TalentBin Keys to Success

Created: Jun 11, 2015 02:58PM PDT      Updated: Nov 04, 2015 09:47AM PST

Our customer success team is in a unique position to evaluate what separates the top TalentBin users from the rest of the pack. From our observations and interactions with those users, we've been able to compile a list of best practices. 
  • Success Behaviors: A list of 10 top behaviors we believe our most successful users possess.
  • Best Practices: A list of best practices regarding specific TalentBin features.
  • First Month Success Plan: An agenda we've built to help guide you to maximum success using the tool!

Click one of the sections below for more information (or click "Expand All" for the full article)

 

 

After studying thousands of recruiters, we have observed that recruiting teams exhibiting the following behaviors make the most hires on the TalentBin platform (and probably other platforms too!).
 
1. Successful recruiters create folders to organize each of their open requisitions
  • Why? It allows them to manage separate candidate funnels for different positions  
2. Successful recruiters search for candidates based on skill sets (e.g. Java, Hadoop), not just title (e.g. “Software engineer”) or companies (e.g. “SAP”).
  • Why? Passive candidates don’t necessarily talk about their title or company, but they talk about skills!
3. Successful recruiters save multiple different searches per open requisition
  • Why? Different candidates have different information available online, and we want to find them all!  
4. Successful recruiters process 100% of candidates they review into a stage (e.g. “bad fit”)
  • Why? It removes them from search results in order to focus on unreviewed candidates while sourcing  
5. Successful recruiters contact candidates via all available contact vectors
  • Why? Different candidates prefer different communication mechanisms, and even ignore some!
6. Successful recruiters send multiple outreach communications to each candidate
  • Why? The highest response rate comes after the 4th contact!  Persistence pays off.  
7. Successful recruiters use communication templates with customizable sections
  • Why? Re-using templates speeds their process, and per contact customization increases response rate
8. Successful recruiters write highly personalized communications to each candidate
  • Why? Candidate response rate increases dramatically if the candidate feels uniquely targeted
9. Successful recruiters use campaigns to automate follow-up tasks and increase response rates
  • Why? Passive candidates need to be actively managed, and dropped balls cost recruiters big $$$  
10. Successful recruiters use stages to track candidates through their process
  • Why? So they can easily identify who needs what outreach, and quickly gauge the health of their funnel​
 

We've spent a lot of time evaluating the behaviors of clients who have used TalentBin successfully to recruit. While there are many ways to use TalentBin, we've found people who integrate email, maintain good folder structure, make multiple searches, utilize staging, and conduct outreach with customizable templates via email and other contact vectors, will have the most success.

Email Integration

  • Ability to use drip marketing and automated follow-up campaigns
  • Auto-staging of candidates.
  • Open-tracking and click-tracking in Dashboard and integrated mailbox.
  • Manage candidate flow in TalentBin to prevent dropped balls.

Good Folder Structure (1:1 ratio between folders in TalentBin and open tech reqs)

  • Prevents confusion between different users in a multi-seat instance of TalentBin.
  • Easier to transfer or share work with new team members.
  • Ensures efficient use of Manage tab for understanding pipeline health.
  • Makes work reusable.

Multiple Effective Searches Built

  • Having multiple effective searches for each job req helps find more qualified candidates, as there’s almost never only one set of search terms to describe someone. Tip: Think of how candidates are describing their activity on the social web.
  • A bad search yields bad results (either too many results, irrelevant candidates, an insufficient number of candidates).  

Staging Sufficient Numbers of Candidates

  • Just looking at candidates profiles - going to re-see people is inefficient. Save time!
  • If you aren’t staging profiles, you’re not going to ever reach out to people to get a hire.

First Outreach Template Used

  • Writing one-off messages is time-consuming and inefficient.
  • Best outreaches are part personal (unique to message) and part good boilerplate.
  • Using templates gives you the time to dig into what makes a candidate tick and spares you from the drudgery of writing.
  • Templates utilize all the variables in TalentBin!  

