The most important thing for any recruiter is to keep the pipeline full of qualified candidates and not allow distractions to take you away from your goals of placing quality candidates.
Here are a few ways to keep to your schedule and less distractions. Remember, you must fit in several types of activities each day: cold calls, follow up calls, closing calls and administrative items.
a. Don’t have it visible all day – only during administration times.
b. Don’t have the notification sound or pop up at the bottom of your screen! It’s hard to ignore distractions after seeing what just came in. (IT can tell you how to turn if off)
c. Set up special rules for emails you receive from special people (your boss); to notify you even when the window is down.
d. Respond during your administrative time – (See getting organized in previous blog)
e. Organize your inbox into folders that allow you to stay on top of where those important emails are.
f. Keep you inbox clean. Only the new items for the last day should be in your INBOX. This is not a catch all box that has 1000 emails in it. That is why there are folders and a delete button and recycle bin.
a. Keep folders for the offices/locations that you are recruiting for.
b. Hard copies of candidates in a folder named “candidates” or place the profiles of the candidates in a folder for the specific office or location.
c. Clean your desk every night before going home.
d. Keep a colored pad on your desk for your to-do list. On the pad, label the things by your types of time of the day. (Follow up, administrative etc.) This makes it easy to see things that need to get done.
3. Co-workers – People love to chat about everything except work. You know those people that come to your desk when you are in the middle of the closing a candidate and just stand there until you are done. Are you kidding me! Develop a way to eliminate the need to tell them what your schedule looks like for the day.
a. Send an email that says you are busy during certain hours.
b. Put up a sign on the back of your chair – “Money calls being made!”
c. Close your door! (If you have one and if not…put the trash can in the way!)
d. Do whatever it takes to let people know that you are in the middle of making money and the March Madness brackets will wait!
a. Call people that can make you money. Don’t just get on the phone to pump up the phone time. If you need to close a candidate or coach a manager on how to finish the deal, then call all those involved.
b. Put a note on the bottom of your computer that says, “What do I want to accomplish at the next meeting?” This might lead you to think about a plan before you get on the call with the candidate/manager.
c. Wasted time
i. Calling or taking easy calls from the candidates that you like but will NEVER move.
ii. Calling or taking calls from the managers and having a conversation about the same candidates (strategy calls) four out of five days in a week. One call works. Get to the next manager or candidate.
iii. Don’t call the same person multiple times in a day and not leave a voicemail. Don’t just rack up “dials” with the same person.
a. Put copious notes in the CRM. This will save you from hunting for information that you need later. Describe the contents of the notes in the subject line of the note. (i.e. payout grid or reasons for leaving, etc.)
b. Use the CRM – follow up reminders, cold calls etc. Be proficient at it. Remember to use your planning time for the next day. Leave the day knowing that your calls for the next day are organized by the categories – cold calls, follow up calls and closing calls.
6. Big time wasters - I don’t care what anyone says, no one can truly multi-task. If you are the exception, great! But everyone else should severely limit these time wasters:
a. Instant Messages
c. Google – research during a research time
d. MySpace- ok… I dated myself there.
e. Looking up each candidate’s U-4 on FINRA before calling!
Not having a plan for each day is the worst thing that you can do. Look back at your week and ask yourself what you have accomplished. You control your office life. You can be the socialite or you can be known as the driven and organized one who people ask how you get more dials, more phone time, more connects and more closes. The person that you see always finding other things to do besides getting on the phone has “call reluctance” and should not be part of the team. Don’t let others kill your dreams of being successful and attaining your goals!