When looking to implement an RPO program, it’s important to know that no two RPO programs are the same. This is not a ‘cookie cutter’ situation. An implementation should be adapted to your organizations needs and with any project, solid preparation can save time & minimize risk in the long run.
There are several moving parts with implementing any type of RPO program. Risk for confusion and miscommunication is extremely high and to minimize that risk and have a smooth transition, it is best to have the following:Single point of contact: It is critical to have an expert in implementing RPO programs to lead the team through all necessary aspects of designing & launching a program to meet your unique business needs
Structured approach: The RPO implementation lead will be responsible for organizing information, tracking details, and ensure everyone is on track
Frequent communications: When and how you communicate can make or break any new program. Assess risk, avoid surprises, celebrate wins
Customized RPO solution: A solution that can combine your company policies, procedures, & requirements, plus provide their best practices and expertise to help build a program and set goals
Like many clients, you are probably thinking how time consuming this process will be or what resources you will need. All legitimate concerns. An organized implementation will help you achieve project milestones; consider these activities to get you moving in the right direction:
Prepare for Document Sharing - Set up a shared drive to house program documents (keep in mind firewall/ access requirements). Also create folders to collect important information like project updates, meeting notes, action items and company policy & procedures that need to be revised.
Start Gathering Data - Prior to implementation kickoff, request a checklist of all data and points of contact your RPO partner will need during the planning phase. Gather as much information as possible and begin loading it in the shared drive. A key process is to identify gaps & determine next steps (find data if it exists, create it if it doesn’t, or determine it is not relevant to the program/ out of scope).
Identify Steering Committee - Every implementation should have a group of individuals with authority to make decisions, the ability to have access to and knowledge of company policy & procedures. This team should be willing to dedicate their time and the focus necessary to ensure success. All while supporting and leading the success of program and can assist in gaining buy-in from stakeholders and driving adherence to the process.
Schedule a Kickoff - The RPO implementation lead should use this time to set the stage of next steps, commitments of time and the effort needed from project members. It’s imperative to include your executive sponsor who can provide vision and reason for the partnership, along with primary stakeholders and steering committee (if already identified).
Document Outcomes - Recording the desired outcomes of the project is important to reaching your program goals. Examples include identifying a steering committee, detailing program objectives at a high level and scheduling the first steering committee meeting.
The most important thing to remember is maximizing the benefits of an RPO program with a well thought out plan. I will be sharing more RPO best practices in the coming weeks where I focus on the set up, including where to begin when planning all the details, how to determine a realistic timeline and other details to consider in the planning phase.
ABOUT THE AUTHOR:
Leslie Minchin, PMP, is the Director of Implementation & Solution Design with Engage2Excel. She is a strategic leader with over 18 years of experience in continuous processes improvements, bringing order to chaos, and delivering high quality results. Leslie has a strong focus on people, partnerships, and process. She is passionate about designing & implementing innovative solutions to complex problems in order to drive best in class practices aligned with companies’ goals and core values.