Intake meeting

An intake meeting is the foundational conversation between a recruiter (or talent acquisition specialist) and the hiring manager. It sets the direction for the hiring process by aligning expectations, defining the ideal candidate, and ensuring both parties are on the same page from the start.

How to get hiring managers to buy into an intake meeting

Many hiring managers view intake meetings as an unnecessary step or something that can be handled quickly over email. However, skipping or rushing this step can lead to miscommunication, wasted time, and ultimately hiring the wrong candidate. As a recruiter, it’s essential to make a strong business case for why the intake meeting matters. Here’s how:

• Show the cost of a bad hire: Remind the hiring manager that a mis-hire can cost the company time, money, and productivity. A well-structured intake meeting helps avoid costly mistakes.
• Emphasize efficiency: While it may seem like an extra step, a thorough intake meeting actually speeds up the hiring process by reducing back-and-forths and ensuring alignment from the start.
• Highlight competitive advantage: In a tight talent market, the companies that move efficiently and provide a great candidate experience win top talent. A clear intake process helps make your hiring efforts more competitive.
• Position it as a partnership: Frame the intake meeting as a chance for the hiring manager to influence the recruiting strategy, ensuring their needs are fully understood and met.
• Provide data & success stories: Share examples where a strong intake meeting led to a quicker, more successful hire versus a situation where skipping it caused delays or poor candidate matches.

Key elements to cover in an intake meeting

A productive intake meeting should cover these fundamental aspects:

• Role requirements: What skills, experience, and qualifications are necessary?
• Ideal candidate profile: Beyond technical skills, what soft skills are important?
• Hiring timeline: How quickly does the team need this role filled?
• Interview process: Who will be involved, and what steps will the candidates go through?
• Communication preferences: How often will the hiring manager and recruiter touch base?
• Lessons from past hires: What has worked (or not worked) in previous hiring efforts?

10 essential questions to ask in an intake meeting

To ensure your intake meeting is as effective as possible, here are some powerful questions to ask:

1. What are your hiring goals?
   • What business objectives does this role support? What problem is this hire solving?
2. Who is the ideal candidate?
   • What hard and soft skills are must-haves? What type of knowledge would be most beneficial?
3. What are the absolute non-negotiables?
   • Are there specific certifications, experiences, or skills that are mandatory?
4. What’s the scope and impact of this role?
   • How does this position contribute to the company’s broader mission?
5. How does this role interact with the team?
   • What’s the team dynamic, and how does this role collaborate cross-functionally?
6. What’s the ideal timeline?
   • What’s the expected timeframe for sourcing, interviews, and onboarding?
7. What aspects of the company should we highlight?
   • What unique elements, values, or benefits will attract the right candidates?
8. How will success in this role be measured?
   • What KPIs or milestones define success for this hire?
9. What does the interview process look like?
   • How many rounds, what assessments (if any), and who will be involved?
10. What lessons can we learn from past hires?

• Have previous hires in similar roles succeeded or struggled? What can we do differently this time?

Best practices for a productive intake meeting

To make the most out of your intake meeting, follow these best practices:

• Come prepared: Review past job descriptions, hiring data, and candidate feedback.
• Encourage open dialogue: Create a collaborative environment where both the recruiter and hiring manager share insights.
• Document everything: Keep detailed notes to refer back to throughout the hiring process.
• Set realistic expectations: Ensure that hiring timelines and candidate expectations are achievable.
• Follow up regularly: Keep the hiring manager in the loop with updates and progress reports.

Final thoughts

An intake meeting isn’t just another step in the hiring process - it’s the foundation of a successful recruitment strategy. By taking the time to align expectations, define goals, and strategize your hiring efforts, you’ll save time, improve efficiency, and, most importantly, find the right talent for your team.

So, before you jump into sourcing candidates, take a step back and ensure your intake meeting is rock solid.