The recruitment sector is growing, and recruitment leaders want to upgrade their recruiting software, speed up process and make their recruiters more effective. This means spending cash, allocating time and finding resource to deliver these projects to make all of this happen.
Buying a new bit of recruitment software is simply part of the process – a process where many recruitment leaders get frustrated and need help to ensure they stay on target; running their business whilst changing it is a big deal.
The 3 Ws
In my previous blogs about how to stuff up recruitment projects I mentioned lots of project management jargon like “scope creep” or “Project Slippage”.
This all sounds very technical but in reality it’s quite simple. For this blog, I wanted to clear up any confusion and dive into project scope a bit more and explain what it is, why it should not be ignored and who you should and should not involve in the process of defining scope for your recruitment software project. (What, Why, Who)
What is Scope?
From a recruitment technology point of view, scope is essentially an agreement between you the client and the supplier. It deals with what you expect your shiny new bit of recruitment tech to do functionality wise and what the supplier must deliver to meet these expectations.
This should be documented and agreed by both parties upfront and should always be done as soon as possible in the recruitment project. This should ideally follow on from the sourcing process where you will have already gathered your software requirements which should then naturally evolve into the project scope.
Once you kick on with the project delivery process, the scoping document will be referred back to if any changes are requested. This will determine if they were part of the original agreement and therefore chargeable or not so an obvious key piece of the project not to be missed
I have been involved in recruitment projects where this process is built into the upfront sales process rather than once contracts have been signed which in the past has been the norm. This way both the client and supplier are fully aware of what is to be delivered, how much it’s going to cost and how long it’s going to take to complete.
Why it’s Important
As I mentioned above, the recruitment project scope is the agreement between parties of what is to be delivered. Without this there are no way for either party to sign off the project as being complete.
Put simply, If you go into a car showroom and order a new car, you wouldn’t dream of not specifying the make, model, colour and all the fancy extras?
If you walked in and ordered the car without specifying the make, model, colour, spec etc how does the supplier know what to deliver and what your expectations are? Defining the project scope at the outset lets both parties know that it was in fact a 3 series Black MSport you expected and not the white Tdi.
The same attention to detail should apply to the scoping out of your new recruitment CRM than what colour leather you want!
Defining the scope upfront takes out any assumptions made by both parties. There will most likely be changes requested as part of the implementation process but unless there was a major oversight in the scoping process, this should not involve major and potentially costly system redesign.
Who Should be Involved?
Ultimately it is YOU as the Project Sponsor’s responsibility to sign off the scope of the project. This does not mean it is your job to define the project scope though and I would generally advise against this.
The guys and gals using the system on a daily basis are the experts! They will know all the pitfalls of your current CRM and what little changes here and there will save them time and ultimately make you more money so get them involved in the scoping process and away from their spreadsheets!
Leaving your team out of the process at this crucial time risks missing vital requirements. This can cause potential scope creep further down the line which will cost you time and money in the long run.
So in conclusion, project scope as a concept is quite simple but at the same time the most important part of setting up your recruitment project. Spending the time on fully defining the project scope at the outset and your new CRM will be purrrrring like that new car you’ve just fully specced!
Miss this out and your project is at great risk of stalling at the start line!
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