Any walk-in drive calls for orchestration of several functions. Here's the flow of action we used to follow:
Intensive information sharing to promote the recruitment drive through, Newspapers Advertisements, Recruitment Consultants, Employee Referral Programs, Intranet, job portals, message boards at the Colleges and local popular radio station such Radio Mirchi. Consider local Cable TV, if you have the budget for it. Please phase the information for the right impact.
Identify teams for different tasks. Such as one team only to brief the candidates about the company and the job-profiles and collect the resumes to screen through them. If this is done right, most of the elimination might happen at this stage.
Second team to coordinate the aptitude test and the first few rounds for elimination.
Third team to coordinate with the Operation Managers and help candidates navigate
Fourth team give feedbacks to the ones who have been rejected , no matter whatever rounds they belong to. Baring the first round, all the other rounds had mandatory feedback-system.
Fifth team worked to issue the letters, collect documents and explain the offer to the candidates.
Once the day would be over, all the teams would submit individual reports. The data analytics team would then review and find out the cost per hire to validate the expenses.
An average of such walkins had 200-300 candidates. The maximum that I ever saw was 500, but then thats once in a blue.
If you are planning for outstation drives, please consider team members who knows how to deliver when nothing works. Take my words, even the absence of tiniest things such as no printer or no photo-copy machine can create un-necesarry hassles.
Plan point-to-point tasks meticulously. Make sure you put at least two team members for each tasks, so that if one fails , the other delivers.
Scale is manageable when you have a team who remains unaffected to every unforeseen event. There would be points of depression where the candidates might outburst due to day long hiring-process or the recruitment consultant might explain the requirement inaccurately. Mentally plan for such things.
Please arrange for good and spacious waiting areas, with food and water, for the candidate. Keep the team from infrastructure ready to direct the candidate. Put banners and pointers everywhere, so that the candidates can easily find their way out.
If your office is located at a distance from the main city, arrange for a bus to drop the candidates. Get the candidates who doesn't make it through the rounds out of your campus, to make space for more.
It would be an interesting lesson to learn. Wish you all the best!
17th July 2013 From India, Mumbai