Recruiting the right talent is crucial for maintaining the high standards of service and professionalism that Virtual Sherpa is known for. To ensure a seamless and efficient onboarding process for new hires, we have established a structured recruitment process that aligns with our core values and client expectations. This guide outlines the step-by-step procedures involved in the recruitment and onboarding of new team members, from the initial client engagement to the final onboarding stage.

Purpose

The purpose of this SOP is to establish a consistent and effective process for onboarding new hires at Virtual Sherpa. By following these guidelines, we aim to ensure that every recruitment effort is aligned with our commitment to excellence, client satisfaction, and the smooth integration of new team members into our organization.

Side note: A well-structured recruitment process not only attracts top talent but also sets the tone for their success within the organization.

Scope

This SOP applies to all stages of the new hire onboarding process, starting from the initial client engagement and requirements gathering, through candidate sourcing, interviewing, selection, and final onboarding. It involves collaboration between the CEO, Head of Customer Success, Chief of Staff, candidates, and clients to ensure clear communication, alignment of expectations, and comprehensive support for all parties involved.

Pro tip: Collaboration between different roles ensures that the recruitment process is smooth, efficient, and aligned with both client and company objectives.

Materials Needed

To successfully execute the recruitment process, the following materials are required:

●     Client discovery call script

●     Contract templates

●     Job posting template

●     Recruitment and talent sourcing platforms (e.g., Sagan Passport, LinkedIn)

●     Interview assessment template

●     Shared drive for candidate resumes and video interviews

●     Onboarding guide and offer letter templates

Side note: Having these materials ready and organized ensures that the recruitment process runs smoothly and efficiently from start to finish.

Procedure

Step 1: Client Discovery Call

●     Action: The CEO or Head of Customer Success conducts a discovery call with the potential client to understand their company, talent needs, and service requirements.

●     Objective: Gather detailed information to tailor recruitment efforts and align Virtual Sherpa’s services with client expectations.

Pro tip: The discovery call is crucial for setting the stage for a successful recruitment process by ensuring that client needs are fully understood from the outset.

Step 2: Contract Signing

●     Action: The CEO or Head of Customer Success sends the contract to the client and ensures it is signed and returned.

●     Verification: Confirm that the contract details and terms meet both parties' expectations before proceeding.

Step 3: Client Requirements Confirmation

●     Action: The Head of Customer Success conducts a follow-up call with the client to clarify and confirm all service requirements.

●     Purpose: Ensure a clear understanding of client expectations to inform recruitment and selection processes.

Step 4: Coordinate Client Requirements

●     Action: Coordinate with the Chief of Staff to align client requirements with internal recruitment and onboarding processes.

●     Collaboration: Ensure seamless communication and integration of client-specific needs into recruitment strategies.

Pro tip: Clear communication between the Head of Customer Success and Chief of Staff ensures that recruitment strategies are aligned with client needs.

Step 5: Job Posting Creation

●     Action: The Chief of Staff creates job postings including Virtual Sherpa information, role requirements, responsibilities, work arrangements, compensation, benefits, and instructions for submitting resumes and a 1-minute video introduction.

●     Content: Craft postings that attract suitable candidates while accurately representing Virtual Sherpa and the role.

Step 6: Candidate Sourcing

●     Action: Utilize talent pools, Sagan Passport, Facebook, LinkedIn, and other platforms to source potential candidates.

●     Selection: Identify candidates whose skills, experience, and cultural fit align with Virtual Sherpa’s needs and client requirements.

Side note: Diversifying candidate sourcing platforms increases the chances of finding the best fit for the role.

Step 7: Resume, Cover Letter, and Video Introduction Review

●     Action: Review candidate resumes, cover letters, and video introductions against established criteria and job requirements.

●     Evaluation: Shortlist candidates for further consideration based on qualifications and alignment with client expectations.

Step 8: Initial Interview Invitation

●     Action: Send selected candidates an email inviting them to schedule an initial interview using a provided interview schedule link.

●     Facilitation: Allow candidates to select interview times that best suit their availability and readiness.

Step 9: Document Storage

●     Action: Save all candidate resumes and video interviews in the designated shared drive.

●     Organization: Ensure easy access and confidentiality of candidate information for future reference and compliance.

Step 10: Interview Assessment Preparation

●     Action: Make a copy of the interview assessment spreadsheet template or form to evaluate candidate responses during interviews.

●     Preparation: Customize assessment criteria based on job requirements and client expectations.

Step 11: Candidate Interviews

●     Action: Conduct 30-minute interviews with each candidate, covering company introduction, job responsibilities, compensation details, work setup, and structured interview questions.

●     Assessment: Use the interview assessment template to objectively evaluate candidates’ skills, experience, and cultural fit.

Pro tip: Structured interviews ensure that all candidates are evaluated consistently and fairly.

Step 12: Interview Outcome Notification

●     Action: Email candidates who did not pass the interview to notify them of their status.

●     Communication: Provide constructive feedback and encourage future consideration for suitable opportunities within Virtual Sherpa.

Step 13: Coordination with Customer Success

●     Action: Coordinate with the Head of Customer Success to discuss interview progress, qualified candidates, and client feedback.

●     Alignment: Ensure candidate selection aligns with client expectations and enhances partnership satisfaction.

Step 14: Client Coordination

●     Action: The Head of Customer Success coordinates with the client regarding interview progress and determines the next steps in the selection process.

●     Partnership: Maintain open communication to address client inquiries, preferences, and decision-making timelines.

Side note: Regular client updates ensure transparency and build trust throughout the recruitment process.

Step 15: Candidate Notification

●     Action: The Chief of Staff will send selected candidates an email outlining next steps, which may include additional interviews with the client or provision of an onboarding guide and offer letter.

●     Clarity: Ensure candidates understand their status and expectations moving forward in the recruitment process.

Step 16: Onboarding Process

●     Action: Hired candidates proceed with Virtual Sherpa onboarding with the Chief of Staff and Client onboarding with the Head of Customer Success, following the processes outlined in the onboarding guide and offer letter.

●     Integration: Facilitate a smooth transition into roles, ensuring new hires are equipped with the necessary resources and support for success.

Pro tip: A comprehensive onboarding process helps new hires feel welcome and sets them up for success from day one.

Roles and Responsibilities

●     Candidates: Participate actively in the recruitment process, communicate availability, and engage in interviews.

●     CEO: Conduct client discovery calls, oversee client engagements, and ensure alignment with Virtual Sherpa’s strategic objectives.

●     Chief of Staff: Create job postings, manage candidate sourcing, coordinate interviews, and facilitate candidate selection.

●     Head of Customer Success: Conduct client discovery calls, manage client relationships, confirm service requirements, and coordinate client feedback throughout the recruitment process.

●     Client: Participate in interview processes, provide feedback on candidates, and collaborate with Virtual Sherpa for successful recruitment outcomes.

Side note: Clear roles and responsibilities ensure that every aspect of the recruitment process is handled efficiently and effectively.

Documentation and Records

●     Recruitment and talent sourcing platforms

●     Recruitment folder (containing resumes, interview notes, and correspondence)

●     Interview assessment template

Wrapping It Up: The Importance of a Structured Recruitment Process

A well-structured recruitment process is essential for attracting top talent, ensuring smooth onboarding, and maintaining high client satisfaction. By following the steps outlined in this guide, Virtual Sherpa can continue to build a team of skilled professionals who are aligned with our values and capable of delivering exceptional service to our clients.

Final note: Regularly reviewing and refining the recruitment process ensures that it remains effective and responsive to the evolving needs of both Virtual Sherpa and our clients.