Recruiting -- what to expect from a good recruiter
by Linda Strazdins

In this period of recession and economic downturn in Japan, with unemployment figures on the rise and companies in trouble, one area that has seen healthy growth and increased activity is the recruitment industry. As more and more overseas organizations take advantage of the current economic situation -- some of them conducting business in Japan for the first time -- recruitment of staff has become a major concern.

Even within the established community of foreign multinationals, the same concerns of finding the most qualified candidates arise, prompting them to seek out the right recruitment firm for the right job, a task made more difficult by the enormous number of firms currently in the business.

The search process
For any organization wanting to use an executive search firm, it is imperative that the process and methodology of the recruiter are professional, thorough, and timely. For the recruiter to conduct the search successfully, it is necessary to develop both an understanding of the client's organization and a thorough comprehension of the requirements. Only then can the recruiter begin the search process.

Most reputable search firms in Tokyo have a research department with skilled professionals. These are specialized and trained to assist the recruiters in conducting research and identifying target organizations and qualified candidates. The recruiter screens and evaluates potential candidates and meets with each one, presenting the client company with only the most suitable candidates for employment. At this early stage the client and recruiter discuss the position and the recruiter coordinates all interviews and meetings, and carries out the reference checks. Once a decision has been reached on which candidate is to be hired, the recruiter assists in the negotiation of final offer and terms.

At each stage communication is vital. The recruiter is essentially working 'for' the client and in order to fulfil the specifications of an assignment, it is very important to be able to discuss any issues that may arise at any stage of the search process.

One manager at an international financial firm said. "What we expect are right candidates from the search firm. We prefer to see just one right person, rather than 10 unsuitable candidates. The search firm should be able to understand our exact needs, filter out the resumes, and introduce the most suitable ones. Bottom line is, we need quality -- not quantity." Another stated, "A company should choose a search firm carefully. The search firm your company uses says a lot about your firm. Their reputation is critical. It gives people a perception about you and your firm." Further, I spoke with one head of IT who said, "When recruiting, I look for a firm that intuitively understands what I am looking for and delivers a minimal number of resumes that shows that they have gone through a detailed pre-interview process and delivered a short list that meets with my approval." Clearly, the clients expect top-notch service.

 

For employees looking for help in landing a job, how to choose a recruiting company

Choose two or three recruiters to talk to. Speak with individuals and try to assess an opinion of which executive search firms would be best for your requirements.

Do not hesitate to call search firms and ask them questions about their process and procedures. Remember it is important that you feel confident about the recruiter you choose.

Choose a local recruiter that is established within the Tokyo market. You will likely wish to meet the recruiter face-to-face and discuss job descriptions, company profiles, etc. -- difficult to do by when the recruiter is only a voice at the other end of the phone or is unfamiliar with the frequent industry changes.

The search firm should always discuss each opportunity with you, and provide you with a full company profile and job description to read. Only when your permission is received should the search firm submit your resume to the client.

Great prospects for foreign companies
Japan currently offers a huge potential to foreign companies looking to expand. With less regulation, more foreign companies are enjoying market access and more individuals are changing employers and careers. In this increasingly competitive environment, finding and securing the right personnel to ensure the success of a business venture can be a daunting task. For these foreign start-ups, choosing the right executive search firm can also seem like a daunting task. For the individual who comes to Japan and looks at the list of search firms currently operating here, the choice is great.

A US-based company that may have had strong ties with an international search firm in the US, will naturally think to approach the same firm when expanding into the Tokyo market. However, without first evaluating their suitability and taking for granted that because the Tokyo office is part of the same group the service and delivery will be of an equally high standard, a company can find itself in a difficult situation. Unfortunately, in many cases, the Tokyo office of an international executive search firm is not of the same caliber as its overseas counterpart. At the same time a smaller, independently based Tokyo recruiter with an established reputation in the Japan market, may be overlooked because of its size and the fact that it has no reputation outside of Japan. Any new organization starting up in Japan should do its homework before going with a recruiting company. There are many stories of search firms that just shuffle resumes between their office and the client without properly working on an assignment, the companies that obtain a retainer search then do nothing apart from collecting the advance fee. There have even been situations where a recruiters have sent candidates for interviews without telling them either which position they were being interviewed for or the company involved!

Perhaps one of the most important suggestions for foreign companies looking to expand in Japan is to use an established Tokyo-based recruiter having a strong presence in the Japan market. This market is unique and it is important that the search firm has a strong network, is experienced in their chosen field, and can identify any pitfalls that might occur. There are a number of overseas search firms recruiting in the Japan market that do not have a registered office in Japan. As they have no office they "work the phones;" only when a search firm is established here can the level of service and professionalism to clients remain on the leading edge of the recruiting industry.

Experience, ability, and delivery
For both the foreign company with recruiting needs and the individual looking for a better career opportunity, selection and evaluation of a recruiter should be a detailed process conducted thoroughly and with care. As mentioned already, professionalism and integrity of the search firm are critical factors to evaluate together with experience, ability, and delivery.

I asked some Tokyo based IT professionals what they look for in a recruiter:

* "Their understanding of my business is paramount. It's decisive in whether I speak to them a second time.

* "I believe that when one decides to look for a position, their first task is to find an appropriate search firm. What I feel is that having found one search firm, one should build a good rapport with the recruiter so that the recruiter knows you well and is in a position to understand your needs."

* "Reputation of the search firm is the key. There are other issues to consider. Are they focusing on what you need or are they just trying to fit you in a role to get a commission? Are you a person or a piece of meat. Also, obtain recommendations about locally based recruiters."

 

For the foreign company looking to expand into Japan, how to choose the right executive search firm

Investigate approved lists of search firms through your local chambers of commerce or other professional body.

If possible, visit Japan and talk with a number of search firms. If you are recruiting on a contingency basis, then you may want to nominate two or three firms to work closely with you. If the search is being conducted on a retainer basis, you will need only one firm for the search.

Meet with each of the proposed search firms; conducting a screening over the phone will not be enough. Talk to them and find out about the types of clients served, the types of projects undertaken, and the methods and procedures employed. Most recruiters are seasoned professionals at presentations, but it should take more than that to make the right choice of which recruiter to use.

During your time in Japan, obtain as much information as you can from other companies on the search firms that were the most successful for them and why. You could receive some interesting feedback.

Active market
The recruitment industry in Japan is a very active market and the demand for experienced professionals is not expected to decrease over the next few years. For IT professionals, Tokyo offers opportunity and challenge and an expanding market. Investment by foreign companies in Japan, and the growth of established companies investing in technology, indicate that Tokyo is attracting talent not only from overseas, but also from home-grown professionals. This country offers excellent career prospects for foreigners as well as Japanese nationals.

The Human Resources Guide

• Step One - DEFINITION
  Define human resources need of client
• Step Two - RESEARCH
  Use ESI Data sources to identify candidates
• Step Three - PREPARATION
  Analyze detailed candidate resumes
• Step Four - APPROACH
  Approach short-listed candidates
• Step Five - EVALUATION
  Submit final resumes to client
• Step Six - INTERVIEW
  Introduce client and candidate
• Step Seven - NEGOTIATION
  Confirmation of job parameters (unofficial hire)
• Step Eight - AGREEMENT
  Mutual commitment (contract finalization)

Linda Strazdins is director of financial services at Executive Search International Inc., the Tokyo recruitment arm of the ES International Group. Contact her at linda@esijpn.com.

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