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The main purpose of the call/meetup is to get to know the applicant better, identify the roles, projects or tasks that the applicant would be interested in, and/or understand their fit with WISE.

 Schedule and location of call/meetup

All calls/meetups should be in the Google Calendar account that you use with WISE. Please do the necessary to ensure that you show up at the agreed time and location. If you are unable to attend the call/meetup, please inform other WISE attendees as soon as possible to ensure that there will be representatives from WISE, or email the applicant to reschedule.

 Joining a call

Calls are currently run on Google Meet. Ways to join a Google Meet are described in this Google Help Center page.

 Interview guide

Check whether the applicant has any issues joining the call

Message

Dear [NAME OF APPLICANT],

Are you facing any issues joining the call? Please let us know how we can help. See you very soon! 

Best regards,
[YOUR NAME]

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The call/meetup should cover the following topics. Keep the atmosphere casual, and ask probing questions to help you better understand the applicant’s personality, interests, motivations, experience, and skills.

OpeningBriefly introduce the WISE team members in the call
Purpose
  • “The purpose of the call is for us to get to know you better, so that we propose roles, projects, or tasks that align with your interests and motivations.”
  • Confirm if the applicant is only interested in paid roles or open to other opportunities (if applicable from their submission)
About the applicant
  • Tell us about yourself
  • How did you find out about WISE?
  • (For students and younger professionals) If you’re comfortable, could you share with us your short-term and long-term career and life goals?
  • Why are you interested in joining WISE?
  • What experiences or skills would you like to gain through WISE?
  • Do you prefer to work individually or with others?
About WISE
  • What do you know about WISE? Introduce WISE, correcting any misconceptions.
  • Do you have any questions about WISE?
Roles
  • Based on the information provided by the applicant, propose roles, projects, or tasks that align with the applicant’s interests and motivations.
  • Which roles/projects/tasks interest you the most? 
  • Paid opportunities (if applicable)
  • Ensure that you have noted in the 'Notes on role(s)' column 
Work arrangements
  • How many hours do you see yourself spending each week with WISE, and for how many months?
  • If the applicant is looking for a role that is at least 2 days per week for several months, consider offering an unpaid internship. Explain the difference between an intern and volunteer.
  • Assuming volunteering, describe working arrangements: remote, virtual office,  Huddles.
Wrap up
  • Do you have any other questions or anything else to share?
  • Explain next steps (e.g. email more information, onboarding instructions, etc.)

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The call/meetup should cover the following topics. Keep the atmosphere casual, and ask probing questions to help you better understand the applicant’s personality, interests, motivations, experience, and skills.

OpeningBriefly introduce the WISE team members in the call
Purpose“The purpose of the call is for us to get to know you better, and how the role aligns with your interests and motivations. It is also an opportunity for you to learn more about WISE, and help each other understand whether we are a good fit for each other.”
About the applicant
  • Tell us about yourself
  • What are your short and long-term career and life goals, if any?
  • Why did you sign up for [PROGRAMME/POSITION]? How does it fit into your goals?
  • What do you hope to gain from a [PROGRAMME/POSITION] with WISE?
  • How would you describe your working style? Do you prefer to work individually or with others?
About WISE
  • What do you know about WISE? Introduce WISE, correcting any misconceptions.
  • Do you have any questions about WISE?
Roles
  • What aspects of the roles excite you the most?
  • Are there any experiences or skills you would like to gain that are outside the scope of the [PROGRAMME/POSITION]. Explain that WISE is happy to support the applicant’s professional and personal development, even if it is outside the defined scope. 
  • What type of support would you hope to receive in your role?
Work arrangements
  • Assuming full/part-time, describe the working arrangements: remote (depending on position), virtual office, flexible hours, #minions, Huddles.
  • How comfortable are you with the arrangements? Do you foresee facing challenges, and how could WISE support you?
Wrap up
  • Do you have any other questions or anything else to share?
  • Explain next steps (e.g. internship agreement, decision, etc.)

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 Post call/meetup actions

Depending on whether the applicant showed up, update their status respectively.

Situation

Update 'Stage' to

Update 'Status' to

Applicant did not show up

 3 Meet

 3 No show: To check in

Call/meetup was successfully conducted

 3 Meet

 3 Met: To follow up

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Ensure that listed potential roles, projects, and tasks are linked to their respective Confluence/Jira descriptions so that the recruitment team can follow up accordingly.

 Contacting no-shows

In the 'Applications' sheet, review the applications whose statuses are the following:

  •  3 No show: To check in

 Before composing your email

  • Use your WISE email address. If you do not have one, request a Google account here.
  • Download WISE’s email signature here, by opening it up in your browser and copying it to your Gmail settings. Alternatively, ask a team member to forward the signature to you. You do not have to include your phone number if you are uncomfortable doing so.
  • Connect your inbox to Hubspot. If you do not have a Hubspot account, ask the HR Team.
  • Replace [NAME OF APPLICANT], [EMAIL SIGNATURE] and other text bold and italicised in square brackets with your own details.

 Message templates

While the templates account for the most common scenarios, they do not cover less common scenarios. In such cases, use your judgement to respond accordingly. 

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Body

Dear [NAME OF APPLICANT],

We missed you at our scheduled call on [DATE, TIME, TIMEZONE]. We hope that everything is okay. Please let us know if you still wish to discuss opportunities with WISE.

Best regards,
[YOUR NAME]

Next steps

Update status to  3 Checked in: Awaiting response

Body

Dear [NAME OF APPLICANT],

How are you? We would like to check if you are still keen on working with WISE? Looking forward to hearing from you.

Best regards,
[YOUR NAME]

Next steps

Update status to  3 No response: Closed

 Before sending your email

  • Check that the information is correct before sending, particularly dates, times, and time zones.
  • Ensure you have ticked the 'Log' checkbox to log the email to Hubspot.
  • Ensure that you have cc'ed hr@washinseasia.org.

 If the no-show responds

Situation

Update 'Stage' to

Update 'Status' to

No show responds and indicates their interest in WISE

 2 Schedule

 2 Shortlisted: To schedule call

Applicable toHR team 
Status

COMPLETE

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📱Apps