Too many tools and information all over the place

The problem

The team used too many tools and did the same work twice. Information was not kept in one place, so answers to clients and candidates depended on whoever remembered. Too much time went on calls, and nobody could say in one sentence what the company offered.

What we did

Diagnosis

In the first month we ran questionnaires, sat in on the team’s real meetings, and held workshops. It ended with a report on what was holding the work back.

Tidy up

The work moved into the management tool the company already paid for. We set up filters to keep track of the 48 hours after a candidate is sent to the client, activities linked to email, tags to flag things to colleagues and a record for each client. There is also a single knowledge base with good practice, FAQs by client and by technology, the ideal client profile and templates.

The moments where things used to slip now have written rules: which roles come first, preparing the candidate 15 to 20 minutes before the interview, a checklist before holidays and a report every two weeks.

Build

We added automatic alerts in the team channel and an operations dashboard built on the data the team already records. Sales prospecting moved into a tool with automatic sequences and scheduled reminders, instead of contacting people one at a time.

Train

There are one-to-one sessions every week, workshops on the team’s own cases and coaching for the management team.

The result

• Revenue grew more than 30% in a single year, as measured by the company itself.
• Twice as many new roles now have 3 profiles sent to the client within the first 3 working days.
• For half of new roles, the first profile reaches the client within 1 working day. It used to be 3.

These are results for the whole company and they have more than one cause. Our part was getting the work into one place, with written rules for the moments where it used to slip.