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Preparing for effective change management

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Mary Irvin

Change management is an essential component to the success of your implementation with any software. This resource provides a guide for how and when to communicate your migration to a new Applicant Tracking System, and to drive the conversation so your organization feels prepared to make this transition. In this article, you will also find helpful email templates to draw from when communicating your progress to the broader organization.

In this article

Internal kickoff questions

As you plan your change management approach, it is recommended that you hold an internal kickoff to document and discuss the following prompts. You will use your responses to more effectively drive implementation and communicate key decisions, and to populate some of the email templates listed below. 

 

 You may also wish to complete a self guided discovery and audit session to evaluate and define your Lever product success criteria, and to ensure you're using all Lever features valuable to your organization.

Please consider the following questions: 

Potential obstacles

  • Are there any potential roadblocks that may impact the project timeline? For example, are any stakeholders going to be out of office?
  • Are there major competing projects?
  • Have you blocked off time each week to complete your action items related to Lever?
  • Are there any hard deadlines you are going up against?

Your recruiting process

  • What issues or pain points are your team experiencing with your current ATS workflow? What aspect(s) of your recruitment process are currently going smoothly that you wish to continue?
  • What is your recruiting process? Are there opportunities to streamline or optimize certain areas?
  • What do your interviews look like by role and department? Do your panel or 'on-site' interviews vary by role or team?
  • Who are the owners for each role? How do recruiters, sourcers, recruiting coordinators and hiring managers interact with each other? Who is responsible for taking which actions for which candidates?
  • What kind of insights are you looking to get out of each interview?

Historical data

  • When does your contract end with your previous ATS?
  • How long will it take them to extract your data?
  • Which data fields do they provide? Does this include resume files?

Technical change management

  • Who manages your company’s career site? Is this resource internal or external? 
  • Are your IT resources internal or external? Have they been notified of this change, and will they be assisting with your email/calendar integration/partner integrations setup?

Analytics

  • Are there any recruiting benchmarks or metrics that you are working to improve?
  • Who are the primary stakeholders for talent analytics, and what are their reporting requirements?
  • What metrics do you report on on a regular basis?

Communication schedule and email templates

We recommend preparing a schedule when communicating change so that all stakeholders are looped in at the correct milestones. Here is a proposed communication schedule for each project stage based on Lever’s Implementation Services packages, as well as example email templates for each phase. Be sure to change the value propositions to what is most relevant to your internal team.

Accelerate Implementation

Accelerate or 'self guided' implementations are designed to be actioned quite quickly, so you may find yourself combining some of these templates into a single message (e.g. combining the Lever introduction email and end-user onboarding resources).

Project inception

Message schedule : As soon as you sign your Lever contract

This is the point at which you will introduce stakeholders, recruiters, and hiring managers to the implementation and the impending preparation activities, as well as distribute specific messages initiating the project. It is important to make sure your implementation project team has the right conversations about what they are hoping to achieve with their migration to Lever.

Initial email to all employees when you purchase Lever

Hello Team,

I want to share some exciting news! We are preparing to switch to Lever as our new applicant tracking system (ATS), and I wanted to send a quick note updating you on this change. Lever provides a contemporary and agile interface that helps us complete our core work of finding top talent while also providing an excellent candidate experience. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration, allowing all of us to hire faster and involve the right people.

Want to learn more? Check out this LeverTRM Overview video!

You will receive further training on Lever including how to refer people in your network, collaborate with your recruiting team, and submit interview feedback. We're really excited about upgrading our technology, and being able to provide the best in class recruiting tools to our organization. We plan to make the transition to Lever within the next {{X months}}, so please stay tuned for further communication.

Please let us know if you have any questions!

Best,

{{Recruiting Leader}}

P.S. Role-specific training can be accessed here:

To remind technical stakeholders of their involvement

Depending on who they stakeholders are, you may wish to send this as separate emails.

