Internal hiring

Internal Hiring Timelines: A 3-Week Plan

Internal Hiring Timelines: A 3-Week Plan

This timeline outlines a streamlined, 3-week process for internal hires, designed to be quick and efficient while giving every internal candidate a fair opportunity.

Week 1: Internal Advertising & Application Review

Activities:

  • The role is advertised exclusively to internal employees. Min 1 week.

  • The recruitment team conducts an initial review of all applications.

Goal: Compile a qualified shortlist of internal candidates and present them to the hiring manager.

Week 2: Interviews & Feedback

Activities:

  • The hiring manager conducts a maximum of two interview stages with the shortlisted candidates.

  • Post-interview debriefs are held to provide timely feedback and make a hiring decision.

Goal: Identify the top candidate and gain a consensus decision to proceed.

Week 3: Offer & Onboarding Prep

Activities:

  • A verbal and/or formal offer is extended to the selected internal candidate.

  • The recruitment team and hiring manager begin the process of preparing for the internal transfer and onboarding.

Goal: Secure the candidate's acceptance and conclude the recruitment process within the 3-week target.

External hiring (in parallel with internal).

External Hiring Timelines: A 5-Week Plan

25 Working Days Target

This timeline outlines a structured, phased approach to complete the hiring process within our 25-working-day target, breaking down each key stage and its associated duration.

Phase 1: Role Posting & Candidate Shortlist

Duration: Working Days 1 - 10 (End of Week 2)

Activities:

  • Finalize and post the job description.

  • Actively source and screen candidates.

  • Review incoming applications.

Goal: Deliver a qualified candidate shortlist to the hiring manager.

Phase 2: Recruiter Screening

Duration: Working Days 11 - 15 (Week 3)

Activities:

  • The recruitment team conducts in-depth screening calls with candidates from the shortlist.

Goal: Refine the candidate pool and identify top-tier candidates for the next round of interviews.

Phase 3: Hiring Manager Interviews & Decision

Duration: Working Days 16 - 25 (Weeks 4 & 5)

Activities:

  • Hiring manager conducts interviews with screened candidates.

  • Internal debriefs and candidate feedback sessions are held.

  • Final decision is made on the selected candidate.

Goal: Select the top candidate and move to the final offer stage.

Phase 4: Offer

Duration: By the end of Week 5.

Activities:

  • A verbal and/or formal offer is extended to the selected candidate.

Goal: Secure the candidate's acceptance and conclude the process.

Hiring Manager & Recruiter SLAs

Hiring Manager & Recruiter SLAs

Establishing clear SLAs between hiring managers and recruiters is essential for a successful and efficient hiring process. These agreements ensure both parties are aligned on expectations and timelines, which prevents sourcing delays, candidate drop-off, and a poor candidate experience. Adhering to these SLAs streamlines the entire process, from initial screening to interview scheduling and final decisions, ultimately reducing the time to hire and securing top talent before they accept competing offers.

Stage

Hiring Manager commitment

Hiring Manager SLA

Recruitment team SLA

Role Kick off call.

Ensure they have completed their actions outlined in the KO email ready for the call.

Ensure they can commit to 30-45 min KO call within 5 working days of receiving the KO email from the recruitment team.

Recruiter will initiate recruitment process and schedule KO call within 48 hours of role being created on Pinpoint.

CV Review

Review CVs quickly and provide clear shortlist feedback (Proceed/keep warm/reject)

48h from notification CVs are ready for review.

Shortlist of qualified CVs for Hiring Manager review within 10 working days of role going live.

5 working days for internal roles

Interview Scheduling

Block calendar, ensure panel availability, avoid delays.

Keep calendar updated in Pinpoint. Notify of any changes.

Schedule once availability is shared

Interview process

Define interview stages, panel members, core competencies to assess.

Confirm process during/within 72h post kick-off call.

Prompt Hiring Manager during kick-off call

Interview Feedback

Submit actionable feedback within timeframe (Proceed/Keep Warm/Reject) after every stage. When rejecting candidates provide constructive feedback for the recruiter to share.

48h post interview

Organise next stage interviews within 24h of receiving feedback.

Offer & Approvals

Move fast with approvals and decisions once candidate is selected.

Decide on who to offer within 48h of the last final interview.

Draft offer and send for approval within 24h

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