Recruitment Reporting in Retail: What Essential Reports Should I Share with Management?

I am working in a retail apparel company, handling pan-India recruitment. Can anybody tell me what kind of reports I should maintain for management?

As you handle PAN India recruitment, I suggest that you maintain the following:

Database Essentials

Apart from the normal recruitment reports, first and foremost, have a clear database of your company. This includes, but is not limited to:

- Your organization structure & hierarchy
- List of functions & departments/teams
- List of all the positions in your company
- Vision/mission of the company
- Your company's strategies and goals for the short term and long term
- Database of resumes for key positions that you receive from any source
- Job descriptions for all roles
- Check whether each position has clear competence mapped to it

All of the above should serve as a base for you. As a recruiter, you play a vital role in bringing the right talents at the right time. Hence, please focus a lot on the aforementioned points.

Management Expectations

In general, management will look for the following:

- Approved open positions that need to be filled within the current year
- Positions pending for approval
- Number of positions filled (month-wise)
- Vacancies
- All of the above categorized by location/region
- Gender ratio

Interview Schedules

- Number of sourced profiles
- Profiles in the pipeline for interview
- Interviews attended
- Offers released
- Date of joining of candidates
- Rejected offers
- No-shows

Tracking Metrics

Track the source, time, and cost:

- Source: Employee referral, consultancies, and other sources
- Cost per hire
- Time taken to fill the vacancies

Based on the above, build an Excel report to track various aspects of recruitment.

Let me know if you need any further clarification.

Regards, Thiyagu

Can you provide the format for the hiring report?

Thank you!

Recruitment Report Essentials

On a broader view, the recruitment report should cover at least the following three main areas:

1) Requisition details
2) Time to Fill
3) Cost of Recruitment

The above three areas can be further detailed to provide more information:

Requisition Details

This may contain the following:

- Date of the request received about the open position
- Name of the requester (Approval, if any)
- Reason for the requisition (replacement, new position, non-budgeted headcount)
- Job Position (name of the position)
- Job Level (Senior, etc.)
- Critical Position (yes or no)
- Hiring Manager name & position

Time to Fill

- Approved date (Approvals obtained for the position)
- Sourcing date
- Interview Schedule date
- Feedback obtained date
- Offer Made date
- Date of joining

(This may appear to be too much information, but believe me, this will help you understand where the time is consumed most.)

Cost to Fill

- Source of the candidate (Referral, Consultancies, Walk-ins)
- Professional fees, if any
- Travel expenses (reimbursements, if you provide to candidates to attend the interview, mostly for outstation candidates)
- Any other expenses

Please use this as a source and make separate columns in Excel. If you still need any clarification, please attach the document you have prepared and then ask for clarification. For sure, you will receive some input. Besides, search on Google for recruiting report templates; you will get a few ideas. We HR professionals should attempt to do things on our own and ask for additional clarification.

Regards,
Thiyagu

Standard Returns for Management

There are standard returns to be given to management regarding your function. Just logically think about it. Your job is recruitment. You give ads, help select people, scrutinize resumes, and select candidates. From this itself, some returns become obvious.

Key Metrics to Report

For every post, how many resumes were received? For every interview, how many candidates attended? How many were selected, and how many joined after selection? What is the cost of recruitment? Your work itself will tell you what the key points to be brought to the notice of management are.

Standardized Reporting Format

Information has to be summarized in a standard format for reporting. A standardized format is otherwise known as a return.