Hi Team,

As you’re already aware, {{Company}} is preparing to switch to Lever as our new applicant tracking system (ATS). Our implementation is already underway, and being one of our key technical stakeholders, we will need to pull you into the project in order to get everything across the finish line. You will receive additional communication on relevant changes to our hiring workflow, and how this will positively impact the broader organization, but we are really excited to put this in motion!

Here is what to expect from your involvement:

{{Stakeholder eg. IT Team, Web Developer}}

  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}
  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}

Please let me know if you have any questions about these project tasks, or if you’d like to discuss any of this in greater detail.

Best,

{{Recruiting Leader}}

Once configuration has been completed, send an update on progress

Hey Team,

The Recruiting team is making great progress in configuring our new Applicant Tracking System (ATS), Lever! As a reminder, Lever will be replacing {{old ATS name here}} as the tool we use to recruit candidates and manage the interview process.

Lever will solve the problems we've felt in the past:

  • {{insert pains here}}

Lever will also help us complete the core work of engaging candidates. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration which makes for a better candidate experience.

Currently we are wrapping up our sign off on workflows for all roles across the company, and will soon move to training sessions for each impacted role. In your role as a {{hiring manager/interviewer}} you will be most excited to hear that Lever will grant the following benefits:

  • {{insert relevant changes, ie. referral workflows, sample reports, interview feedback}}

We're really excited about upgrading our recruiting workflows and being able to provide the best in class recruiting tools to our organization.

Be on the lookout for training to begin the week of {{insert date}} and our official go-live on {{date}}.

Please let us know if you have any questions!

Thanks!

{{Recruiting Leader}}

Training

Message schedule: Week of launch

You will likely be conducting formal training for key end users like your recruiting team and hiring managers. When it comes to overall product adoption, it is important to attain buy-in. To do this, make sure they receive an invitation to any scheduled training, their Lever login resources, and any accompanying how-to resources they may find valuable. If you have a team of recruiters, you will likely be updating them of your progress on a regular cadence outside of this schedule, and you may also wish to involve them a bit sooner than hiring managers if any setup or configuration is required of them.

Communicating training schedule to end users (hiring managers)

Hi Team,

The week is here! We are officially giving you insight and access to our new recruiting tool! We will have training sessions to focus on your specific responsibilities, and we are offering {{x time slots}}, though we’ll be sure to send a recording afterwards in order to accommodate all schedules and planned vacation. Please keep in mind that attending the training, whether in person or by watching the recording, is mandatory! This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your hiring workflow will be significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant changes, ie. referral workflows, notes collaboration, sample reports, interview feedback}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to our career site launch. If you are eager to get started ahead of time take a look at the following:

Keep an eye out for those invites and remember to RSVP! We can't wait to officially launch!

Regards,

Your Recruiting Team

Communicating training schedule to end users (recruiters)

Hi Team,

It's finally here! We’ve been discussing our migration to Lever over the past several weeks, and it’s finally time to give you access and allow you some time in the tool before our launch. As a reminder, our Lever career site launch is scheduled for the week of {{insert date}}, so we’d also like to make sure your calendar is somewhat flexible around this date to allow you time to transition to our new ATS.

Our onboarding session is scheduled for {{insert training date}}, and we’ll be sure to send a recording after this takes place. This training is mandatory for our core team of recruiters. This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your workflow being significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant recruitment process changes, ie. creating job postings and requisitions, unified pipeline management, sourcing, scheduling interviews, etc.}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to this training session. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP!

Regards,

{{Recruiting Leader}}

Launch

Congratulations - you have made it to your Lever career site launch! You are likely very excited about this key milestone, so make sure every stakeholder understands why this is such a huge accomplishment for the organization, and moving forward, what to expect from their new ATS. You will want to remind everyone how to login and access Lever, where to turn for support, and link them to any internal knowledge bases your team has compiled.

