Companies / Clients (4 Min.)
In this video you will see how you can manage your clients with OktoCareer.
To identify companies as employers for a candidate or for the general acquisition, different parameters are available.
The hit lists can be shortened by applying certain criteria. In this example, I only want to display current clients.
As the hit list is too long, I will restrict it to clients with high potential only.
In the next step, I limit the selection to the service industry.
As the company should possibly be located in New York, I am limiting the hit list to New York.
One of the short listed companies could be of interest. Thus I select it by clicking.
A new tab opens and I see the details of the company on the left side.
At first I am interested in the address as I want to visit the client.
In Google Maps the saved address is automatically displayed.
In Google Maps I take a look at the vicinity so that I will find my way around when I visit.
To edit the company details, I click on edit client.
In the right part I see the detailed information, activities and related data.
At activities all important activities that are related to this client are indicated chronologically.
The current follow ups for this client are listed with due date.
Multiple addresses of the client’s offices can be entered.
The client can be related to other companies in the database to display company networks.
Contact persons are stored in the company file.
All assignments from the company are listed in the assignment folder.
As I am interested in the current assignment for the marketing manager, I select it.
The assignment data is opened in a new tab.
Activities that are related to this assignment are listed here chronologically.
All follow ups for the marketing manager assignment are stored in the follow up folder.
I can see the ads that are posted for this assignment on job portals and on the job market on my website.
In the candidate folder, all candidates that are already selected for this assignment are listed.
In the search query folder, the search queries are listed that are related to this assignment. Search queries can be static or dynamic lists of selected candidates. Candidates can be added to a search query list automatically with the help of parameter or hash tags.
In the documents folder, the documents or other files that are related to this assignment are stored.
I will take a look at the assignment document.
Now I revert to the company list while leaving the company and assignment files open for later reference.
The company fits my acquisition list for the next month. To add the company to the list, I press the right mouse button and add the company to the list.
Next, I want to open the entire acquisition list. To do this, I go to the saved search queries. There, I choose the target customer list and open it.
The companies that are contained in the target list are displayed.
For my reference I create a PDF list using the right mouse button.
Matching (9 Min.)
In this video you will see how you can identify suited candidates for an assignment. In the first step, candidates are identified with a structured criteria search, called matching.
A long list is created to save the retrieved candidates from the search. Next, further candidates are identified with a keyword search.
With the CV parsing, data is imported to the OktoCareer database candidates’ CVs. Finally, a shot list is derived from the long list. The candidate suggestions are sent to the client.
In our example the company K Supplies has placed an assignment for a marketing manager. I search for K Supplies LLC with a simple keyword search.
Then I open the company file. The file opens in a new tab.
On the left hand I see the company’s data. On the right hand I see all communication and activity with this company. I open the assignment drawer and select the assignment for the marketing manager. The assignment opens in a new tab. On the left hand the details of the assignment are listed.
On the right hand, all communication and data that is related to the assignment is available.
Before I start my candidate search, I take a look at the assignment details. I take the opportunity to add some more requirements for the candidate.
Now I take a quick look at the current follow ups for this assignment. There is one follow up for candidates that have already been submitted to the client. I check the ads that are posted on online job portals for the assignment.
In the candidates drawer I can see the candidates that were already proposed to the client. Some of the candidates are reserved which is indicated with a red R and the birthday of one candidate is coming up which is indicated by the star. Now I will start the search for candidates in my database by structured criteria, called matching.
The matching folder has opened in a new tab.
In the bottom navigation you can find various groups of parameters that can be used to filter candidates from your database. In the first tab, I can include keywords, consultants and offices and I can apply filters for certain activities that have occurred in a defined time span. An activity can be anything that you have defined. Such as that the complete documents were received from the candidate, that the candidate was interviewed, etc.
In the first step I do not apply any criteria here as I do not want to limit the result list by being too strict.
In the internal tab, I can select candidates that fit certain categories and I can limit the search to candidates that have filled out the online candidate questionnaire to a certain degree. For my search, I only want to consider candidates that have an internal rating of 1 or 2. In the personal tab, I can filter candidates by personal data such as address.
As I need a specialist, I do not limit my search to New York. In the education section, I select a high school degree as a requirement for my candidates.
In the expectations tab, I can limit my search to candidates with certain job expectations.
