Recruitment Practice Follow Up Maintenance

---
name: recruitment-practice-follow-up-maintenance
description: |
  Plan follow-up and maintenance so gains for employers and job candidates are checked and sustained.
  TRIGGERS - Use when a recruitment consultant needs a follow-up & maintenance schedule for employers and job candidates in recruitment agencies and client sites.
category: Recruitment Practice
license: MIT
version: 1.0
---
# Follow-Up & Maintenance Schedule — Recruitment Practice

Plan follow-up and maintenance so gains for employers and job candidates are checked and sustained. The deliverable is a follow-up schedule with intervals, checks and escalation triggers.
This skill is written for a recruitment consultant working with employers and job candidates in recruitment agencies and client sites.

## When to use
- You are a recruitment consultant preparing, delivering or reviewing this part of your work in recruitment agencies and client sites.
- You need a defensible, repeatable approach that produces a follow-up schedule with intervals, checks and escalation triggers.
- A colleague, auditor or client asks how this was done and what evidence supports it.

## Key Concepts
| Term | Meaning |
|------|---------|
| Shortlist | the candidates selected for a client to interview |
| Time to fill | days from job brief to accepted offer |
| Retention | how long placed candidates stay in role |

## Workflow
1. **Step 1** - Set follow-up intervals from the plan and from how time to fill is expected to move over time
2. **Step 2** - Define what is checked at each contact, using applicant tracking systems where measurement is needed, and record it in job briefs
3. **Step 3** - Give employers and job candidates clear guidance for the interval: what to do, what to watch for, when to make contact sooner
4. **Step 4** - Act early on warning signs — deterioration linked to discriminatory screening shortens the interval, never lengthens it
5. **Step 5** - Close the follow-up cycle formally when goals are met, with a summary and re-entry route if needs return

## Profession-Specific Components
| Component | Details for Recruitment Practice |
|-----------|-------------------------------|
| Core documentation | job briefs; candidate records; interview feedback; placement documents |
| Core tools & equipment | applicant tracking systems; job boards; assessment tools; CRM systems |
| People involved | employers and job candidates; the recruitment consultant; colleagues and other services in recruitment agencies and client sites |
| Primary record | job briefs — keep it current, dated and attributable |

## Output Format
**Context:** [Situation in recruitment agencies and client sites] | **Objective:** [What this must achieve] | **Audience:** [employers and job candidates and other stakeholders]

The finished output is a follow-up schedule with intervals, checks and escalation triggers, structured as:
1. Summary of position and evidence
2. Detail, following the workflow above
3. Decisions, actions, owners and dates
4. Review point and escalation route

### Action Plan
1. **Immediate:** Confirm scope, consent and the evidence available in job briefs.
2. **Short-term:** Complete the workflow steps and record outcomes against time to fill.
3. **Medium-term:** Review results, close actions, and update local procedures in recruitment agencies and client sites.

## Success Metrics
| Metric | Target | Method |
|--------|--------|--------|
| time to fill | Agree a local target and track the trend | Measured from job briefs and reviewed on a set cycle |
| placement retention | Agree a local target and track the trend | Measured from job briefs and reviewed on a set cycle |
| candidate satisfaction | Agree a local target and track the trend | Measured from job briefs and reviewed on a set cycle |
| client repeat business | Agree a local target and track the trend | Measured from job briefs and reviewed on a set cycle |

## Guardrails & Quality Checks
- Never let this happen: discriminatory screening.
- Never let this happen: candidate data breaches.
- Never let this happen: mis-sold roles.
- Work only within the competence and authority of a recruitment consultant; escalate or refer anything beyond it.
- Record facts and observations, not speculation, and keep records confidential to recruitment agencies and client sites's rules.
- Verify names, dates, figures and measurements twice before anything is issued or signed off.
- Use only real, verified information from the case in hand — never invent results, credentials or evidence.

## Example (illustrative)
A recruitment consultant in recruitment agencies and client sites applies this workflow for employers and job candidates: they open
job briefs, work through the five steps using applicant tracking systems, and close by recording
the outcome against time to fill and agreeing the next review date. (Illustrative example only —
replace with the real details of the case in hand.)