Recruitment KPIs dashboard example

Photo of Max Butler, Recruiting Operations Manager at Lime
Max Butler

Recruiting Operations Manager

* Contains sample data

What’s this dashboard for?

We have over 30 people on the recruitment team at Lime, with staff dotted around the globe. There’s a lot of activity and many moving parts to our operation, and earlier this year when our team grew quickly, we began to feel that each department was lacking some visibility on how other departments were doing. Everyone was so focused on their activity that they didn’t really know what was going on elsewhere.

So, the main purpose of this dashboard is to show how we’re performing against our hiring goals. But, it also brings our team together, gets everyone on the same page, shows us which departments are doing well, and often sparks a conversation about what successful departments are doing differently.

Another purpose of this dashboard is to keep our Head of Talent (based in San Francisco) up to speed with the team’s core activities, as she’s responsible for reporting key numbers to the rest of the executive team. She’ll regularly send a link to our dashboard to high-level individuals who aren’t in the weeds themselves. And this means everyone is on the same page and nobody has to spend any time logging into Tableau and digging around to get simple one-number metrics.

We also share this dashboard at the top of our Slack channel so everyone on the team, wherever they’re based, can access it easily and see a visual of how everything is going.

If you’re looking for those headline metrics, you can’t beat having one clean, easy, real-time visual.

Everything on our quarterly recruitment dashboard is currently powered by Google Sheets. Recruiting data is still a pretty new concept, and new reporting systems pop up every day, but I’ve found it’s easy and efficient for our recruiting managers to just have a shared Google sheet, and add information there. This powers our Geckoboard dashboards and also feeds into Tableau. This way the team can keep doing what they’re doing, and it’s not disruptive.

  • Q4 OKRs. At Lime we use OKRs to set and track our goals. For our team, these are our North Star metrics, so I’ve showcased these targets at the top of the dashboard
  • Hires by Month. This is the number one metric for us. We track this month by month to get an idea of the progress we’re making towards our target number of hires
  • Time to Hire. This doesn’t change much month to month, but it’s good to know. This metric answers the question: ‘are we moving fast or slow with processing candidates’?
  • Hires by Department. This is the number one metric for us. We track this month by month to get an idea of the progress we’re making towards our target number of hires
  • Hires by Origin, a.k.a Hires by Source. This is super important to the team as we want to know whether we’re spending loads of money on agency hires, our coworkers are referring lots of candidates, or if we’re going out and finding them ourselves
  • Interview Activity. This shows us how many phone screens and how many phone interviews have happened over the past few months. It’s useful to see if we’re trending up or down, and this is a good leading indicator of how many hires we’re likely to see on the dashboard the following month
  • Offer Accept Rate. Another super important metric for the team, and this is reported upwards to the executive team too
  • Candidate Feedback. The final piece of information the team want to look at daily is our candidate feedback. We send surveys to our candidates who interview at Lime and make it to an on-site interview stage. Whether you’re hired or not, you’re going to get a link to a survey, powered by Google Forms. All responses to the survey are collected in a Google sheet, and I can cycle through the feedback on our dashboard with the Google Sheets integration. It’s all automated – we don’t need to touch it. We get some some funny responses: some very constructive, and some that are just plain wacky, but this can help us identify themes in the team’s performance – it all adds up

When I joined earlier in 2019, we also hired a Director of Recruiting for Non-Tech in the Americas; we hired a Director of Recruiting for Europe, and we hired a Director of Tech Recruiting. We had a line of managers for the first time in Lime’s history and when it came to collating and sharing important numbers, everyone was off doing their own thing, and couldn’t see the global team numbers.

I began to think: is there a way to bring these metrics together and visualize them, so as a team we can see if there’s a story in the numbers? Is there something we can learn from each other?

This specific dashboard came about after several iterations. Our first dashboard, which contained a mixture of year-to-date data and a few quarterly goals, wasn’t really inspiring action for the current quarter. The feedback from the team was that it’s confusing to have a mixture of metrics spanning different time periods in the same view.

This particular dashboard, then, is the result of splitting our quarterly metrics out into a separate dashboard. It lets the team understand early on if they’re trending in the right direction to hit their yearly, long-term goals (which we still maintain on a standalone dashboard).

The main change has been to show more recent data, as opposed to just showing our yearly goals. This makes it much easier for team members to shift their priorities throughout the day and the week based on what the numbers are showing.

We did actually have a pretty good couple of months with the first iteration of our dashboard (the one with metrics covering a mixture of time frames). In fact, I’d turned the sharing link into a link so I could see how often the team were clicking into it, and I saw that the initial engagement tailed off over time. Curious, I asked around, and the team said that they weren’t looking at the dashboard frequently because it took so long to see any impact on the long-term numbers that were on there. They were much more interested in seeing how they were doing towards their goals right now, which is why I’ve made current metrics the focus on this dashboard.

Another shift has been to add more context to our metrics, either by switching the visualization or by adding a status indicator. To begin with, we were just happy to have a dashboard that was somewhat real time, with the information we needed. But from there, we started to question some of the metrics as they changed, asking:

  • “OK, this is great, but are we doing better or doing worse?”
  • “Is this number bad or good?”
  • “Are we going in the right direction or the wrong direction?”

The feeling amongst the team was that it was good that we could see our numbers, but we were missing some meaning. That’s why I’ve added more trend lines and status indicators so it’s easy to get a sense of how we’re performing over time.

  • Brings a global team together
  • Highlights wins for celebration, and losses for discussion
  • Consolidates key data and turns it into an easy-to-read visual
  • Sparks conversations about specific metrics
  • Gets everyone on the same page

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