Project Management Tool for Remote Teams – Trello

At a recent meeting with recruitment leaders from various business units of the same corporation, we identified various projects that we could work on across business units to improve recruiting and retention for all business units. It was an idea filled meeting, with each recruiting leader contributing.

The chief executive who had called for the meeting posed us with a challenge, how are we going to track the various projects discussed and follow through on our ideas?

Thankfully and coincidentally, I had been looking for an online Scrum or Kanban board and a fellow recruiter, recommended Trello. Which I had been experimenting with, I spoke up and gave a brief intro to Trello to the recruiting leaders.

Trello is an easy, flexible, and visual way to manage and organize projects. The best part is, there is a free version that does everything I need it to do.

Create a board

First, create a Scrum board, name it and add 3-4 lists, which will appear as side by side columns. Following a Scrum methodology, I like to use “To Do”, “Doing”, “In Review” and “Done” for our recruitment Scrum board

Trello List

Add Cards

Next, adds cards under the first “To Do” list for all the projects you need completed.

Trello Card List

Track Project Progress by Moving Cards

When a team member wants to start a project, they click and drag that card into the “Doing” column. Once they have a tentative solution, they will then click and drag the card to “In Review”, finally, when the project is signed off on by all stakeholders, the card is moved into the “Done” list.

It’s that easy!

Trello Cards

Collaborating with others

Each team member can add themselves to any project, by clicking on the relevant card and clicking, “add member”.

In addition to organizing projects, Trello provides a very nice snapshot of the progress of each and who is working on what. Check out Trello for free by clicking here.

Customized Backgrounds

Trello has partnered with Unsplash, a website that provides 550,000+ high resolution photographs, to allow you to search photos, without leaving Trello’s website:

Trello changing background

Trello Free Version

Activity to End Your Next Training Meeting

Start, Stop, Continue, Shout Out, is the perfect wrap up a day of training with your team. It pushes each team member to commit to at least one thing to start doing, stop doing, continue doing and finishes the meeting on a positive note by allowing team members to appreciate each others’ efforts.

How it works:

On a whiteboard, write 4 columns: Start, Stop, Continue and Shout Out. Next, distribute sticky notes and have each team member write down, one thing they’ll start doing, one thing they’ll stop doing, one thing they’ll continue doing and at least one shout out to another person in the room.

start stop continue shout out

Start: this encourages the team member to reflect on one thing, a tactic or technique that they learned from the meeting and that they will commit to implement.

Stop: this helps the team member reflect on what’s slowing them or the team down, one unimportant or harmful activity, thought or habit that has become an obstacle.

Continue: reinforces good things they are already doing.

Shout Out: shows appreciation to someone else on the team and ends the meeting on a high note. As the person who often runs training meeting, I try to write at least one shout out for everyone present. This doesn’t have to be for something that happened at the meeting.

4 Steps to Implement Scrum in Recruiting

4 Steps to Implement Scrum in Recruiting by Casey Drengler

Within 6 months of implementing Scrum principals into a mid-size healthcare company, my team and I reduced job openings by 41%.

This was despite unemployment continuing to decline and after several consecutive months of increasing job openings and a daily barrage of complaints and pleads for help from supervisors, department managers, directors and executives. I had only been on the job for 6 months prior to the Scrum implementation and was already fearing for my job, then I read Scrum – The Art of Doing Twice the Work in Half the Time by Jeff and J.J. Sutherland. The best price I could find for this book is here: Scrum by Jeff Sutherland.

Below is the basic framework of how we implemented Scrum for recruitment. It’s been just over half a year and we are continuously improving our process, bookmark this blog and check back for updates as we learn and take deeper dives into how Agile and Scrum methodologies can be used in recruiting.

  1. Scrum Chart

Monday – decide on main objectives for the week.

For the Scrum Chart, we use a dry erase board, with “To Do”, “In Process”, “In Review” and “Done” written in 4 columns across the top. On Monday morning or Friday, before leaving for the weekend, each recruiter writes their tasks for the week on sticky notes and places these in the “To Do” column. Throughout the week, the recruiter will move sticky notes from left to right, hopefully getting all the tasks in the done column by Friday.

To Do In Process In Review Done

Scrum Chart

  1. Daily Stand Up – 15 minutes

If this takes more than 15 minutes, you’re doing it wrong, meet daily, same time, preferably first thing in the morning and ask these questions:

  1. What did you do yesterday to move the sprint forward?
  2. What will you do today to move the sprint forward?
  3. What obstacles are getting in your way?

Each recruiter answers all three, to keep the call concise, we limited recruiters to only give their main objective for that day, rather than just reading a list of tasks

  1. Weekly Retrospective – Friday

On Friday we use the daily stand up time for a weekly retrospective, we ask two questions:

  1. What went well this week?
  2. What didn’t go so well this week and what can we learn from it?

Friday’s call can be a bit more casual and we don’t follow the 15 minute rule. We will often discuss weekend plans, the Brewers or the Packers (We’re based in Wisconsin), let the recruiters vent any frustrations they may be having, help each other find solutions and encourage each other, this helps build rapport and camaraderie.

  1. Sprints

We’ve found that 3 weeks is a good duration for our Sprints, 1 month doesn’t seem to inspire the sense of urgency that a 3-week sprint does and 2 weeks or less really isn’t enough time to accomplish our desired objectives.

Each 3-week sprint has a goal or goals that are set by the recruiters, this can include, but not limited to: number of new hires, number of interviews, below a certain percent of no shows to interviews, number of positive social media reviews by new hires, etc.

Often, we will turn the sprint into a competition with either individual or group prizes if we hit our goal(s).

Have you applied Agile or Scrum principals to recruiting? How did you do so and what have been your results? Please leave a comment below!

Get your copy of ‘Scrum – The Art of Doing Twice the Work in Half the Time’ enough, get your copy by clicking here.