Have this queued up to go out as soon as you make your career site live with Lever

Hi Team,

We have officially launched with Lever!

This would not have been possible without your dedication and engagement over the past few weeks. We have accomplished all that we set out to do, and then some!

Here's a full breakdown of what we accomplished as a team:

  • {{insert specific wins/drivers}}

As a reminder, there are a few best practices that pertain to you and your role specifically:

  • Interviewers - {{insert role-specific best practices}}
  • Hiring Managers - {{insert role-specific best practices}}
  • Recruiters - {{insert role-specific best practices}}
  • Senior Leaders - {{insert role-specific best practices}}

Be sure to bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Please let us know if you did not receive an invite to hire.lever.co. We will be tracking our continued success through weekly, monthly, and quarterly reports, and will keep all stakeholders in the loop. We would also like your feedback! Over the next few weeks we'll be sending optional invites for feedback sessions to ensure we are meeting everyone's needs.

We are already seeing improvements, and can't wait to continue transforming and elevating our approach. If you have any questions about your role or engagement, then please reach out to {{internal contact}}.

Thank you again! Congrats!

Your Recruiting Team

Post-launch

Message schedule: 1 month post-launch

A successful project does not end at the goal line. It extends beyond this point so you can appreciate your successes while also taking the time to identify opportunities for improvement. In order to ensure successful product adoption, you may wish to send some follow-up messaging to the members of your organization, as well as schedule some internal sessions for your team to get questions answered, and to share their feedback on the new processes. You may also wish to complete an internal audit of your migration to Lever so your ongoing and evolving needs are being met.

Reach out to the hiring team after launch to collect additional feedback

Hi Team,

I hope you are enjoying your first few weeks with Lever!

We have already heard a ton of positive feedback, including:

  • {{insert specific wins/positive feedback}}

Though we are already well on our way to optimizing {{Company}}’s talent pipeline and candidate experiences, we are sure there are plenty of other opportunities to meet your needs as a hiring team. With that, we’d like to remind you of the following scheduled feedback sessions:

  • {{insert session dates}}

We'll use this time to discuss your Lever experience so far, what you’re enjoying, as well as any pain points you and your team may be experiencing. We want to make sure everyone feels successful with this new tool, and the only way to do so is by making sure your voice gets heard!

Please be sure to sign up for one of these sessions. We’d love to have strong representation from all teams, so please chat internally and nominate at least one manager if not everyone is able to make it. You’re also welcome to send feedback directly to us by email, or we can arrange time outside of these sessions to discuss your feedback.

We really appreciate your involvement so far. If there is anything else we can do to support you, please let us know!

Best,

{{Recruiting Leader}}

P.S. Bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Accelerate Plus Implementation

Accelerate Plus implementations follow a strong methodology, but can also vary in a number of different ways. Lever might be your first ATS, or perhaps you are moving to Lever to appropriately scale your business. It could be that you are a small team, and your hiring managers need to contribute a bit more to talent management as a result. Whatever the scenario, it is important to secure your end user buy-in as soon as possible, so make sure your team is notified early and often on how Lever will change and enhance their workflow.

Project inception

Message schedule: 4-6 weeks before launch

This is the point at which you will introduce stakeholders, recruiters, and hiring managers to the implementation and the impending preparation activities, as well as distribute specific messages initiating the project. It is important to make sure your implementation project team has the right conversations about what they are hoping to achieve with their migration to Lever.

Initial email to all employees when you purchase Lever

Hello Team,

I want to share some exciting news! We are preparing to switch to Lever as our new applicant tracking system (ATS), and I wanted to send a quick note updating you on this change. Lever provides a contemporary and agile interface that helps us complete our core work of finding top talent while also providing an excellent candidate experience. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration, allowing all of us to hire faster and involve the right people.

Want to learn more? Check out this LeverTRM Overview video!

