One page a week, the same day, the same shape every time. Under each open role it carries days open, outreach sent and replies back, screens completed, and candidates submitted. Then interviews scheduled against interviews held, offers out, and the next action with a date and a name on it.
The report’s job is to produce a decision. Ten minutes of reading should leave you with two or three dated commitments and a clear yes or no on anyone waiting. Time-to-fill is on the report, at the bottom, because it’s a lagging number and you can’t move it this week.
What Goes on the Weekly Report
The argument this page prevents is a familiar one. The recruiter says sourcing is strong. The service manager says nobody’s worth an interview. Both can be true, and the week ends with nobody holding the next move.
Every open role goes on one page, with the same lines under each, so this week compares to last week without anyone reconstructing it. For a Tier 2 help desk seat, skip the narrative. One glance should tell you if candidates advanced and who owes a reply.
| Stage | What we count | What a stall here means | The fix that week |
|---|---|---|---|
| Sourcing and outreach | Contacts touched and replies | Message isn’t landing | Adjust targeting and copy, then send the next batch |
| Screens | Screens completed and unreviewed | Screens are happening but feedback isn’t | Block time to review screens and decide who advances |
| Submittals | Candidates submitted to the hiring manager | Hiring manager isn’t reviewing or responding | Set a same-week review deadline and name the decision owner |
| Interviews | Interviews scheduled vs held this week | Calendar is the bottleneck | Protect a standing interview block and confirm attendees |
| Offer | Offers out or none | Team is hesitating or comp scope is unclear | Align decision-maker and package, then issue or decline fast |
A count with no dated next action is trivia. We define what counts as a completed screen at intake, so the number means the same thing in week six as it did in week one.
Why Time-to-Fill Comes Last on the Page
Time-to-fill lags every lever you can still reach. It confirms the role is open, which you knew, and it shifts whenever someone redefines the start and stop events. A quality hire typically takes 4 to 12 weeks, so days open can’t tell you what to do on a Tuesday.
Two numbers predict the finish. The first is interviews held against interviews scheduled. The second is days from submittal to feedback. Outreach reply rate matters early and fades once you have a real shortlist.
A search that looks stalled is usually a calendar problem rather than a sourcing problem. Candidates keep interviewing elsewhere while a panel hunts for a free hour, and the strongest ones accept another offer while you’re still deciding.
What the Report Asks of You
Three commitments make the page work, and all three are yours:
- Feedback in two business days. A yes or a no on every submitted candidate, even a one-line no.
- A standing interview block. One recurring hour a week, held on the calendar whether or not it gets used.
- One person who can say yes. Someone who can advance a candidate without waiting for a Monday meeting.
Those asks aren’t a way to move blame. The report shows both sides of the week, our numbers and yours, which is how you find the real constraint instead of guessing at it.
A flat monthly fee is what lets every open role share the page, because no one here earns a placement fee. Contingency runs 20 to 30 percent of first-year salary, so a $120,000 role costs $24,000 at the low end, and the firm earns that by closing one hire. Reporting on the other open roles is work nobody’s paying for.
If fractional looks right on paper and you want to test it against your own hiring plan, schedule a 30-minute call with Discovered and we’ll run the numbers with you.
