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During a presentation to an audience of senior HR professionals at a recent seminar we hosted, we spoke about the findings of a joint publication between the CIPD and the REC, who are the governing body for the recruitment industry, on the subject of “The relationship between HR and recruitment agencies” 

There was a great deal of interest from the delegates on this topic, with the majority unaware that this report had been published or how they could obtain a copy for their business, which we can confirm is available to download from either of the above organisation’s websites, or on our own website under publications and press releases. 

Despite the wide choice of recruitment attraction methods available to employers today, there still remains a large demand for recruitment agencies to assist employers attract and recruit key personnel to their organisations. However, in order for the agency to successfully meet the requirements of their client this relationship must be strong. Historically the employer/agency relationship has been one based on best value and low cost, with both national contracts and local agreements made predominantly on this basis. Today, however, businesses are seeing a shift towards the desire for “partnership” relationships between employers and their suppliers on a far more consultative basis. 

Having worked in the recruitment industry for 19 and 15 years respectively I feel that we have the level of experience and credibility to highlight some of the key issues addressed in the publication, and to maybe add one or two of our own examples which may help when you come to review your current supplier relationships. 

How does HR select the right agencies?

• § Market reputation – talk to your network colleagues about who they are using locally, ask to see candidate or client testimonials from your chosen supplier, and how visible is your supplier in their particular specialist sector?
• § Market knowledge – choose consultants with industry specific experience and /or qualifications, and experience of working with other clients in your sector
• § Understanding your business goals – look for an agency who are willing to align their client offering with your culture and values. Provide them with a clear picture of where your business is heading within its market so the agency can select the candidate most likely to add value, maximize the cultural fit and promote employee retention. 

Maximising success – how can HR assist in the development of successful partnerships?

• § Establish and clearly share your strategic approach to resourcing with your agency
• § Provide clear and detailed briefs for job roles.
• § Elicit feedback from line managers or other key stakeholders which can then be passed onto your supplier throughout the process.
• § Demonstrate a willingness to be flexible in your approach to recruitment; allow your agency to make suggestions that may help shape your future strategy, and to offer alternative solutions when recruiting to potentially challenging positions (eg. flexible working, job sharing, possible part home based working, to ensure that you secure the candidate with the best skills and experience).
• § Let your agency in! So often clients are reluctant to allow their suppliers to visit on a regular basis, or to have direct contact with line managers. Both of these are vital in order for your suppliers to gain valuable insight into the culture of the organisation, and a greater understanding of the department for which they are recruiting, both of which will ensure that the candidate is not only able to perform successfully in the role, but that they also are the right “fit” for the team. Several of our clients hold “open days” once a year where they invite all of the agencies on their PSL to an evening of networking with a cross section of employees, followed by a presentation with an update on the organisation over the previous 12 months, an overview of their resourcing plan for the following year and a question and answer session. This is a fantastic opportunity for HR to deliver a clear and consistent message to all of their suppliers, and to showcase the positives of working for the organisation at the same time.
• § Managing CVs and expectation levels is also key to a successful partnership. Your agency should be keeping the candidate informed at every stage of the recruitment process, however this is driven by the timescale provided by HR. Work with line managers to agree realistic deadlines in terms of shortlisting CVs, arranging interviews, providing feedback and reaching offer stage. Keep your agency informed of any deviation to the original plan, and the reasons for this, and in turn they can update the candidates. Lack of communication at this stage is often where the HR/supplier relationship can break down, and it is vital to remember that your agency is there to protect the credibility of your organisation, but they can only do that when they are working from a point of knowledge and understanding. 

Monitoring performance and maintaining effective relationships

• § Identify and implement clear KPIs with your supplier – this applies to all relationships, whether a low volume local agreement or a large scale national contract. Set your expectation levels, discuss these with your supplier from the outset and listen to their views as they may have criteria they want to be measured against which is important to them.
• § Communicate regularly with your supplier, do not wait for a formal quarterly review to nip small issues in the bud. Where possible try to make this communication by telephone; email has revolutionised the workplace, however there is no substitute for a two way conversation where there can be no mistaking “hidden meanings” or the potential “tone” of the content!
• § Seek feedback from candidates supplied by your agency both during the interview process and after appointment to your organisation. We encourage ALL of our clients to do this as we firmly believe that there are too many recruitment businesses operating today whose focus is on their client relationship and the treatment of their candidates comes an extremely poor second.  

The guide to productive partnerships publication highlights the need for HR professionals and recruitment agencies to build and maintain strong partnership relationships, and outlines the characteristics required in aspiring to becoming advocates of each other’s businesses. With the growing importance of employer branding as a powerful recruitment tool, organisations want to feel confident that agencies have the ability to act as an extension of that brand. 

Forming closer liaisons will ultimately bring mutual business rewards. Those employers and agencies that successfully work together collaboratively are more likely to experience future strategic and tactical benefits in the form of increased efficiency, reduced bottom line cost, enhanced branding and the delivery of strategic goals. 

If you would like to discuss any aspect of recruitment or have any questions arising from this article please contact either Lisa Jarvis FREC on 01237 495353 or email info@permanentsolutionsdirect.co.uk