You will receive further training on Lever including how to refer people in your network, collaborate with your recruiting team, and submit interview feedback. We're really excited about upgrading our technology, and being able to provide the best in class recruiting tools to our organization. We plan to make the transition to Lever within the next {{X months}}, so please stay tuned for further communication.

Please let us know if you have any questions!

Best,

{{Recruiting Leader}}

P.S. Role-specific training can be accessed here:

To remind technical stakeholders of their involvement

Depending on who these stakeholders are, you may wish to send this as separate emails.

Hi Team,

As you're already aware, {{Company}} is preparing to switch to Lever as our new applicant tracking system (ATS). Our implementation is already underway, and being one of our key technical stakeholders, we will need to pull you into the project in order to get everything across the finish line. You will receive additional communication on relevant changes to our hiring workflow, and how this will positively impact the broader organization, but we are really excited to put this in motion!

Here is what to expect from your involvement:

{{Stakeholder, e.g. IT team, web developer}}

  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}
  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}

Please let me know if you have any questions about these project tasks, or if you’d like to discuss any of this in greater detail.

Best,

{{Recruiting Leader}}

Pre-launch

Message schedule: 2-3 weeks before launch

The “pre-launch” phase will begin once initial configuration is complete. At this point we recommend sending an update on progress so the team is aware of any relevant dates (i.e. tentative training schedule, launch dates, etc.), and the migration to Lever remains top of mind.

Once configuration has been completed, send an update on progress

Hey Team,

The Recruiting team is making great progress in configuring our new Applicant Tracking System (ATS), Lever! As a reminder, Lever will be replacing {{old ATS name here}} as the tool we use to recruit candidates and manage the interview process.

Lever will solve the problems we've felt in the past:

  • {{insert pains here}}

Lever will also help us complete the core work of engaging candidates. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration which makes for a better candidate experience.

Currently we are wrapping up our sign off on workflows for all roles across the company, and will soon move to training sessions for each impacted role. In your role as a {{hiring manager/interviewer}} you will be most excited to hear that Lever will grant the following benefits:

  • {{insert relevant changes, i.e. referral workflows, sample reports, interview feedback}}

We're really excited about upgrading our recruiting workflows and being able to provide the best in class recruiting tools to our organization.

Be on the lookout for training to begin the week of {{insert date}} and our official go-live on {{date}}.

Please let us know if you have any questions!

Thanks!

{{Recruiting Leader}}

Training

Message schedule: 1-2 weeks before launch

You will likely be conducting formal training for key end users like your recruiting team and hiring managers. When it comes to overall product adoption, it is important to attain buy-in. To do this, make sure they receive an invitation to any scheduled training, their Lever login resources, and any accompanying how-to resources they may find valuable. If you have a team of recruiters, you will likely be updating them of your progress on a regular cadence outside of this schedule, and you may also wish to involve them a bit sooner than hiring managers if any setup or configuration is required of them.

Communicating training schedule to end users (hiring managers)

Hi Team,

The week is here! We are officially giving you insight and access to our new recruiting tool! We will have training sessions to focus on your specific responsibilities, and we are offering {{x time slots}}, though we’ll be sure to send a recording afterwards in order to accommodate all schedules and planned vacation. Please keep in mind that attending the training, whether in person or by watching the recording, is mandatory! This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your hiring workflow will be significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert relevant changes, i.e. referral workflows, sample reports, interview feedback}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to our career site launch. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP! We can't wait to officially launch!

Regards,

You Recruiting Team

Communicating training schedule to end users (recruiters)

Hi Team,

It's finally here! We’ve been discussing our migration to Lever over the past several weeks, and it’s finally time to give you access and allow you some time in the tool before our launch. As a reminder, our Lever career site launch is scheduled for the week of {{insert date}}, so we’d also like to make sure your calendar is somewhat flexible around this date to allow you time to transition to our new ATS.

