Build Skill — Candidate Experience Journey Production Workflow

How to Use This Skill

Follow this workflow in order for every journey build. Do not skip steps. Do not jump ahead to drafting communications before the gap protocol is complete.

Step 1: Read Reference Data

Before anything else — read the client's reference data file. Every name, organization name, and tool name in every candidate communication must match reference data.

Step 2: Read the Recruiting Process

Read the recruiting process SOP or stage documentation for this search. The candidate experience journey maps onto the recruiting process — you need to know every stage, every decision gate, and every handoff before you can design what the candidate experiences at each one.

Map the internal process stages. For each stage, note:

• What happens internally
• Where candidates transition from one stage to the next
• Where candidates can exit (rejection or withdrawal)
• Where candidates wait (hold, scheduling delays, decision periods)

These are your touchpoint triggers.

Step 3: Read the Extraction Interview

Routing Check

Is an extraction interview available for this practitioner's candidate communication methodology?

• Yes → proceed. Read the transcript as the primary source.
• No → stop here. Go to 06-consultant-methodology.md and conduct the extraction interview first.

Source Material

Read all available source material in this order:

• Extraction interview transcript (primary)
• Prior communication templates (supplementary)
• Client brand guidelines or voice documentation (if available)
• Prior candidate experience maps (for reference, not content)

Step 4: Identify Gaps

Work through the Required Inputs table in 01-context.md. For each required input, determine: present or gap.

Pay special attention to:

• Stage transitions without defined communications
• Decision gates without rejection protocols
• Hold periods without warm communication cadence
• Entry paths without first-response definitions
• Post-disposition without close-out communications

Document every gap using the gap report format from 01-context.md.

Step 5: Stop — Present Gap Report to Advisor

Do not proceed to building until every gap is resolved.

Step 6: Map the Journey

Build the journey map as a stage-by-stage timeline. For each stage:

Define Entry Touchpoints

What does the candidate experience when they enter this stage?

• What communication do they receive?
• What information do they get about what's next?
• What's the timing commitment?

Define In-Stage Touchpoints

What does the candidate experience during this stage?

• Scheduling communications
• Preparation materials
• Warm communications during wait periods
• Day-of logistics (for interviews)

Define Exit Touchpoints

What does the candidate experience when they leave this stage?

• Advancing: what tells them they're moving forward?
• Not advancing: what's the rejection communication?
• On hold: what tells them they're waiting?
• Withdrawing: what happens when a candidate exits voluntarily?

Define the Cross-Stage Cadence

For candidates in any waiting state:

• How often do they hear from the organization?
• What does the warm communication say?
• Who sends it?

Step 7: Draft Communications

For each touchpoint, draft the communication.

Drafting Principles

Write from the practitioner's voice. If the practitioner communicates warmly and personally, the templates should reflect that. If the practitioner is more formal and structured, the templates should reflect that. The journey should sound like the person sending it, not like a recruiting textbook.

Be specific about what happens next. "We'll be in touch" is not specific. "We'll be reviewing all first-round candidates over the next week and will reach out by [date] with an update on next steps" is specific.

Don't promise what you can't deliver. Every timing commitment in a communication becomes a candidate expectation. If the practitioner can't guarantee a one-week turnaround, don't put it in the template.

Match the method to the moment. Early-stage, low-investment touchpoints can be email. Post-interview, high-investment touchpoints need a phone call first. Offers are always verbal before written.

Escalate personalization with investment. The deeper a candidate goes, the more personal the communication. A screening rejection can be a well-crafted template. A finalist rejection is a conversation.

Communication Components

Each communication template should include:

• Subject line (for email) or opening (for phone)
• Body — the core message
• Personalization fields — where candidate name, role, specific details get inserted
• Timing note — what the candidate should expect next and when
• Contact information — how the candidate reaches someone if they have questions
• Tone guidance — notes for the sender on how to deliver this communication

Step 8: Build the Candidate Package

For team interview stages, build the candidate package:

1. Interview schedule (date, time, format, who, duration per session)
2. Interviewer information (name, title, photo if available, organizational role)
3. Presentation instructions (if applicable)
4. Organizational materials (org chart, relevant context)
5. Confidentiality requirements (MNDA, if applicable)
6. Logistics (virtual links, physical location, parking, dress code)
7. Point of contact for questions

The package is a single document or coordinated set of materials — not a scattered series of emails with attachments.

Step 9: Define the Rejection Protocol

Build the rejection protocol by stage:

Adjust timing and method based on what the extraction reveals about the practitioner's actual practice. The table above is a starting framework — not a requirement.

Step 10: Define Post-Disposition Touchpoints

For Candidates Who Accept

• Confirmation communication with start date details
• Warm communication cadence between acceptance and start date
• Handoff to client's onboarding contact (if applicable)

For All Remaining Candidates

• Close-out communication once the role is filled
• Silver medalist identification and re-engagement plan (if applicable)

For Candidates Who Decline Offers

• Follow-up conversation to understand reasons
• Relationship maintenance communication

Step 11: Assemble the Journey Document

Compile the complete journey:

1. Journey overview (stages, entry paths, point of contact)
2. Stage-by-stage touchpoint map
3. Communication templates organized by stage
4. Candidate package template
5. Rejection protocol
6. Post-disposition touchpoints
7. Cadence specifications
8. Accommodation language

Step 12: Run Gate 2 QC

Run the Gate 2 checklist from 04-quality.md. Fix every blocking failure before proceeding.

Step 13: Deliver for Advisor Review

After Gate 2 passes, present to advisor for review. The journey does not go to the client until the advisor reviews and approves.

When Building a Revision

When the practitioner's process changes, when client feedback surfaces experience gaps, or when candidate feedback reveals a breakage:

1. Identify specifically what changed
2. Update only the affected touchpoints
3. Run Gate 2 QC on the full journey
4. Increment the version number