Integrated Emails Sent/Mailto Links Clicked

  • Email is by far the most commonly used outreach method within TalentBin.
  • Even if you are using other outreach vectors, you likely will use email to communicate with people after the first response.

Non-email contact vectors

  • For some candidates, email isn’t enough.
  • Engineers spend lots of time on social networks (that aren’t LI!) and recruiters using TalentBin are finding them there.
 

 

We’ve studied hundreds of companies’ first month on TalentBin, and the steps to quickly making your first hire are clear.  They’re so clear we’ll ask you to partner with us to execute them in your first 4 weeks!
 
Week One – Set up your first job requisition and start contacting candidates!
  • Set up a new folder for your first job requisition.
  • Save 3 effective searches for this position.
  • Stage at least 50 candidates
  • Create a 1st outreach template per contact vector
  • Integrate your email account to TalentBin
  • Send a first communication to each of the promising candidates
  • Create a reminder tasks to ping each candidate in 3 days

Week Two – Make sure you reach out again to all promising candidates!
  • Create a 2nd outreach template per contact vector
  • Send a second communication to all candidates that haven’t responded
  • Create a reminder tasks to ping each candidate in 5 days
  • Stage at least 50 more candidates, and start processing them with 1st outreach

30-Day Customer success check-in:  Day 14
 
Week Three – Make sure you are leveraging different contact vectors!
  • Create a 3rd outreach template per contact vector
  • Send a third communication via a different contact vector to all candidates that haven’t responded
  • Create a reminder tasks to ping each candidate in 5 days
  • Stage at least 50 more candidates, and start processing them with 1st outreach
  • Bonus: Start processing a 2nd job requisition!

Week Four – Recruiters get their highest response rate on their 4th communication!
  • Create a 4th outreach template per contact vector
  • Send a fourth communication to all candidates that haven’t responded
  • Create a reminder tasks to ping each candidate in 5 days
  • Stage at least 50 more candidates, and start processing them with 1st outreach

Week Five

Handoff to your ongoing TalentBin relationship manager!
 

 

Success Behaviors

After studying thousands of recruiters, we have observed that recruiting teams exhibiting the following behaviors make the most hires on the TalentBin platform (and probably other platforms too!).
  1. Successful recruiters create folders to organize each of their open requisitions

  • Why? It allows them to manage separate candidate funnels for different positions  
2. Successful recruiters search for candidates based on skill sets (e.g. Java, Hadoop), not just title (e.g. “Software engineer”) or companies (e.g. “SAP”).
  • Why? Passive candidates don’t necessarily talk about their title or company, but they talk about skills!
3. Successful recruiters save multiple different searches per open requisition
  • Why? Different candidates have different information available online, and we want to find them all!  
4. Successful recruiters process 100% of candidates they review into a stage (e.g. “bad fit”)
  • Why? It removes them from search results in order to focus on unreviewed candidates while sourcing  
5. Successful recruiters contact candidates via all available contact vectors
  • Why? Different candidates prefer different communication mechanisms, and even ignore some!
6. Successful recruiters send multiple outreach communications to each candidate
  • Why? The highest response rate comes after the 4th contact!  Persistence pays off.  
7. Successful recruiters use communication templates with customizable sections
  • Why? Re-using templates speeds their process, and per contact customization increases response rate
8. Successful recruiters write highly personalized communications to each candidate
  • Why? Candidate response rate increases dramatically if the candidate feels uniquely targeted
9. Successful recruiters use campaigns to automate follow-up tasks and increase response rates
  • Why? Passive candidates need to be actively managed, and dropped balls cost recruiters big $$$  
10. Successful recruiters use stages to track candidates through their process
  • Why? So they can easily identify who needs what outreach, and quickly gauge the health of their funnel​
______________________________________________________________________________________

Best Practices

We've spent a lot of time evaluating the behaviors of clients who have used TalentBin successfully to recruit. While there are many ways to use TalentBin, we've found people who integrate email, maintain good folder structure, make multiple searches, utilize staging, and conduct outreach with customizable templates via email and other contact vectors, will have the most success.