Our onboarding session is scheduled for {{insert training date}}, and we’ll be sure to send a recording after this takes place. This training is mandatory for our core team of recruiters. This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your workflow being significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant recruitment process changes, i.e. creating job postings and requisitions, unified pipeline management, sourcing, scheduling interviews, etc.}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to this training session. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP!

Regards,

{{Recruiting Leader}}

Launch

Congratulations - you have made it to your Lever career site launch! You are likely very excited about this key milestone, so make sure every stakeholder understands why this is such a huge accomplishment for the organization, and moving forward, what to expect from their new ATS. You will want to remind everyone how to login and access Lever, where to turn for support, and link them to any internal knowledge bases your team has compiled.

Have this queued up to go out as soon as you make your career site live with Lever

Hi Team,

We have officially launched with Lever!

This would not have been possible without your dedication and engagement over the past few weeks. We have accomplished all that we set out to do, and then some!

Here's a full breakdown of what we accomplished as a team:

  • {{insert specific wins/drivers}}

As a reminder, there are a few best practices that pertain to you and your role specifically:

  • Interviewers - {{insert role-specific best practices}}
  • Hiring Managers - {{insert role-specific best practices}}
  • Recruiters - {{insert role-specific best practices}}
  • Senior Leaders - {{insert role-specific best practices}}

Be sure to bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Please let us know if you did not receive an invite to hire.lever.co. We will be tracking our continued success through weekly, monthly, and quarterly reports, and will keep all stakeholders in the loop. We would also like your feedback! Over the next few weeks we'll be sending optional invites for feedback sessions to ensure we are meeting everyone's needs.

We are already seeing improvements, and can't wait to continue transforming and elevating our approach. If you have any questions about your role or engagement, then please reach out to {{internal contact}}.

Thank you again! Congrats!

Your Recruiting Team

Post-launch

Message schedule: 1 month post-launch

A successful project does not end at the goal line. It extends beyond this point so you can appreciate your successes while also taking the time to identify opportunities for improvement. In order to ensure successful product adoption, you may wish to send some follow-up messaging to the members of your organization, as well as schedule some internal sessions for your team to get questions answered, and to share their feedback on the new processes. You may also wish to complete an internal audit of your migration to Lever so your ongoing and evolving needs are being met.

Reach out to the hiring team after launch to collect additional feedback

Hi Team,

I hope you are enjoying your first few weeks with Lever!

We have already heard a ton of positive feedback, including:

  • {{insert specific wins/positive feedback}}

Though we are already well on our way to optimizing {{Company}}’s talent pipeline and candidate experiences, we are sure there are plenty of other opportunities to meet your needs as a hiring team. With that, we’d like to remind you of the following scheduled feedback sessions:

  • {{insert session dates}}

We'll use this time to discuss your Lever experience so far, what you’re enjoying, as well as any pain points you and your team may be experiencing. We want to make sure everyone feels successful with this new tool, and the only way to do so is by making sure your voice gets heard!

Please be sure to sign up for one of these sessions. We’d love to have strong representation from all teams, so please chat internally and nominate at least one manager if not everyone is able to make it. You’re also welcome to send feedback directly to us by email, or we can arrange time outside of these sessions to discuss your feedback.

We really appreciate your involvement so far. If there is anything else we can do to support you, please let us know!

Best,

{{Recruiting Leader}}

P.S. bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Launch Implementation

Launch implementations typically suggest a higher level of business maturity and complexity. Your organization may be working through multiple, concurrent projects so it is important to make sure all stakeholders are aligned on your business drivers and goals, as well as their involvement with your Lever implementation as soon as possible to avoid any timeline delays.

Project inception

Message schedule: 8-12 weeks before launch

This is the point at which you will introduce stakeholders, recruiters, and hiring managers to the implementation and the impending preparation activities, as well as distribute specific messages initiating the project. It is important to make sure your implementation project team has the right conversations about what they are hoping to achieve with their migration to Lever.