The ideal candidate should want to work in marketing, media and/or sales. I mark the three boxes and only candidates will be displayed who have at least one of the three target job expectations. As my client needs marketing experts in the automotive industry, I mark all automotive industry sectors.
The client’s office is in New York. As I didn’t limit the candidate search to New York, I need at least candidates who are willing to move to New York.
My client is looking for an experienced person. Therefore, I select experience in the automobile industry as a requirement. Also, the current seniority of the candidate should be at least 4 on a scale from 1 to 10.
The candidate should have leadership experience. So I exclude all candidates that have no leadership experience. The ideal candidate should have international experience with France. So I select France. Also it would be good if the candidate has lived at least for some time in France.
So I mark France in the residence requirements as well.
Now I select general professional skills that are required. This is mainly creativity. In the long list I want to see candidates that have creativity skill with a rating of 3 or better. I do not select other criteria in order not to limit the search too much.
In the expertise tab, I can select very specific skills. This offers the opportunity to find experts for a very detailed skill set. In this case, I need candidates who are good in agency management and in corporate identity management. Also they need to have experience in industrial goods marketing.
Since the marketing manager will also work with the sales department, he should have experience in sales of industrial goods.
In the software section, I select the required software skills. I only focus on the industry specific software as this will help filtering the right candidates.
I am looking for candidates with knowledge in the SAP marketing module and in SAP for the automotive industry.
Finally I select the languages. English should be perfect and French should be perfect or very good. By pressing “Apply filter”, OktoCareer searches your database for candidates who match the selected criteria.
The search has filtered 17 persons from the database. This is more than I expected. To narrow down the result list, I revert to the matching panel.
To increase the quality of candidates, I select a further requirement which is that an internal interview should have taken place with the candidate.
This information is available as all communication with the candidate is recorded as an activity in the candidate file. When an interview takes place, this is recorded with the activity type: “Conducting interview internally.” In the activity, some comments from the interview may be stored as well.
I use this data to apply a filter that selects only candidate who have the activity type “conducting interview internally” associated to their activity history.
To avoid national or global recruitment, I will see what happens when I restrict the search to candidates who already live in New York. To generate the new hit list, I press Apply filter. The new list is shorter than the first one. Now there are only 9 candidates.
This is the number I would like to work with.
In the next step, I will work with the long list to get to a short list. To get a better overview, I structure the list so I can better compare and see what is important. First I hide columns from the list that contain candidates’ criteria that are not further relevant for my decision.
Those are mainly the criteria without a rating. All candidates in the hit list have a high school diploma. Thus I don’t need to see this parameter any longer in the list. All candidates have experience in the automotive industry, so I can hide that column, and so on.
I forgot about the City. All candidates live in New York, so I can hide that column as well. Next I change the order of the columns. And I change the size of the columns.
Now I have a nice list with a good overview for comparing the candidates’ skills and ratings.
To have this list available in the further process, I save it as a search query. I name the search query “marketing managers automotive for K Supplies”.
The list is saved as a dynamic list by the criteria listed here. This means that the contents of the list will change as there are changes in the database.
When new applicants enter the database and they match the criteria of this search query, the applicants will be added to this list automatically. Vice versa if properties of candidates are changed so that they don’t match this list anymore, they disappear from this search query.
Now I save the list and go to the list of all search queries. Here it is indicated that my search query currently contains 9 candidates and that it is dynamic. However I want to have more control over my list, so I change the list from dynamic to static. For a static list, I control manually who is in the list and who is not.
Candidates are no longer added and withdrawn from the list by the search criteria of the matching. The list is now static. I re-open the list. In a static list, I have the option to sort the applicants in groups and write individual comments. This option is not available in a dynamic list.
Now I work through the list of candidates to get a better picture. The candidates’ files always open in a new tab so I don’t lose sight of my long list and I can compare candidates. After a first look at the candidates in my list, I decide to do one more specific search.
So far I have filtered candidates by criteria that are in the applicant tracking system. However not all candidates may have filled out their skill profile with the online questionnaire. The keywords may only be in the documents that the candidate has submitted. Thus I do a keyword search that is also searching in the candidates’ documents. I enter: marketing manager automotive in the keyword search. The system now searches for exactly this combination of words and encloses the candidate documents in the search. In fact there seems to be a candidate who may fit but who I missed with my previous search.
