Placement Confirmation

Module 10: Placement Confirmation

This module reviews the final stages of the placement process, including how to confirm the placement, consult the successful candidate on how to resign like a professional, strategies for post-placement protocol which will help you prevent fall-out, and how to document the placement re-cap. You can now be rewarded for all your hard work!

The Confirmed Placement

Each time you extend an offer to a candidate, and they accept you need to solidify everything on both ends before your job is complete. Make sure you cover the following in order to finish the process:

  • Confirmed the start date with the client and the candidate.
  • Have the candidate personally confirm their start date with the proper authority within the client. (The Hiring Manager).
  • Candidate should then call you to confirm that the start date has been confirmed with the client.
  • Contact the client and verify the candidate's confirmed start date.

Note: It is customary for a candidate accepting a new position to give at least a two week notice to their soon to be former employer. You should know precisely how much notice time the candidate will need to give their current employer before you present any offers. You don't want this to become a problem with either side at this stage.

Objectives

  • Review the subject of resignations, and advance notices before you get to the offer stage.
  • Confirm the exact time they will be starting in the new job.
  • Make sure the candidate doesn't burn any bridges when leaving their employer for a new position.

Resigning Like A Professional

This is an overview of how to assist your candidates in giving their resignation in the most professional manner. When an individual is making a career change they should do it professionally.

  • Handle the resignation with the proper attitude.
  • Present the value to the candidate of their making sure they leave the company with good feelings about them.
  • Prepare the candidate for resignation, reinforce their decision, and help them to work through any concerns they may have.
  • Make it a clean break with no loose ends.
  • Do effective post-placement follow-up by staying in touch with both candidate and client. Help each party work through the transitional phase. PREVENT FALL-OUTS!!

In general

  • Determine the amount of notice needed. Standard is 2 Weeks
  • Make sure their immediate manager is the first to know. Schedule a face-to-face meeting and make it a very positive meeting. Express the intention to leave. Thank them for the opportunity they have given you. Let them know if they need anything extra you'll try to accommodate. Offer to make yourself available to assist in training your replacement, if possible.
  • They should have a resignation letter prepared for both the manager and Human Resources representative. These generally remain in the company's files; they should keep the resignation letter short, to the point, and very positive. It should relate their intention to leave, and the time they will be leaving. It should show an appreciation for the opportunity they have provided.
  • Human resources will usually schedule an exit interview to review any important details such as; benefits, profit sharing, or other potential issues. They will need to fill out any and all necessary forms.
  • If they are secure in their decision to leave, they should not be considering any counteroffers. They should decline politely and move ahead with their plans.
  • They should never leave on good terms. They will always need good references and a strong network behind them as they advance in their careers.

Sample Resignation Letter

March 13, 2005

Dear Mr. ____________

I regret to inform you that effective June 30, 2005, I will be leaving my position with AYZ Corp. I have been offered an opportunity with another firm which will allow me a broader range of responsibilities and greater challenge.

My association with AYZ Corp. has been a pleasant and rewarding experience. I will miss the people here, however, I am eager to accept this new opportunity. If you so desire, my best efforts will go into assisting in the training of my replacement. I appreciate your understanding regarding my decision, and I wish AYZ Corp. a most successful future.

Best Regards,

 

 

R.J. Candidate

Complete Your Placement Recap

This section covers what you've worked so very hard to achieve, the billing and collection of the placement. It should be the most rewarding of all the steps you have learned.

  • Be accurate.
  • All information must be documented properly

Post-Placement Protocol

Follow-up activities after the placement are not only a valued service to both your clients and your candidates; they also prevent potential problems or fall-outs. They help to guarantee the retention of your placement fee. It is extremely important to follow through with the post-placement procedures discussed in this section. In most cases, taking follow-up measures will help prevent a candidate from leaving his/her new company prematurely.

Maintain good relationships with both the candidate and the hiring manager. Help them in any way you can to ensure everything goes as planned.

Conduct follow-up communication with the hiring manager and the successful candidate in order to ensure proper integration. Activities associated with the follow-up effort include:

  • Coordinating on-the-job training and learning.
  • Helping establish a well-defined role of the successful candidate within the new organization.
  • Assisting the candidate in meeting expectations.

Success Questions

Success questions are a great way to determine the satisfaction of all parties.

Success Questions: Candidate

  • How is the new job going?
  • Is it what you thought it would be?
  • Do you feel you�re being challenged?

Success Questions: Hiring Manager

  • How is candidate�s name working out?
  • If there are any problems, how can we help?
  • How is candidate�s name fitting into the group and company culture?

Assisting Successful Candidate with Relocation

When applicable, a relocation effort will consist of arranging realtors, moving companies, Chambers of Commerce, or relocation consultants to assure the successful candidate has a smooth transition. Assigning a selected relocation specialist to the candidate to handle all of his/her needs will help alleviate any concerns regarding the move. The client company will usually provide these types of services.

Spousal Placement for Successful Candidate

When necessary, initiate a staffing effort to include any or all of the services listed above for the spouse of the successful candidate. Approach spousal placement with the same dedication to service and excellence that you displayed with the primary placement of the successful candidate.