Initial email to all employees when you purchase Lever

Hello Team,

I want to share some exciting news! We are preparing to switch to Lever as our new applicant tracking system (ATS), and I wanted to send a quick note updating you on this change. Lever provides a contemporary and agile interface that helps us complete our core work of finding top talent while also providing an excellent candidate experience. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration, allowing all of us to hire faster and involve the right people.

Want to learn more? Check out this LeverTRM Overview video!

You will receive further training on Lever including how to refer people in your network, collaborate with your recruiting team, and submit interview feedback. We're really excited about upgrading our technology, and being able to provide the best in class recruiting tools to our organization. We plan to make the transition to Lever within the next {{X months}}, so please stay tuned for further communication.

Please let us know if you have any questions!

Best

{{Recruiting Leader}}

P.S. Role-specific training can be accessed here:

To remind technical stakeholders of their involvement

Depending on who these stakeholders are, you may wish to send this as separate emails.

Hi Team,

As you're already aware, {{Company}} is preparing to switch to Lever as our new applicant tracking system (ATS). Our implementation is already underway, and being one of our key technical stakeholders, we will need to pull you into the project in order to get everything across the finish line. You will receive additional communication on relevant changes to our hiring workflow, and how this will positively impact the broader organization, but we are really excited to put this in motion!

Here is what to expect from your involvement:

{{Stakeholder, e.g. IT team, web developer}}

  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}
  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}

Please let me know if you have any questions about these project tasks, or if you’d like to discuss any of this in greater detail.

Best,

{{Recruiting Leader}}

Pre-launch

Message schedule: 3-4 weeks before launch

The “pre-launch” phase will begin once initial configuration is complete. At this point we recommend sending an update on progress so the team is aware of any relevant dates (i.e. tentative training schedule, launch dates, etc.), and the migration to Lever remains top of mind.

Once configuration has been completed, send an update on progress

Hey Team,

The Recruiting team is making great progress in configuring our new Applicant Tracking System (ATS), Lever! As a reminder, Lever will be replacing {{old ATS name here}} as the tool we use to recruit candidates and manage the interview process.

Lever will solve the problems we've felt in the past:

  • {{insert pains here}}

Lever will also help us complete the core work of engaging candidates. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration which makes for a better candidate experience.

Currently we are wrapping up our sign off on workflows for all roles across the company, and will soon move to training sessions for each impacted role. In your role as a {{hiring manager/interviewer}} you will be most excited to hear that Lever will grant the following benefits:

  • {{insert relevant changes, i.e. referral workflows, sample reports, interview feedback}}

We're really excited about upgrading our recruiting workflows and being able to provide the best in class recruiting tools to our organization.

Be on the lookout for training to begin the week of {{insert date}} and our official go-live on {{date}}.

Please let us know if you have any questions!

Thanks,

{{Recruiting Leader}}

Training

Message schedule: 2-3 weeks before launch

You will likely be conducting formal training for key end users like your recruiting team and hiring managers. When it comes to overall product adoption, it is important to attain buy-in. To do this, make sure they receive an invitation to any scheduled training, their Lever login resources, and any accompanying how-to resources they may find valuable. If you have a team of recruiters, you will likely be updating them of your progress on a regular cadence outside of this schedule, and you may also wish to involve them a bit sooner than hiring managers if any setup or configuration is required of them.

Communicating training schedule to end users (hiring managers)

Hi Team,

The week is here! We are officially giving you insight and access to our new recruiting tool! We will have training sessions to focus on your specific responsibilities, and we are offering {{x time slots}}, though we’ll be sure to send a recording afterwards in order to accommodate all schedules and planned vacation. Please keep in mind that attending the training, whether in person or by watching the recording, is mandatory! This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your hiring workflow will be significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant changes, ie. referral workflows, notes collaboration, sample reports, interview feedback}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to our career site launch. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP! We can't wait to officially launch!