Email Integration

  • Ability to use drip marketing and automated follow-up campaigns
  • Auto-staging of candidates.
  • Open-tracking and click-tracking in Dashboard and integrated mailbox.
  • Manage candidate flow in TalentBin to prevent dropped balls.

Good Folder Structure (1:1 ratio between folders in TalentBin and open tech reqs)

  • Prevents confusion between different users in a multi-seat instance of TalentBin.
  • Easier to transfer or share work with new team members.
  • Ensures efficient use of Manage tab for understanding pipeline health.
  • Makes work reusable.

Multiple Effective Searches Built

  • Having multiple effective searches for each job req helps find more qualified candidates, as there’s almost never only one set of search terms to describe someone. Tip: Think of how candidates are describing their activity on the social web.
  • A bad search yields bad results (either too many results, irrelevant candidates, an insufficient number of candidates).  

Staging Sufficient Numbers of Candidates

  • Just looking at candidates profiles - going to re-see people is inefficient. Save time!
  • If you aren’t staging profiles, you’re not going to ever reach out to people to get a hire.

First Outreach Template Used

  • Writing one-off messages is time-consuming and inefficient.
  • Best outreaches are part personal (unique to message) and part good boilerplate.
  • Using templates gives you the time to dig into what makes a candidate tick and spares you from the drudgery of writing.
  • Templates utilize all the variables in TalentBin!  

Integrated Emails Sent/Mailto Links Clicked

  • Email is by far the most commonly used outreach method within TalentBin.
  • Even if you are using other outreach vectors, you likely will use email to communicate with people after the first response.

Non-email contact vectors

  • For some candidates, email isn’t enough.
  • Engineers spend lots of time on social networks (that aren’t LI!) and recruiters using TalentBin are finding them there.
______________________________________________________________________________________

First Month Success Plan

We’ve studied hundreds of companies’ first month on TalentBin, and the steps to quickly making your first hire are clear.  They’re so clear we’ll ask you to partner with us to execute them in your first 4 weeks!
 
Week One – Set up your first job requisition and start contacting candidates!
  • Set up a new folder for your first job requisition.
  • Save 3 effective searches for this position.
  • Stage at least 50 candidates
  • Create a 1st outreach template per contact vector
  • Integrate your email account to TalentBin
  • Send a first communication to each of the promising candidates
  • Create a reminder tasks to ping each candidate in 3 days

Week Two – Make sure you reach out again to all promising candidates!
  • Create a 2nd outreach template per contact vector
  • Send a second communication to all candidates that haven’t responded
  • Create a reminder tasks to ping each candidate in 5 days
  • Stage at least 50 more candidates, and start processing them with 1st outreach

30-Day Customer success check-in:  Day 14
 
Week Three – Make sure you are leveraging different contact vectors!
  • Create a 3rd outreach template per contact vector
  • Send a third communication via a different contact vector to all candidates that haven’t responded
  • Create a reminder tasks to ping each candidate in 5 days
  • Stage at least 50 more candidates, and start processing them with 1st outreach
  • Bonus: Start processing a 2nd job requisition!

Week Four – Recruiters get their highest response rate on their 4th communication!
  • Create a 4th outreach template per contact vector
  • Send a fourth communication to all candidates that haven’t responded
  • Create a reminder tasks to ping each candidate in 5 days
  • Stage at least 50 more candidates, and start processing them with 1st outreach

Week Five

Handoff to your ongoing TalentBin relationship manager!

 
Q​uestions? Thoughts? Either c​ontact your Product Specialist, reach out to us at support@talentbin.com anytime, or leave a comment below!
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