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.
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