🧠 Project Template of the Month: Hiring Process (HR)

Miša Hennin

Hey!

Let's take a look at how your hiring process can be streamlined using MeisterTask. We've already looked at using MindMeister to outline roles and responsibilities in this company structure org chart. Now, we'll dive deeper into the world of recruitment, exploring how MeisterTask can be used to save recruiters time 🕚 and effort 💪 in their hiring journey.

If you work in recruitment, you know that the recruiting pipeline can be chaotic. With so many stages involved, it's difficult to not feel overwhelmed or lost at some point. With MeisterTask, you can create as many sections as you need in order to gain better visibility and clarity over the entire process. Plus, you can move each open position across the Kanban board from left to right to maintain a clear understanding of where progress is necessary. The board covers the entire recruitment process from open positions to filled positions 😍.

All team managers have access to the project and can submit a request for hiring a new employee in the first column. This begins the hiring process. Next, the content ✏️ and design 🎨 teams (in most companies) will use their skills to help recruitment fill open positions.

Template Highlights

Using Task Templates to Ensure Necessary Information is Provided

@Anna Ksiezarczyk added a task template to the first section of her project. Any team manager can submit a request for hiring a new employee in this section by duplicating and editing the template. Creating a new task in the Incoming Roles section allows the People & Culture team to begin the hiring process.

The template includes key custom fields which must be filled in by managers requesting a new hire and a checklist for the People & Culture team. Managers are expected to add tags based on:

• Category: Commercial, Engineering
• Level of Seniority: Junior, Intermediate, Senior, Higher-Level
• Priority Level: Low-, Medium-, High-Priority
• Type of Job: Remote

Exploring the Job Description Section and its Features

The Job Description section is where requests are added for the Content team to write job descriptions which can be posted across various platforms.

To ensure a smooth hiring process, Anna added the Task Assignment automation to this section. This means that as soon as a request is added, it will automatically be assigned to the Content Manager. Anna also used the Update Due Date automation to drive efficiency and progress by automatically giving the Content team 7 days to complete the task. Though the due date can be edited in response to circumstances, having it there as a guide is a great way to get things moving 🚴‍♀️ .

The Job Description section also has a task limit of 10 tasks. This means that nobody within this section can be assigned more than 10 tasks at any one time. Again, this supports efficiency and the successful completion of tasks by preventing overload 💪.

Once the job description is written, the Content team is encouraged to provide a link to the description in MeisterNote (thanks to custom fields 🎉), mark the relevant checklist items as completed (go checklist templates! 🥳), attach a PDF file, and move the task to the Design Job Ad section.

Using Automations to Ensure the Ad is Designed and Posted

Tasks are moved from the Job Description column to Design Job Ad. As mentioned above, a Task Assignment automation automatically assigns tasks to the Design Lead. Once the design is uploaded to the task, it can be moved to the Ready to Post column.

The Ready to Post column has 3 automations. Firstly, tasks are automatically assigned to a representative of the People and Culture Team. Secondly, a checklist is added with the recruitment platforms to provide an overview of where ads have been posted. Thirdly, the due date automation ensures all job ads are posted within 3 days of being designed.

These automations help enforce quality and consistency. The assignment creates responsibility and accountability, the checklist ensures all aspects of the task are complete, and the due date keeps everything running smoothly. 

Checklist Automation

Once the task has been moved to Live Posts, two new checklists are automatically added:

• Sourcing - to indicate whether we are looking for internal and/or external candidates
• Screening - to indicate hiring progress

An ONGOING tag has been added to clearly distinguish between active and inactive ads. Typically, posts are online for 30 days. This is supported with an Update Due Date automation set to 30 days. 

Want to explore further? Import the json file linked below to your own MeisterTask account 😍!

💡 More info on importing project templates can be found here. Note: Automations won't be imported and will have to be set up manually. You can find out more about automations here.💡

Recruitment project board.json

Cathy Fanning

Hi @Miša thanks for the template, Excellent!

Joerg Koper

Good morning @Miša and thanks a lot for this wonderful example project. It is tempting to play around with it and integrate the corresponding automations. ☺️

Miša Hennin

Hey @Cathy Fanning and @Jörg Koper you're so welcome! I really enjoyed writing about this template. @Anna Ksiezarczyk is incredibly well organized and she's made an entire workflow with MM, MT, and MN templates for the hiring process,

Cathy Fanning

Hi @Miša and @Anna Ksiezarczyk Thanks for this template. Excellent!

Joerg Koper

https://community.meister.co/discussion/comment/594#Comment_594

Hi @Miša we also use and love this feature very much in our agency.

For all those who work with customer boards or similar. Of course, you can also use this procedure to create a template for new customers etc. 😉

Miša Hennin

Hi @Jörg Koper, oo interesting! I'd love to see some other task templates! I've actually never used them before because most of the project boards I use have a huge variety of tasks, but I love the idea. Was great to get to grips with this one Anna made 😁.

Joerg Koper

Hi @Miša the big advance of the custom fields in templates is, that you can be creative in any desired way and in relation to every kind of project. Even for department boards and many more.

I like that very much too, because it saves a lot of time in the daily business routine 😎

Miša Hennin

Yes custom fields (and checklist templates) are amongst my favourite features 😍! Great for time saving and ensuring consistency in quality.

Joerg Koper

Absolutely agree @Miša 😊

Angelika

Hey! I just came across this post now although I see it was first posted a while ago. I LOVE that you're going into depth on different aspects of the project. @Anna Ksiezarczyk clearly thought about this template A LOT. The combination of the Assign Task + Due Date automation is top. I imagine it really keeps things going smoothly. Thanks for sharing!