Lean, Just-in-Time Recruiting!

Archive for the ‘Henry Ford Health System’ Category

Answers to Questions Regarding Lean Recruiting!

Tuesday, November 29th, 2011

Learn what Henry Ford Health System did to improve recruiting performance.

Two weeks ago, Barb Matti, Director of Employment for Henry Ford Health System, facilitated a webinar regarding their recruitment organization’s “Lean, Transformation Journey”.

It was our most well attended webinar of the season with over 450 attendees! Because of time, we could not answer all the questions from interested participants.

Barb was gracious to answer the questions outlined below.

If you want to view the webinar – click here

I hope you’re having a Perfect Day!


It sounds like it was a mix of strategies to achieve your successes (new ATS, jobs2web and LEAN initiative)…but would you say was the biggest single contributor to the success thus far?

It really was a package deal. Doing the LEAN hiring process improvements without the new ATS and advanced Sourcing technology would not have worked. I would recommend you start with the LEAN review which helps identify the problem areas and things like technology will quickly service as contributors to success as well!


Was there a consultant who you worked with during this initiative?

We did look at metrics and staffing resource planning development with David Szary from LEAN Human Capital when we implemented the organizational model. The ATS and new hiring process implementations were all done in-house. David also helped with providing information on what other companies may/may not be doing as we were benchmarking along the way.


What do your Sourcing Specialists do if their job family is light on requisitions?

They assist the Talent Selection Specialist with screening and phone interviewing. They will also help with other job families and continue efforts on building networks for their own assigned areas. They help support the interview blitz days in partnership with the TSS and Hiring Managers.


I know you routed fewer candidates to the hiring manager. But did recruiting end up screening fewer candidates as well? If so, how did you do that?

Yes. Talent Selection became more intentional on what and where they were posting. Having a focused posting strategy defined by an intake with the hiring manager is critical. We also built more robust screening questions in the ATS to help identify and screen out anyone who we do not think is best qualified – meeting both requirements and preferences as defined by the conversation during the intake.


Do you have service level agreements around the availability of hiring managers for interviews?

We have an SLA with hiring managers – however, shared accountability is a challenge that will never go away and the culture has not adapted to this practice consistently. Regular communication is the key and that starts with a clear well defined intake session so expectations are set from the beginning.


Is the On-Boarding Agent the main (only) contact for the candidate? How does the process work from the candidate’s standpoint?

The On-Boarding Agent is the only contact from the point of offer to start. Once the offer is accepted, the On-Boarding Agent contacts the candidate and they are given clear direction on what will be taking place and what is needed from them as it relates to pre-employment screening, background checks, benefits information, orientation enrollment, etc. The candidate meets with the On-Boarding Agent before they start to take care of things like the I9.


Did the Recruiters find the job more interesting when you removed some tasks (onboarding, sourcing, etc.)?

Yes, specifically this freed the Talent Selection team up to be more of a strategic partner to their managers and provide a higher touch candidate experience.


How is the Sourcer’s performance evaluated? What metrics do you track for them?

This has been a work in progress. We use source tracking, the number of resumes routed to Talent Selection, quality of candidate survey feedback, and social networking utilization. We are currently working with our ATS vendor to try and define a sourcing scorecard to follow candidates they have sourced through the workflow and link them to interviews/hires.


How does your requisition approval process work? Do you have any challenges with it?

Requisition approval is done through the ATS. This was one of the biggest challenges before we implemented the new system. We have multiple BUs with different approval committees. However, we were able to identify a process and it is automated. The automation helped to minimize the number of days jobs were sitting with managers because the approval flow is all real-time and can be viewed by the submitting manager and Talent Selection so we can see what is pending approval.


How do you separate sourcing req’s from EEO tracking obligations?

Applicants who apply to the Sourcing reqs are also subject to the EEO tracking requirements. We have a process in which the applicants from the sourcing reqs are eventually linked to an active req.


