Q&A Transcript from our July 17 Webinar ‘Getting the Results You Need Out of Your Research & Recruiting Process”

Q: in the presentation, you mention you should make four calls. How often do you call back on those initial calls?

A: Once or twice a day, leave no more than 4 voicemails over 10 days

Q: When working on a contingency basis, how soon do you recommend sending resumes? The last slide indicated 2-3 weeks before sending candidates – is this for retain search?

A: Most of the times, particularly on contingency search, send in resumes as soon as you have a solid candidate who has been screened and qualified. In some cases with Executive Search, clients may request to review the “Top Three” or the “Top Five” all at once. 

Q: What are the primary objections that a recruiter may face while asking these questions?

A: Objections like “Who are you” and “Why are you calling” and “How did you get my name”

Q: On LinkedIn, how can you contact/email someone without using up all your ‘inmail’ allocation, etc.? You can search for them on, or and find a personal email or home phone. You can also find their company phone number and call direct

Q: Please give me an example of a rolling document.

A: A document that is sent back and forth between the researcher and their customer. It is kept constantly updated – like a shared spreadsheet or word document, and may even be color coded for various statuses. 

Q: Hope this question gets in. Do you overlap on all duties–ie. soucer/researcher/recruiter or do you separate them and just have a defined process. Or does your sourcer always/never make those initial calls. Just want to know your defininitions of what you think each person should / does do as part of the recruitment strategy?

A: It depends on the size of your organization, and the number of hires you are expected to complete. If you are one of a very few recruiters then you will most likely need to do both the sourcing and candidate relationship. In mid sized or large companies, with economies or scale, specialization becomes more important and there you may have different teams of sourcers, recruiters, and cold callers.   

Q: Would it be wise to gather a list of people who have those titles on LinkedIn and do the interviewing from there to gather the details for the Org chart?

A: Yes, this question answers itself. Excellent recommendation! In the presentation, some LinkedIn hacks can help with this technique.

Q: What is your plan of attack to get by the Admin of a Sr. Person you are trying to get to?

A: Try to get a direct dial so you can call after hours. That is why direct dials are important to get.

Q: As a Recruiter or Researcher – do you hide your contacts on Linkedin? Just curious as I do and have been getting mixed feedback on that….

A: No, I do not. They are already on there so I share them openly. If I hide my contacts, others can still find them. By sharing them, all you are revealing is that you are connected to them. Others could still find someone you are connected to in LinkedIn but without sharing your contacts people just won’t know that you are directly connected to them. Hide your contacts only when you are protecting the nature of your relationships and the fact you are connected to someone but you are not actually hiding the contacts themselves.

Q: Would you also share leads with similar companies if you are on a similar search?

A: That is up to you and the relationship you have with your clients. I do not share contacts I find for one client with another new client, but that is my own personal choice. Some researchers choose to keep a database of contacts the source for future use.

Q: Great Model, but where does Feedback to the Researcher or the Sourcer fit into the Model?

A: Shelia said that is in the presentation stage, at the time you send your first batch of leads, or present each developed candidate.

Q: What would be the point of presenting a "B" list of candidates

A: Sometimes this may be requested by the client/customer in order to have an alternate list. There is no need to provide this unless you agreed to it as part of the scope of the project. 

Q: What is a sample question that one would ask to get the information for an org chart?

A: Sheila suggested “I’m conducting some research – can you confirm Mr. Smiths exact title?” and then confirm reporting structure by saying something like “And Ms. Jones reports to Mr. Smith, correct?”


Q: Why do you use -~jobs in the Google search?

A: This works only on and what it does is eliminating job, jobs and other synonyms from the list of results. The purpose is to eliminate job postings and focus the search on leads. 


Q: In biotech position titles often vary greatly, so key words help calibrate the needs of the hiring managers to the resources available fo sourcing I think thats what I got.

A: I think this was an excellent comment, though not a question. I would add that org charts help greatly here because they talk about relationships instead of just flat titles which as stated could mean very different things across companies.

Q: Is there some sort of formula to use based upon the amount of time it takes to generate a lead as opposed to the likelikhood it will lead to a placement?

A: Depending on the project researchers should be able to begin getting results within one business day, with more complex searches taking about two to three days to get the initial short list of leads. The larger the project, of course, the more time it will take unless you have additional researchers you can bring in.

Q: Are you referring to an org chart for a company with a passive candidate, or an org chart for the client requesting staffing assistance with an open position?

A: In this case, we are identifying an organizational chart for the purposes of finding passive candidates

Q: Why would you include the number and email in the org chart?

A: So that the recruiter or client will be able to call them or email them (Calling is much preferred in my personal opinion).

Q: Why do you wait a few calls to announce what you are looking for? Why not just say on the first call what you want? Doesnt it lessen the likelihood of people returning your call?

A: We usually say it on the first call, unless it has not been announced. It truly depends on the assignment. 


Q: Sheila, will your target list indicate degree of viability or availability of a candidate?

A: Sheila didn’t have time to answer this but call her or email at sgreco (AT) sheilagreco (DOT) com. In my personal opinion, deciding on the viability of the candidate should be left to the recruiter who understands the client, not to the researchers. Researchers should be able to identify potential, but they should not be conducting full recruitment phone screens. In the case of contingency search, the staffing firm is presenting a fully developed and viable candidate, not a list of research, so in those cases then of course the recruiter at the staffing firm would be identifying the candidate’s viability and presenting only highly qualified prospects.

Q: Is SGA ExecutiveTracker a standalone application for purchase or is this a marketing demo for SGA?

A: SGA Tracker is a standalone online database available for purchase on a subscription basis

Q: Does the NEAR have to be in capitals?  (this is in reference to searching on

A: Yes it does.

Q: Do you find that indeed and Zoominfo capture the same candidates or are they very different results?

A: Indeed is for job postings – what I showed in Zoominfo is a list of target companies. You can actually also get a list of target companies from Indeed, but only those that have posted jobs.

Q: I say that I am doing networking in their industry and they are a person of interest for me to speak with.

A: This is more a comment but I thought it is a good one to share

Q: What is the difference between OR and |

A: They are the same thing. I use the pipe symbol (the key is located between the Backspace and Enter keys) to save space and reduce errors. If you use mixed case or lower case the OR will not work, but the | will always work. 

Q: Is it possible to get a copy of the tracking spreadsheet by e-mail?

A: I am happy to share mine – email me at shally (AT) jobmachine (DOT) net and ask for the tracking spreadsheet in the subject line and I’ll send you my very basic example.

Q: What would be the number of names you would want for a more senior role, ie. top vp in company or c level?

A: Usually around 50 names – remember this is a list not fully developed candidates.

Q: Do you use the inurl:resume to pick out the resumes?

A:  Yes, but like this: inurl:~cv. Keep in mind that not everyone publishes a resume 🙂

Q: Sheila’s product is called "Executive" Tracker. If I don’t hire executives will the product work for me?
A: You should call Sheila for a demo and they can do specific lookups live with you on the phone on the types of professionals you are seeking to see if it’s right for you. (ED. NOTE: ExecutiveTracker is SGA’s premium source of telephone verified passive candidates available in a powerful online tool. It tracks up to 2000 or more executives mid-management and above at each of the top public and private companies. )

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