I open the candidate file. This is a new applicant who has just submitted her application. The candidate’s skill profile is not yet filled out.
But there is a CV. This is where the keyword search must have found the search term: automotive marketing manager.
I open the CV and see that this may be a candidate that I would like to consider. To add the candidate’s data as far as we have it to the database, I perform a CV parsing operation. I select the CV, hit the right mouse button and select “parse CV”. The CV is now analyzed and transformed into digital data.
On the left side I see what is already store in the candidate file. On the right side I see what OktoCareer recognized in the resume. I can select the information that I want to be stored. Either I select the existing information or I select the data that was retrieved from the CV.
For some data it is necessary to adapt the rating as there is no rating in the resume.
I select rating 1 for English as it is the mother tongue and I select 1 for French as the candidate has rated herself as fluent. Information about former jobs are also added. I update the applicant’s file by pressing save. The candidate’s file is updated now.
I revert to the search result and I add the candidate to my list. I hit the right mouse button and select the search query to which the candidate is to be added. Now I revert to my candidate list.
The new candidate Allison Lawrence now shows up in the list. In the next step I want to group the candidates in the list. I create groups using the context menu by clicking the right mouse button. A candidates are my candidates of first choice. B candidates are my second choice and wait list are my spare candidates.
I can conveniently group the candidates in the list, using the pull down menu. The comments that I write for each candidate are only saved in this list. They are not saved in the candidate file. To sort the list by groups, I need to close the list and re-open it.
Now the list is sorted by candidate groups. As Christina Robinson is the best candidate for this position, I will propose her first before I propose any other candidate.
I do a final check of her candidate file. Now I will inform my client K Supplies by e-mail that I have found an excellent candidate.
The e-mail is part of a new activity that I open for Christina Robinson. As an activity type I select “candidate profile sent to client”.
I select the marketing manager assignment and my contact person.
In the candidate tab, I select that Christina Robinson is reserved for me. Also I create a follow up that will show up in OktoCareer and I send a copy of the follow up to my Outlook mail account. I select an e-mail template from the list of available templates.
I add a personal line in the e-mail.
Finally from the list of available documents, I choose the CV of Christian Robinson to be enclosed in the e-mail. By pressing save, the activity is saved, which triggers a number of processes which are: The activity is recorded in all relevant files which are the candidate file, the client file and the assignment file.
The e-mail is sent to the client. The candidate is now related to the assignment in the assignment file. A follow up action is created in OktoCareer.
I get an appointment file for the follow up to be stored in my Outlook calendar.
The candidate is reserved for me. This is how the activity looks like. I revert to the candidate list. Christina Robinson is now marked with a red R which indicates other consultants that she is reserved for me. I update the remark in my list. Alternatively I could add a new column which indicates the latest activity of each candidate.
For future reference I will add hashtags to the candidate list. Hashtags are keywords that help finding the list later. As this search was for an automotive marketing manager I choose marketing and automotive as hashtags. Also I add the assignment number as a hashtags which automatically connects the candidate list to the assignment file.
Now I go to the assignment file. In the activities of the assignment I can see the latest activity which was mailing the candidate profile to the client.
In the candidate drawer I see all candidates that are somehow related to this assignment. My favorite candidate Christina Robinson is at the top of the list.
In the search query drawer I see all search queries that are related to this assignment. My search query “Marketing Manager Automotive for K Supplies” is in the list because I entered the assignment number as a hashtag in the search query. If I want to access my list later, I will find it conveniently in the assignment file. I can add more search queries that may be of interest for this assignment by using hash tags.
Maybe there have been searches for similar candidates in the past. I will give it a try.
I go to edit assignment and I add “advertising” as a hashtag that may describe the kind of people I look for. I was successful. Apparently, there has been a search for candidates that can be described with the keyword “advertising” in the past. The search query appears in the list of search queries for this assignment. It is called Campaign Manager.
Obviously one of my colleagues was searching for a campaign manager and built up this list. I open the list to see which candidates are in there.
One lives in San Diego and one lives in Osaka. For this job, Osaka is too far away so I only check the details of the San Diego person.
Her name is Kathy Brooks. After looking at her file I decide that she fits my Marketing Managers lists well so I just add her to my list in case that my first choice is not accepted by the client. This was just one example of how OktoCareer can support you in your daily work.