Chapter 14. Sourcing Operational Model
How to Use This Chapter
Use this chapter when sourcing has stopped being a one-person task: duplicates appear, candidates get lost, statuses diverge, feedback slows down, and handoffs between the sourcer, recruiter, and client become unclear.
Remember in One Phrase
The operational model ensures every candidate has an owner, a next step, evaluation facts, and a visible communication history.
| If Your Task Is | Go to Section | What You Get |
|---|---|---|
| Document the department process | End-to-end process | An overall work sequence |
| Divide roles | RACI | Responsibility by participant |
| Speed up feedback | SLA | Speed and expectation rules |
| Hand off candidates without losing context | Candidate handoff checklist | Minimum fact package |
| Tidy up the database | CRM / ATS hygiene | Card and status requirements |
Quick Chapter Map
1. First, describe the process from brief to iteration.
2. Then assign roles and owners.
3. Lock in SLA and handoff rules.
4. Check that the ATS/CRM stores facts, not just statuses.
Minimal Start
In 45 minutes, pick one open role and review 10 candidate cards. Each card must contain the source, hypothesis, status, owner, next step, and evaluation facts. If anything is missing, fix the cards first, then the process.
Principle
The department needs clear roles, candidate handoff rules, feedback rules, contact ownership, CRM/ATS hygiene, and a weekly operational rhythm.
End-to-End Process
1. Role brief.
2. Search brief.
3. Market map.
4. Search hypotheses.
5. LinkedIn search.
6. Alternative sources.
7. Initial profile evaluation.
8. First contact.
9. Response handling.
10. Screening call or handoff to recruiter.
11. Client feedback.
12. Funnel review.
13. Strategy iteration.
RACI
Action Sourcer Recruiter Client Interviewer Recruitment Lead
Intake R A A C C
Search brief R A C C C
Market map R C C I A
First contact R C I I C
Screening call C/R R/A C I C
| Action | Sourcer | Recruiter | Client | Interviewer | Recruitment Lead |
|---|---|---|---|---|---|
| Post-interview feedback | I | A | R | R | C |
| Funnel review | R | R | C | I | A |
| Process improvement | C | R | C | I | A |
SLA
The client reviews calibration profiles within 24–48 hours. The recruiter updates the candidate within one working day after the screening call. Post-interview feedback arrives within 24 hours. Contact ownership is visible before the first message. Duplicate checks are performed before every message. The weekly update goes out on the same day each week. Strategy iteration happens after an agreed sample size, not on a whim.
Candidate Handoff Checklist
Candidate profile link.
Source and hypothesis.
Facts on mandatory requirements.
First message and response.
Candidate motivation and concerns.
Notes on compensation, location, and flexibility.
Screening call notes.
Open questions.
Recommended next step.
CRM / ATS Hygiene
Correct role and stage.
Source recorded.
Contact history visible.
Notes factual and respectful.
Rejection reason specific.
Tags standardised.
Next action and owner clear.
No private comments that would be inappropriate in an audit.
| Features for In-House and Agencies | ||
|---|---|---|
| Process | In-House Team | Hiring Agency |
| Candidate ownership | Important to avoid duplicates between teams and roles within the company | Important to avoid duplicates between clients if the candidate is already in progress |
| Weekly update | Can be tied to internal business priorities | Should be a compact client report with decisions and risks |
| Feedback SLA | Can be fixed by an internal recruitment rule | Better to document in writing after the kickoff meeting or agreement |
| CRM hygiene | Needed for a long-term talent pool | Needed for service transparency and protection against lost context |
| Candidate experience | Directly reflects the employer brand | Reflects both the agency brand and the client brand |
Key Takeaways / Where to Go Next
Take away the operational standard: a candidate card must be understandable to the next person in the process without a "what happened here?" call. If you need to train the team, move to Chapter 15.
