Why Time Management

 One of the best things about being a recruiter is that you can pretty much
predict the events and activities that will occur during the day.
 It’s also easy to identify the things you need to get done, prioritize them
accordingly, and then plow through the day and accomplish it all. Yeah,
right…in our dreams!
 Actually, one of the biggest challenges recruiters face is trying to manage their
schedules and accomplish the “tasks at hand” in a work environment of
constant change, interruptions, fire fighting, etc.
 If you’re a recruiter, your time management, planning, multi-tasking and
organizational skills are tested to the max each and every day.
In analyzing a normal eight-hour workday, over the year, we have approximately
264 working days and approximately 22 working days in an average month. 12
months x 22 days = 264. There is a holiday here and there.
How much time do you think we lose over this year?
2 weeks vacation = 10 days lost.
Sick Days = 6 days lost
A 15 minute break twice a day = 16.25 days lost
A 30 minute errand once per week = 3.25 days
10 minutes extra for lunch = 10.83 days
Family emergencies and special events = 6 Days
Starting work 15 minutes late 1 time per week = 1.62 days
Personal calls, personal business, and general ineffectiveness of 30 minutes per day = 16.25
days
The first 30 minutes of the day saying hello, getting coffee, and office chit chat = 16.25 days
Adding these up equals 86.45 days per year lost,
leaving about 173 days, or 7.8 months, for us to do our
business. If we consider any ineffectiveness during
this 7.8 months we have left - such as other
disruptions: not being in the mood to work, poor
planning, ineffective presentations, etc. - it becomes
apparent that many recruiters are producing their
annual volume in only six months time.
A Perfect week, The Perfect Day
 I discussed tactics you could use to inject life into the day-to-day grind of
recruiting to become more productive, efficient and have more fun.
 Dramatically improve time management, planning, and
organizational skills
 Manage multiple projects/ and tasks
 Not forget things that often used to fall off the plate
 Get more things accomplished in less time!
 Can you have a perfect week? A perfect day? The answer is probably no
 While we strive to complete each week and every day perfectly, it rarely ever
happens. But if you take a defeatists’ attitude and never try to have a perfect
week (or perfect day), I can pretty much promise you it will never happen.
 How many times have you started a week thinking that you have X
requisitions to work on and X things to get done ó and then by 10:00 a.m.
Monday every thing has changed! Positions go on hold, candidates don’t
accept offers, and new positions are thrown on your plate
Developing A Perfect Week
 At the beginning of each week (Saturday before you leave for the weekend,
over the weekend, or early Monday morning), we list all the activities that
we want to accomplish in the upcoming week. We organize these activities
into two categories:
 Billable. Billable are activities directly related to hiring new employees (a
recruiter’s primary job). In Business 101 class in school, they called these
“line” activities: things that directly contribute to making money for your
organization. For recruiters, we get paid for hiring quality people!
Examples include prospecting for candidates, making offers, attending job
fairs, setting up interviews with hiring managers, qualifying a requisition,
etc.
 Non-billable. Non-billable (or staff) activities are things that you must
accomplish and typically support your line activities. Examples include
entering candidates into your ATS (Application Tracking System),
developing postings for the Internet, activity reporting, department
meetings, training, paperwork, etc.
 We then document activities in our perfect week as either actions or
results. Some examples of actions:
 Source six hours on the Branch Manager position.
 Get requisition from Account Manger for the SVP of IT.
 Attend training on Wed.
Examples of results:
 Get three submittals to XYZ for the IT JAVA position.
 Close Anil Kumar! Get a start date!
 Get Sunil and Aarti scheduled for interviews with PQR .
Perfect Day and Week
Billable
 Source six hours for ALL position. Get Max submittals Every Day.
 Get requisition from Account Managet for the XYZ of JAVA Reqt.
 Close Anil and get her to start on the 24th!
 Attend job fair in BKC hopefully get 10 good candidates.
 Source four hours for SVP position ó goal is two submits to Sunil.
 Set up date for Anil and Amit to interview with Ajay.
Non-Billable
 Finish website information and post.
 Update Reports.
 Get more Information of Client Company
 Get more Information of Market
 Read Magazine and Newspapers
 Pull of posting of the Internet.
 Attend training
 Every Monday morning, we have a team meeting to discuss last week results
and our plan of action for the upcoming week. We have fun with this meeting!
We critique our own performance. We discuss how the week went ó what we
did get done; what we didn’t get done. We rate our performance like grade
school: A through F, plus or minus acceptable. We post everyone’s perfect
week on a flip chart for all to see. This makes it is easy for review purposes.
We also use this meeting to share information, to ask for advice, and to get
our “game faces” on for the week. If you are part of a “remote” team, have a
conference call. If you work by yourself, meet with yourself! The Perfect Day
To actually accomplish the activities outlined in our perfect week we create
the perfect day. Prior to starting the day, we review our Perfect Week (to see
what we still need to accomplish) and work in progress from the previous day
and develop a plan of action. For peer support, we email out this schedule to
our teammates to kick off the morning in a positive manner.
Questions on “A Perfect Week, The Perfect Day” Routine
 Does each week and every day go perfectly? Absolutely NOT! Like a coach
preparing for a game, rarely do I see it go perfect. But I do know that with this
tactical level of planning, I am getting more done and managing my time
better than ever before.
 What happens if the activities you document in your perfect week
change 180 degrees during the week? Then I readjust and develop a new
plan of action. Plans were meant to be changed. That is what The Perfect
Week routine is for. To allow for changes that occur during the week.
 How important is the format for the perfect week/day routine? Not
important at all. Do what makes sense for you and document it with tools that
you use.
Helpful Hints
 Frontload your week. I like to play a game with myself and try to check off
as many activities as early as possible in the week. This is motivating and
allows me the option of cutting out a little early on Saturday knowing I had a
great week. What an awesome feeling!
 Have fun with this routine. In our planning meeting, or when we shoot our
perfect day routine via email, we send motivational quotes, jokes, etc. to
lighten up the day.
 Create contests against your teammates or yourself. When planning your
perfect day, challenge your peers (or yourself). See who gets a hold of the
most candidates; gets a candidate to accept an offer; etc.
You must have a Burning desire:
If you want to be a Big biller you must have a burning desire to do what it takes to get there. If you're
lukewarm about your goals you can forget hitting those big numbers. This level of success starts with a
passion for what you're doing.

