Intake Meeting

New Hire Intake Meeting Guidelines

Purpose

A well-executed intake meeting aligns all stakeholders on role requirements, expectations, and hiring strategy. This initial meeting sets the foundation for a successful hiring process.

Key Participants

• Hiring Manager (essential)

• Recruiter (essential)

• Department Head (when appropriate)

• Team members who will work closely with the new hire (optional)

Timing and Preparation

• Schedule 60-90 minutes for a thorough discussion

• All participants should review the initial job description beforehand

• Hiring manager should prepare thoughts on team needs and role priorities

• Recruiter should prepare market insights and talent availability data

Meeting Structure

1. Role Clarification (20-25 minutes)

• Discuss business need driving this hire

• Define primary responsibilities and expected outcomes

• Identify where this role fits in the team structure

• Determine reporting relationships and key collaborators

2. Candidate Profile Development (20-25 minutes)

• Define required technical skills vs. trainable skills

• Discuss experience level needed (years, specific domains)

• Identify necessary soft skills and cultural attributes

• Prioritize "must-have" vs. "nice-to-have" qualifications

3. Process Planning (15-20 minutes)

• Establish timeline for filling the position

• Design interview stages and assessment methods

• Determine interview panel composition

• Set expectations for hiring manager involvement

4. Market Reality Check (10-15 minutes)

• Review compensation range and budget

• Discuss talent market conditions for this role

• Identify potential sourcing challenges

• Adjust expectations based on market reality

5. Action Items & Next Steps (5-10 minutes)

• Document decisions and responsibilities

• Set timeline for job posting and initial screenings

• Schedule follow-up check-in points

• Confirm assessment criteria for candidate evaluation

Best Practices

Avoid Template Thinking

• Resist the urge to simply copy requirements from previous similar roles

• Have an authentic discussion about current team needs and gaps

• Consider how this role might evolve over the next 1-2 years

Prioritize Requirements

• Be realistic about "must-have" skills to avoid unicorn hunting

• Rank requirements by importance to help focus screening efforts

• Consider which skills can be developed vs. which must be present at hire

Document Thoroughly

• Capture specific examples of what success looks like in this role

• Note any concerns or potential challenges for candidates

• Record specific interview questions that will help assess key requirements

Maintain Open Communication

• Create space for honest discussion about hiring challenges

• Address potential biases in requirements or process design

• Ensure alignment between hiring manager expectations and market reality

How Yogen Supports Your Intake Process

Yogen guides hiring teams through structured intake meetings by:

• Providing question prompts based on real recruiter data to streamline the discussion

• Identifying potential risks when requirements seem misaligned or unrealistic

• Offering real-time feedback

• Ensuring comprehensive alignment between stakeholders, recruiters and the hiring team

• Suggesting targeted assessment methods for critical requirements

Common Pitfalls to Avoid

• Rushing through the intake meeting to "save time"

• Setting unrealistic expectations about candidate availability

• Creating an overly lengthy list of "must-have" requirements

• Failing to prioritize which skills and qualities matter most

• Not discussing potential internal candidates

• Ignoring market compensation realities

• Skipping documentation of key decisions and rationales

Remember: The time invested in a thorough intake meeting pays dividends throughout the hiring process by improving candidate quality, reducing time-to-hire, and increasing hiring success rates.