Abhishek

Problem Statement – Scheduling the process for HR Consultant Given that there are 100 candidate requests for 6 partner companies, we can divide the workload between Ram and Shyam (Dummy Name) as follows: Company 1,2 and 3 should be allocated to Ram and company 4,5 & 6 to shyam. Whenever a new candidate shows interest, we allocate the candidate based on their company preference and assign them to either Ram or Shyam, depending on who has been assigned to handle that particular company. Ram's Responsibilities includes (Same for Shyam for Partner Companies 4 ,5 and 6 ): Initial Communication: ● Send introductory emails or Phone call / Whatsapp to candidates showed interest to Partner Companies 1,2 and 3. ● Provide necessary information and instructions about the interview process and the requirement to schedule via Calendly to assigned candidates. ● Clearly state the deadline for scheduling and emphasize the importance of timely response. Follow-Up Process: ● Review responses from the candidates after a designated time period (e.g., 24 hours). For candidates who have not scheduled the interview via Calendly: ● Send reminder emails to candidates who haven't opened the initial email. ● Make phone calls to candidates who have opened the email but not responded. ● Attempt to reach out via WhatsApp if email and phone calls are unresponsive or vice a versa Shared Responsibilities: Documentation: ● Maintain a spreadsheet or tracking system to record the status of each candidate's scheduling process. ● Document challenges faced, unresponsiveness, or any other issues encountered. ● Record relevant information, including timestamps and communication details. To make the scheduling system robust and prevent interview no-shows, we can incorporate the following steps: Confirmation emails and reminders: ● Send automated confirmation emails to both the candidates and interviewers after the interview is scheduled. ● Include the date, time, and instructions for joining the interview call. ● Send reminders a day before and a few hours before the interview to ensure both parties are aware and prepared. Pre-interview follow-up: ● Assign Ram and Shyam specific tasks to follow up with the candidates and interviewers before the scheduled interview. ● Ram can be responsible for contacting candidates, while Shyam can contact interviewers. ● They can send a reminder email or make a phone call to both parties to ensure their availability and readiness for the interview. ● If any conflicts or issues arise, they can reschedule or address them promptly. Confirmation from both parties: ● Prior to the interview, Ram and Shyam should receive confirmation from both the candidate and the interviewer. ● They can send a confirmation email asking both parties to respond, confirming their presence for the interview. ● In case of non-response, they should follow up through other channels like phone calls or WhatsApp to obtain confirmation. Escalation process: ● In the event that either the candidate or the interviewer doesn't respond or confirm their presence, Ram and Shyam should escalate the matter to a higher authority or the respective HR personnel. ● They should inform the concerned parties about the potential no-show and discuss alternative options or rescheduling. Monitoring and analysis: ● Ram and Shyam should maintain a tracking system to monitor the attendance and identify any patterns of no-shows. ● They can analyze the data regularly and collaborate with the HR team to devise strategies for reducing the occurrence of no-shows. ● This can include implementing stricter policies, improving communication, or introducing incentives for attendance. By implementing these measures, The target of less than 5% no-shows can be achieved through continuous monitoring, analysis, and proactive measures to address any potential issues. Examples for better understanding of Ram and Shyam JD and responsibilities: Candidate A doesn't open the initial email: ● ● ● Ram or Shyam sends a reminder email to Candidate A. If there is no response, Ram or Shyam tries to contact Candidate A through phone or WhatsApp. They will keep track of each and every communication Candidate B responds to the email but forgets to schedule via Calendly: ● ● Ram or Shyam sends a gentle reminder with instructions on how to schedule via Calendly. Follow-up communication is conducted to ensure the candidate completes the scheduling process. Candidate C doesn't use email and prefers WhatsApp communication: ● Ram or Shyam contacts Candidate C through WhatsApp, providing the necessary information and scheduling instructions. Candidate D is unresponsive to email and phone calls: ● Ram or Shyam explores alternative communication channels, such as contacting the candidate's alternate contact or reaching out to them through social media.