You need to be clear on the "WHY" or benefit of being a big biller:

If you become a big biller but lose your marriage and health in the process then you’ve gained
nothing but a shallow ego trip. Here are some examples of a clear "why"

* I want to pay off my house in the next 3 years so i can have more freedom
* I want to take 4 weeks a year to travel around the world
* I want to sponsor 20 hungry children per month
Visualize yourself as already there:
Spent some time everyday reviewing your goals - both personal and professional.

Be "ruthless" about who you will work with:

Every big biller that i know has clear guidelines regarding who they will and will not work with. They
are able to communicate this with both clients and candidates are often very direct in regard to
expectations and requirements. Bottom line, you must respect your time and only work with people
who do the same in order to hit high numbers.

Single task-work in blocks:

You've heard this before I/m sure but this is another common denominator in top producers. You
must be able to separate execution from reacting of you want to excel.

Track your numbers like a Mathematician:

Boring? Maybe, build's another hallmark of high production.
Create systems for everything:
My rule is if you have to do something 3 or more times in a month, you should have it documented.
Don't repeat things from scratch that you could have systematized.

Neglect the administrivia:

Learn to say "no" delegate and automate. From a certain point of view, there are really only
categories in your work: revenue generating activities and everything else. You've probably heard of
the 80/20 rule
Daily Tasks -
 Set daily goals
 Make daily plan
 Review job orders
 Identify candidate prospects
 Call candidate prospects
 Prepare candidate resumes & client submittals
 Perform candidate interviews
 Prepare candidates for interviews
 Update records & maintain database
 Reply to and send Emails
 Research companies & client prospects
 Marketing
TIME
8:30-11:00 Sourcing Candidate from Portal
11:00-12:00 Checking Mail, Bidding the Profile
12:00-1:00 Lunch; return emails, voicemails;
1:00-1:30 Meet with Manager to qualify new position
1:30-5:00 Headhunting, Reference Generation all
candidates I found in dbase and through next research
5:00- 6:30 Return all emails from net postings

Prime Calling & Production Time ( 8:30 to 11:00)

Prime Calling & Production Time ( 1:30 to 5:00)