technologies, etc.

To calculate the size of your team, we have to take into account the strategic company’s plans. For example:

In 2021 we need to hire 100 people. 

We divide 100 hires by 12 months and by the average monthly hires per recruiter. 

Let’s say each recruiter hires on average 3 people a month:

100/12/3 = 2,7

The number we get doesn’t have to be round, we round it up:

100/12/3 = 2,7 = 3

A slightly bigger number will be our insurance that covers vacations, sick leaves, seasonal downtimes, etc.

The recruitment team does not have to do it by themselves. I personally believe that these things are better handled by qualified marketing professionals. 

Communication strategy is HOW we are talking. Which content we are posting on external channels: job posts, digests, news about the company and newcomers, video interviews, client testimonials, info about the projects, etc.

Channels we can use:

• Job boards/posts, reviews
• Meetups, events, hackathons
• Website—a separate career landing page or a career page on the main website
• Social media
• Newsletters
• PPC—search, target, etc.
• Influencers and brand ambassadors—people within the company who have their own audience and reputation among other specialists and are willing to communicate their loyalty to the company via personal social media accounts.
• Internal references

Brand strategy is WHAT we are talking about. The rhetorics, the tone of voice, visual identity, values, mission, reputation management.

And that’s what is included in the front-end part of the recruitment framework. In part two of this article we will talk about the next two layers. See you soon!