Use a small shared stage model
Agree plain definitions for stages such as sourced, permission requested, submitted, interview, offer, placed, and closed. Define which event moves a person forward so two teams do not interpret the same status differently.
Assign an owner and next action to every active candidate and vacancy. Set due dates for client feedback and candidate updates, then review overdue work in a short regular meeting.
Keep client work separated
Use the correct client workspace and role for every note, CV, and status change. Restrict access by client and team responsibility, and audit memberships when people join, change assignments, or leave.
Agree how duplicate submissions are checked and resolved. Avoid copying notes or candidate records between clients without a legitimate purpose and appropriate permission.
Measure service without distorting it
Track operational measures you can verify, such as time to first qualified submission, client feedback turnaround, interview progression, and roles closed. Define the start and end event for each measure.
Use the figures to identify bottlenecks, not to pressure recruiters to submit unsuitable candidates. Review data quality and small sample sizes before drawing conclusions about performance.
Action checklist
- Every stage has a clear definition.
- Active records have an owner and next action.
- Client and team access is role-appropriate.
- Candidate consent is visible before each introduction.
- Operational metrics have written definitions and verified inputs.