As a recruiter, you have so many balls to juggle every day. It can be easy to get overwhelmed by the number of tasks on your desk and not know what to prioritise.

With this in mind, we've put together a daily checklist for you to use with your Firefish system that will help you get full control of your desk and swim to success every day!

We've broken the checklists down into sections.

Starting your day

Each morning you arrive at your desk, the Firefish Dashboard to-do list gives you a clear overview of everything that needs your attention today.

Your to-do list tells you everything you’ve got going on for the week and ensures you don’t miss any advert responses, contract extensions, meetings, and calls - all of these will appear under the relevant heading of your to-do list.

screenshot of to-do list on dashboard

Adverts

  • Renewals – Repost any adverts before they drop off your website. If you're a Professional or Enterprise user, reposts will also trigger job alerts, helping you to keep candidate engagement high. Read this article for more on how to repost job adverts.

  • Applications – Review any new applications that have come in over night. This article walks you through how to manage your applications.

Jobs

  • New starts – Check in with your new start candidates to make sure they have shown up on start date. Don’t forget to set a follow-up action to check in again at the end of week one.

  • Contracts/Temps ending – Check any contract candidates who are due to expire and extend as appropriate (or send a 'thank you for temping through us' email if they’re not being extended). This article explains how to manage your extensions.

  • CVs sent – Follow up on any CVs you have sent to your clients.

  • Interviews – Send 'Good luck' messages to any candidates who are interviewing that day and follow up with clients following the interviews. Record your notes to close the loop.

Candidates/Contacts & Companies

  • Review all call, email or note follow-ups. Make any necessary calls and ensure you record any notes and trigger follow-ups so they appear in your to-do list later.

  • Review any suggested candidates from your colleagues. See here for more info on how to suggest a candidate to a colleague in Firefish.

  • Manage new registrations - make sure they are opted in to marketing, job alerts and have candidate portal access.

For more guidance on managing your to-do lists, read this guide.


Throughout the day

There are some tasks that aren't specific to a task or time of day, but that you should still always have on your mind to check regularly.

Here's what they are:

  • Email logging - Ensure you’re using the Outlook add-in when sending emails and have enabled email logging (availble to Microsoft365 user only) to make logging communication with candidates and clients clear and simple.

  • Check advert applications - Revisit your dashboard regularly to review the latest advert applications.

  • Record your notes - Revisit the dashboard after meetings to record your notes from the logged meeting action.

  • Review talent pools for any new candidates you might want to action.

For more inspiration on how to be more efficient and productive with your day, download our productivity eBook:


Preparing for client meetings

Prepping well for your client meetings is essential to building strong relationships with them, securing their business, and presenting the right information to your clients.

Here's a run-through of the actions you should take in Firefish to prep for every client meeting:

  • Review recent activity on the client's contact record to remind yourself of any important notes or information from previous calls or meeting. Read this article using contact records for more information on how to do this.

  • Review hiring preferences and potential matches – Are there any standout candidates that match the client's hiring preferences? Don't forget to add your recruiter summary to the top five candidates you want to discuss.

  • Check out the company record to find out what has been going on in the company. This will also tell you if any of your colleagues are dealing with other contacts in the business. Be sure to look for important information such as credit status and review dates too.

Top tip: Use the header notes of the contact record to store your relationship-building info for easy access on your call.

contact header note

Don't forget to log your notes and set any follow-up dates after your call!

The metrics in this blog will help you ensure you're focusing your time on the right clients:


Preparing for candidate meetings

Prepare well for your candidate meetings to ensure you know exactly who you're talking to and why you want to speak with them.

Prepping in advance also ensures you ask the right questions in order to gather the right information that will help you place the candidate.

We recommend taking these 4 steps in Firefish before each candidate call:

  1. Review the candidate's profile and CV

  2. Review their work preferences and potential matches: Are there any stand-out clients you should be discussing with the candidate? Please note that Potential matches will only work if you’re adding hiring preferences to your contacts.

  3. Check if the candidate is subscribed to job alerts/marketing and do they have a candidate portal? Sell the benefits of the portal on your call if not and try to get them signed up.

  4. Review applications and any previous notes. This article shows you how to navigate a candidate record.

Don't forget to log your notes and set any follow-up dates after your call!

We have a whole section dedicated to candidate management in our blog:


Preparing for internal meetings

Before 1-2-1s or team meetings, use Firefish to pull the key metrics you need to ensure you're on the same page as your boss or team.

Here are some areas in Firefish that you will find important recruitment data for your internal meetings:

Dashboard

  • Live adverts – How are your adverts performing? Are there any adverts you need to ask marketing to push out to get more reach with candidates?

  • Open Jobs – Have you and your team been prioritising workload effectively?

  • Sales Projections & Sales Plan– Do your projections meet your targets?

  • KPIs – How is your weekly activity looking? Are there any areas that need attention?

Standard Reports

  • If you’re prepping for a monthly 1-2-1, you might want to export longer-term KPIs or action summaries.

  • Job reports allow you to report on things like time-to-fill, sales figures, and number of candidates at each stage of your jobs - which helps you identify your ratios.

You can find all the info you need on how to run standard reports here.

Reports Dashboard

Not sure what metrics you should be tracking in your reports? We have an eBook that covers the recruitment metrics you should care about:

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