Darwin Software FAQ

recruitment software question?

Get a quick primer on what Darwin does,
how it does it and what it costs... but please
do call or drop an email to talk through your
question in person.

Buyers Guide

recruitment software guide

There's so much to think about when buying a
recruitment software system, so use our handy
checklist to make sure you've thought of everything.

Recruitment Process

about the recruitment process

For newer agencies, here's a quick primer
on the end-to-end recruitment process
used by the more experienced agencies
to double-check against your own process.



Recruitment Process Overview

A Guide for Startup Recruitment Agencies


Setting Targets and Goals

Setting your goals:

Using the questionnaire below you are able to work out the activity levels needed by you on a daily or weekly basis in terms of headhunting calls, marketing calls, send outs and jobs worked, to achieve your required income.


1. Calculate what you want to earn in the next 12 months

2. Calculate what you need to bill in the next 12 months

3. Calculate the average fee per placement for your desk

4. Calculate how many placements you need per months to meet your billing goal

5. How many jobs do you work to fill one

6. How many send outs do you need to gain one placement

7. How many candidates do you need to recruit to gain 1 marketable one

8. Calculate number of calls required to gain one workable job order

9. Calculate number of calls required to gain 1 send out

10. Calculate number of calls to recruit 1 candidate



Revenue Goals v. Activity Goals

(Revenue – based)

(Call - outs/Jobs on)




Cover costs

Gives structure


Leads to money


Balanced development




Smart Activities





Catch 22 – de-motivated

Quantity v’s Quality

Unhealthy Competition

Busy Fool

Short-term approach

Takes time/boring

Doesn’t recognise effort


A Typical Recruitment Process, Step-by-Step

1. Take a complete comprehensive Job Order

2. Write a Recruiting Plan

3. Conduct a Database Search for key skills for Candidates

4. Name Gather for potential Candidates that match key skills

5. Contact Candidate to qualify and interview

6. Create shortlist Candidates for Vacancy, ready to present to Client

7. Candidate Profile to include a good presentation for Client

8. Present Candidate to Client

9. Set up 1st Interview

10. 1st Interview Brief Candidate

11. 1st Interview Brief Client

12. Debrief Candidate

13. Debrief Client

14. Set up 2nd Interview

15. 2nd Interview Brief Candidate – Trial Close

16. 2nd Interview Brief Client – Trial Close

17. Confirm 2nd Interview

18. Debrief Candidate – Close

19. Debrief Client – Close

20. Closing/Negotiating

21. Offer/Acceptance/Start Date

22. Check References

23. Resignation Preparation

24. Resignation Debrief – Handling possible Counteroffers

25. Celebrate Success

26. Billing

26. Stay in touch with Candidate

28. Confirm Candidate has started

29. Stay in touch Candidate/Client – Gain referrals


Characteristics of a Good Job Order

  • 1. You need a complete Job description – to include Job Title, Duties, Location and Salary. What is the importance or urgency of the role

  • 2. Complete compensation information – Salary and Benefits – flexibility on a salary range, a wider pool of candidates, fear of loss what they could be missing out on, find out their limit on salary

  • 3. Is it a good ratio of £ to Job Spec – Flex the job spec’s in which areas are they flexible, would they increase the package for the right candidate, advise and educate based on your experience and use examples of salary’s placed before

  • 4. Create a Recruiting Roadmap – Based on the background, education, professional, of the Client. With the hiring Manager look for commonality and companies they like but cannot approach. What is the background of the ‘best’ person to do the job and have they got anyone specific in mind

  • 5. Does the Candidate Exist? – ‘Flex the specs’ how much work is involved and is this reflected in the fee charged. Are they willing to be flexible for the right candidate

  • 6. Establish Company Information – What is the structure, environment and background of the company. Build the relationship and find out the company USP and why they like working for them

  • 7. Fee Cleared – Verbally need to know their objections and be confident when explaining your fees. State that our fee’s are non-negotiable and negotiate using £’s not %

  • 8. Footsteps to Offer – What is their recruitment process, focus on the format, start date, offer, timelines and urgency

  • 9. Are they a co-operative Client – Check their responsiveness to calls and feedback. Do they show commitment when Interviews are arranged without seeing CV’s, have you got pre-arrange interview slots. Do they take your advice and remain open-minded and negotiable on fee’s

  • 10. Decision Maker Contact – Check exactly who is involved in the recruitment process, who makes the decisions about money, authority and who has the need. Is there anyone else you should be talking to

  • 11. Establish Urgency – Test their commitment with dates, are they negotiable have they set up interviews/meetings. If they say to ‘just send over’ CV’s this shows a lack of commitment

Why People Move Jobs

  • 1. They are looking for increased stability

  • 2. A change in Location -  its where they want to work

  • 3. A change in working environment

  • 4. Looking for a new challenge which can be more or less than they have currently

  • 5. The new company has a better Reputation

  • 6. Increased Chemistry with their Team/Manager

  • 7. There is an opportunity to learn with Training & Development

  • 8. There is an opportunity to grow, with chances of Promotion

  • 9. There is increased flexibility

  • 10. A greater work/life balance

  • 11. Technology which can help or hinder in a job

  • 12. Increased Status a different job title can be more attractive

  • 13. Greater Recognition and appreciation

  • 14. Variety, which can be liked or disliked

  • 15. Money and Benefits


Characteristics of a Good Candidate

# Can they do the Job – have they got the professional experience and the right skills, education and personal background

# Motivation to move Jobs – on a scale of (1-5) what would motivate them to move jobs

# For a reason other than money – as they could be open to a counteroffer!

# Are they realistic about – money v’s specs, what is their minimum salary  expectation to move and test their ‘fear of loss’

# Are they co-operative and reliable – commitment tests do they take your calls and are willing to meet up. Do they stay in regular contact, provide references/referrals and take your advice

# Appearance – appropriate dress for the client, current dress code at work and personal hygiene

# Location/Re-location – Are they willing to travel and what distance based on their current circumstances. What areas wouldn’t they want to work in and who else would the move effect

# Not too long in their current job – Test, check and qualify for their motivators

# Something to sell – Location, extra- curricular activities, other qualifications, personality/attitude and skills/languages

# Chemistry – Focus on their chemistry, personality, body language, interests/hobbies, and cultural fit

Effective Interviewing

When interviewing a candidate you need to ensure that you cover the following:

»  Set the scene – layout of the interview

»  Establish a good rapport

»  Get the candidate to talk openly

»  Find out the detail of their career

»  Make an assessment about their fit, match for clients need and culture



Use consistent structured questions this allows for a comparison of candidates, it ensures the best qualified are presented and helps to build trust with the client

Ask good relevant questions listen attentively and probe into the situation where necessary, understand their motivation early on, and get evidence to support your recommendations to clients

Ask a good mix of questions, open to get them talking and closed questions to get the facts. Use reflective questions to show you are listening and probing when you need more detail. Avoid hypothetical or leading questions

Listening is as important as asking questions. Sound engaged and pick up on words or phrases used. Also use supportive statements

Take an event and ask several questions about it. Drill down to get the detail such as, achievements, their approach, obstacles they faced and the end result

Such as, how did you go about it? what do you think was the key to your success? what result did it have?

Find out the exact role that the candidate played in the event. Did they make it happen or helped, watched or failed to prevent it happening