Synopsis
The recruitment tracker serves as a centralized database for identifying, evaluating, and contacting potential contributors to join The InterPlex contributor network. It is intended to track prospects through the recruitment pipeline from initial identification to final response. Once an individual accepts an invitation and becomes an active contributor, their record should be moved to the 3.2 Contributor database and removed from this tracker. If a prospect declines the invitation or does not respond after a set period, retain the record for institutional memory and move it to a separate archive. Refer to 3.5 Recruitment templates for models by which to begin the outreach process, personalizing each message as appropriate.
1. Asana database template
Assuming use of Asana as task manager, I suggest using the following fields in a database template for tracking prospective contributors:
| Field | Type | Purpose |
|---|---|---|
| Name | Text | Full name of prospective contributor |
| Affiliation(s) | Text | Institution, organization, or primary affiliation |
| Role(s) | Text | Relevant expertise, discipline, profession, or area of contribution |
| Contribution Type | Multi-select | InterArticle, InterDialogue, Other (specify in Notes) |
| Gender | Dropdown | Male, Female, Non-Binary |
| Region | Text | Country, region, or primary location |
| Website(s) | URL | Personal website, institutional profile, LinkedIn, ORCID, etc. |
| Contact Method | Dropdown | Email, LinkedIn, Referral, Website Form, Social Media, etc. |
| Contact Information | Text | Email address or other contact details |
| Recruitment Priority | Dropdown | High, Medium, Low |
| Recruitment Status | Dropdown | Not Contacted, Contacted, Follow-up Needed, Declined, Accepted |
| Contact Date | Date | Date of first outreach |
| Follow-up Date | Date | Date follow-up should occur |
| Response | Dropdown | Yes, No, No Response |
| Referred By | Text | Team member or contributor who suggested the prospect |
| Notes | Long Text | Relevant information about interests, expertise, prior interactions, or recruitment strategy |
These fields will allow team members to sort prospective contributors by various relevant attributes. Viewing by Recruitment Status, for example, will reveal who is not yet contacted, who has been contacted, whether follow-up is needed, and who has accepted or declined. Viewing by Recruitment Priority will allow us to set outreach deadlines according to relative priority. These considerations will inform the workflow we develop around tracking our recruitment efforts.
2. Basic governance norms
- Create one record per individual
- Record outreach promptly after contact occurs
- Use Notes to document significant interactions or context
- Move accepted contributors to the contributor database as soon as onboarding begins
- Periodically review prospects marked “No Response” or “Follow-up Needed”
- Sort and view by field to prioritize based on relevant needs, e.g., gender diversity, geographic region, area of expertise, contribution type, etc.
Related
3.2 Contributor database
3.8 Task management
4.1 Fundraising database
4.2 Institutional partnership database