How does a hiring team fill 30 positions in just five weeks?
During the Digital Services Web Forum held on Oct. 21, State Deputy Chief Technology Officer Phoebe Peronto answered that question.
To begin the forum, Peronto broke down best practices in hiring using a case study from the Office of Enterprise Technology (OET).
The hiring team at OET was tasked with filling 30-plus roles and reducing a vacancy rate from 33 percent to just five percent over the course of just five weeks.
To accomplish their goal, OET needed to establish a 50-person pipeline, post the 30 open roles, and put out final offers by the Oct. 21 deadline.
All of this required a three-phase plan of action: launching a hiring team to scope out the open roles, launch a pipeline of candidates using a dashboard for real-time tracking, and, finally, track the official hires as they happened.
Real-time tracking, as Peronto noted, gave the team confidence that they were moving in the right direction.
“For us, it was a profound change from what you know HR was used to,” Peronto said. “It was nice to be able to have our own control over what that real time tracking look like and to know and have confidence that it was up to date, because we had federated that responsibility to our managers to be responsible for their own units and where they were in the hiring process.”
During the hiring process, the team discovered a number of efficiencies that made their jobs easier, including:
- Conducting batched interviewing for the same role.
- Splitting the candidate pipeline into functional categories.
- Paralleling process parts of the hiring funnel that are within your control.
The hiring team hadn’t hit all of their marks, but results aside, a number of takeaways became readily apparent throughout the process.
Peronto noted some of the team’s takeaways from the case study, including identifying efficiencies, asking for referrals when creating a candidate pool, sharing goals with internal stakeholders, and checking in frequently with progress reports that identify obstacles and updates.