Do you survey hiring managers regarding quality of hire after 45 days (IE – 6 months, 1 year)?

We do not currently but plan to add a 6 month time frame next year.


In your model, who schedules the candidate interview with the hiring manager? Who makes the offers?

The managers schedule their interviews and in most cases TS makes the offer.


How do you function with such a small # of Sourcers considering all the different talent pipelines that need to be developed in healthcare?

We tweaked the model over the last two years and don’t feel this is small. We have the right mix to support the different needs of our organization. You have to define what Sourcing is and which job families really need sourcing and that becomes the focus of the job. Sourcers are not assigned to all jobs.


At what point do the Sourcers hand the candidate off to the Talent Specialist? Do the Sourcers make offers?

Sourcing will do the initial outreach to pre-screen and will do phone interviews. Once a candidate is pre-qualified, they are routed to the TS through the ATS. Sourcers are not involved in the offer process.

Topics You Are Passionate About!

Thursday, November 3rd, 2011

If you were unable to attend yesterday’s webinar facilitated by Barb Matti, Director of Talent Selection at Henry Ford Health System, you missed a great one! 

She presented her recruitment department’s ‘un-sanitized’ case study regarding their Lean, just-in-time transformation Journey over the last 2 years (view online). 

We were not surprised that it was our most well attended webinar of the year since we know that the recruiting community wants to  hear case studies from/about their peers in the industry. 

As we start to plan our webinar content for next year, we would love to get your input.  

If you could participate in this brief survey, it will help us to develop relevant content with thought leaders in our industry.

Seeking Presenters to Share Thier Story!

Wednesday, October 19th, 2011

As I reflect on the unofficial close to ‘Conference Season’ for the holidays, I am further convinced that what makes a conference great (to me) are the dynamic presenters that:

  • Are motivational
  • Are funny
  • Have real life experiences/case studies to share
  • All of the above!

From my conversations with other professionals at these events, I seem to be part of the majority that think this way.  There’s nothing worse than listening to a person pontificating on the abstract theory of a topic telling you ‘what’ you should be doing.

I would rather hear the un-sanitized ‘real life’ case study related to something we all struggle with or want to learn about. I want the ‘how to’ strategies. I want to hear about the challenges and the success story regarding the journey!

We try to provide this type of experience when presenting at conferences or via our webinars.  So, I’d like to shamelessly plug our next webinar!

Henry Ford Health System’s Journey to Migrate to a Lean, JIT Recruitment Organization!
Presented by Barb Matti, Director of Talent Acquisition at Henry Ford Health System
November 2, 2011 from 1:00-2:00 PM EDT
Register Now

In addition, I want to encourage all of you folks that are motivational, funny or . . . have real life experiences/case studies to share . . . TO SHARE YOUR STORY WITH US!

The National Association for Health Care Recruitment (NAHCR) is currently seeking presenters (Call for Presenters) for their Annual IMAGE Conference which will take place in Indianapolis next July!  They’re seeking presentations that involve “real life” programs and case studies including topics such as: Allied Health/Nurse Recruitment, Behavioral Interviewing, HR Role in Investigations, Health Care Best Practices, Health Care Recruitment in Non Acute Care Settings, Recognition Programs, etc.

If you have not attended IMAGE before, I can assure you that it is a great conference!

ALSO…..If you have  a case study to share, we would love to discuss spotlighting you on one of our webinars! Just email us.

The benefits of being an industry presenter include:

  • Being recognized as a credible spokesperson within our industry
  • Public recognition for your peers/team
  • Forcing you to document your case study for internal customers to learn about
  • Getting a chance to network with other industry thought leaders :)

I hope you take the opportunity to share your story!

PS – Take a look at the poll results from last weeks blog show below.


Are you a 'fan' of video interviewing?


Are you considering utilizing video interviewing in the next year?


Are You Currently Utilizing Video Interviewing in Your Hiring Process?