> For the complete documentation index, see [llms.txt](https://yogen.gitbook.io/yogen-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://yogen.gitbook.io/yogen-docs/using-yogen-wip/intake-meeting.md).

# 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.