Regards,

Your Recruiting Team

Communicating training schedule to end users (recruiters)

Hi Team,

It's finally here! We’ve been discussing our migration to Lever over the past several weeks, and it’s finally time to give you access and allow you some time in the tool before our launch. As a reminder, our Lever career site launch is scheduled for the week of {{insert date}}, so we’d also like to make sure your calendar is somewhat flexible around this date to allow you time to transition to our new ATS.

Our onboarding session is scheduled for {{insert training date}}, and we’ll be sure to send a recording after this takes place. This training is mandatory for our core team of recruiters. This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your workflow being significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant recruitment process changes, ie. creating job postings and requisitions, unified pipeline management, sourcing, scheduling interviews, etc.}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to this training session. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP!

Regards,

{{Recruiting Leader}}

Launch

Congratulations - you have made it to your Lever career site launch! You are likely very excited about this key milestone, so make sure every stakeholder understands why this is such a huge accomplishment for the organization, and moving forward, what to expect from their new ATS. You will want to remind everyone how to login and access Lever, where to turn for support, and link them to any internal knowledge bases your team has compiled.

Have this queued up to go out as soon as you make your career site live with Lever

Hi Team,

We have officially launched with Lever!

This would not have been possible without your dedication and engagement over the past few weeks. We have accomplished all that we set out to do, and then some!

Here's a full breakdown of what we accomplished as a team:

  • {{insert specific wins/drivers}}

As a reminder, there are a few best practices that pertain to you and your role specifically:

  • Interviewers - {{insert role-specific best practices}}
  • Hiring Managers - {{insert role-specific best practices}}
  • Recruiters - {{insert role-specific best practices}}
  • Senior Leaders - {{insert role-specific best practices}}

Be sure to bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Please let us know if you did not receive an invite to hire.lever.co. We will be tracking our continued success through weekly, monthly, and quarterly reports, and will keep all stakeholders in the loop. We would also like your feedback! Over the next few weeks we'll be sending optional invites for feedback sessions to ensure we are meeting everyone's needs.

We are already seeing improvements, and can't wait to continue transforming and elevating our approach. If you have any questions about your role or engagement, then please reach out to {{internal contact}}.

Thank you again! Congrats!

Your Recruiting Team

Post-launch

Message schedule: 2 months post-launch

A successful project does not end at the goal line. It extends beyond this point so you can appreciate your successes while also taking the time to identify opportunities for improvement. In order to ensure successful product adoption, you may wish to send some follow-up messaging to the members of your organization, as well as schedule some internal sessions for your team to get questions answered, and to share their feedback on the new processes. You may also wish to complete an internal audit of your migration to Lever so your ongoing and evolving needs are being met.

Reach out to the hiring team after launch to collect additional feedback

Hi Team,

I hop you are enjoying your first few weeks with Lever!

We have already heard a ton of positive feedback, including:

  • {{insert specific wins/positive feedback}}

Though we are already well on our way to optimizing {{Company}}’s talent pipeline and candidate experiences, we are sure there are plenty of other opportunities to meet your needs as a hiring team. With that, we’d like to remind you of the following scheduled feedback sessions: 

  • {{insert session dates}}

We'll use this time to discuss your Lever experience so far, what you’re enjoying, as well as any pain points you and your team may be experiencing. We want to make sure everyone feels successful with this new tool, and the only way to do so is by making sure your voice gets heard!

Please be sure to sign up for one of these sessions. We’d love to have strong representation from all teams, so please chat internally and nominate at least one manager if not everyone is able to make it. You’re also welcome to send feedback directly to us by email, or we can arrange time outside of these sessions to discuss your feedback.

We really appreciate your involvement so far. If there is anything else we can do to support you, please let us know!

Best,

{{Recruiting Leader}}

P.S. bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Launch Plus Implementation

Based on the scale and complexity of Premium implementations you may wish to add additional messaging, or break some of these down into separate messages so they are more relevant to your functional areas or business units.

