Aligning Agendas: Mastering Recruiting Intake Calls with Government Customers

There is an old saying in real estate; “you make your money when you buy, not when you sell.” A similar sentiment can be found in the GovCon world; “you fill positions on the client intake call, not on the candidate outreach.” A good intake call gives your recruiting team and partners the correct information on the first go around, allowing them to hit the phones and keyboards and to bring you back qualified candidates. A poor intake call or poor position information will leave your recruiting teams and partners sourcing candidates that will not be approved by your customer, leading to wasted time and missed revenues.

The foundation of a successful hiring process lies in the initial intake meeting, where hiring managers, program managers, and government customers come together to define the requirements of the new position. This article delves into the critical importance of conducting comprehensive intake meetings, outlining how a meticulous approach to gathering information can significantly expedite the hiring process, positively impact the bottom line of GovCons, and assist government customers in achieving their objectives in a timely manner.

The Power of a Detailed Search Assignment: A detailed search assignment serves as the blueprint for the recruitment process. By investing time upfront to thoroughly understand the nuances of the open position, recruiters are equipped to identify and attract the right candidates more quickly. This precision in the recruitment process not only shortens the time-to-hire, but ensures a higher quality of hire.

Key Components of an Effective Intake Meeting:

1. Understanding the Mission and Objectives: Start by gaining a deep understanding of the mission and objectives of the customer. What are they aiming to achieve, and how does this open position contribute to that goal? This knowledge ensures alignment between the recruitment process and the customer’s strategic priorities.

2. Defining Precise Skillsets: Identify the specific skills and competencies required for the position. What does the candidate need to bring to the table from day one? Ensure clarity on both the technical and soft skills required to excel in the role.

   • For technical positions, get specific versions of the type of technologies needed, and years of experience.

   • Find out what skills are “nice-to-haves” and which are “must-haves.”

   • Can certain experience be substituted for other? i.e., degrees subbed out for years of experience.

3. Security Clearance Levels: Understand the required clearance level for the position, and learn the lowest clearance level the customer is willing to accept for an applicant to start, as this can broaden the candidate pool while still meeting security requirements.

   • For example, if a position requires a TS/SCI CI Poly, but they will accept candidates with a TS/SCI, get clarification on if they can start prior to receiving their Poly. This can make a difference of months when obtaining a start date and billing for a position.

   • If working on an SAP program, learn about any specific disqualifiers – i.e. relationships with foreign entities, criminal history, etc.

4. Team Dynamics and Reporting Structure: Dig into the team dynamics and reporting structure of the department. Who will the new hire be working with, and to whom will they report? Understanding these relationships helps in finding a candidate who will seamlessly integrate into the existing team. Learning this landscape also helps in identifying future strategic hiring opportunities for that customer.

5. Work Environment and Logistics: Clarify the work environment and logistical details of the position. Is the role in-office, remote, or a hybrid? What are the parking facilities like (paid or free?), and what are the standard work hours? Are there any flexibilities in the schedule that could be attractive to potential candidates?

6. Setting Clear Expectations: Ensure that all parties involved have a clear understanding of the expectations and requirements of the role. This transparency helps in setting realistic timelines and ensures that all stakeholders are on the same page.

7. Gathering Comprehensive Position Details: Utilize the intake meeting to gather comprehensive details about the position, including the duties, responsibilities, and expected accomplishments of the candidate in their first 30, 90, and 365 days. This level of detail provides a clear picture of what success looks like in the role.

8. Learning from Past Hires: Inquire about the background and traits of previously successful candidates, as well as understanding the reasons behind any past hiring failures. This historical perspective can provide valuable insights for the current search.

9. Attracting the Right Candidates: Use the information gathered to craft a compelling value proposition for potential candidates. What does your company/customer offer that sets you apart? How does the role contribute to the larger mission? How will this position help someone advance their career? Articulating these points clearly can significantly enhance the attractiveness of the position.

10. Streamlining the Interview Process: Gain clarity on the interview process, including the names and roles of the interviewers, any tests involved, potential scheduling conflicts, and preferred format. A streamlined interview process contributes to a positive candidate experience and faster hiring decisions.

Conclusion: The intake meeting is a critical component of the recruitment process, especially in GovCon. By taking a detailed and thorough approach to gathering information, GovCons can expedite the hiring process, contribute positively to their bottom line, and assist government customers in achieving their objectives more quickly. The key lies in being meticulous, asking the right questions, and ensuring alignment between the recruitment process and the strategic priorities of the government customer.

To discuss how leveraging quality position intake calls can impact your business, or any other recruitment challenges you are facing, send us an email or set up a call.

📚 Continuing Education

Need to know the most up to date information on security clearance processing times for your recruiting and BD efforts? Check out this .gov

STEM Solutions is proud to present this issue of the SF-86. STEM Solutions specializes in the recruitment of cleared professionals. The federal talent market is as competitive as it gets, and we’ll help you win by getting the best talent, faster. Schedule a time to speak with us today. **