Project inception

Message schedule: 14-10 weeks before launch

This is the point at which you will introduce stakeholders, recruiters, and hiring managers to the implementation and the impending preparation activities, as well as distribute specific messages initiating the project. It is important to make sure your implementation project team has the right conversations about what they are hoping to achieve with their migration to Lever.

Initial email to all employees when you purchase Lever

Hello Team,

I want to share some exciting news! We are preparing to switch to Lever as our new applicant tracking system (ATS), and I wanted to send a quick note updating you on this change. Lever provides a contemporary and agile interface that helps us complete our core work of finding top talent while also providing an excellent candidate experience. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration, allowing all of us to hire faster and involve the right people.

Want to learn more? Check out this LeverTRM Overview video!

You will receive further training on Lever including how to refer people in your network, collaborate with your recruiting team, and submit interview feedback. We're really excited about upgrading our technology, and being able to provide the best in class recruiting tools to our organization. We plan to make the transition to Lever within the next {{X months}}, so please stay tuned for further communication.

Please let us know if you have any questions!

Best,

{{Recruiting Leader}}

P.S. Role-specific training can be accessed here:

To remind technical stakeholders of their involvement

Depending on who these stakeholders are you may wish to send this as separate emails.

Hi Team,

As you're already aware, {{Company}} is preparing to switch to Lever as our new applicant tracking system (ATS). Our implementation is already underway, and being one of our key technical stakeholders, we will need to pull you into the project in order to get everything across the finish line. You will receive additional communication on relevant changes to our hiring workflow, and how this will positively impact the broader organization, but we are really excited to put this in motion!

Here is what to expect from your involvement:

{{Stakeholder, i.e. IT team, web developer}}

  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}
  • {{insert task they will responsible for and summarize why it is important to the project goals}}
    • {{Due date for task}}

Please let me know if you have any questions about these project tasks, or if you’d like to discuss any of this in greater detail.

Best,

{{Recruiting Leader}}

Pre-launch

Message schedule: 5-6 weeks before launch

The “pre-launch” phase will begin once initial configuration is complete. At this point we recommend sending an update on progress so the team is aware of any relevant dates (i.e. tentative training schedule, launch dates, etc.), and the migration to Lever remains top of mind.

Once configuration has been completed, send an update on progress

Hey Team,

The Recruiting team is making great progress in configuring our new Applicant Tracking System (ATS), Lever! As a reminder, Lever will be replacing {{old ATS name here}} as the tool we use to recruit candidates and manage the interview process.

Lever will solve the problems we've felt in the past:

  • {{insert pains here}}

Lever will also help us complete the core work of engaging candidates. This is especially important for all {{Company}} employees, as Lever allows for deeper internal collaboration which makes for a better candidate experience.

Currently we are wrapping up our sign off on workflows for all roles across the company, and will soon move to training sessions for each impacted role. In your role as a {{hiring manager/interviewer}} you will be most excited to hear that Lever will grant the following benefits:

  • {{insert relevant changes, ie. referral workflows, sample reports, interview feedback}}

We're really excited about upgrading our recruiting workflows and being able to provide the best in class recruiting tools to our organization.

Be on the lookout for training to begin the week of {{insert date}} and our official go-live on {{date}}.

Please let us know if you have any questions!

Thanks!

{{Recruiting Leader}}

Training

Message schedule: 3-4 weeks before launch

You will likely be conducting formal training for key end users like your recruiting team and hiring managers. When it comes to overall product adoption, it is important to attain buy-in. To do this, make sure they receive an invitation to any scheduled training, their Lever login resources, and any accompanying how-to resources they may find valuable. If you have a team of recruiters, you will likely be updating them of your progress on a regular cadence outside of this schedule, and you may also wish to involve them a bit sooner than hiring managers if any setup or configuration is required of them.

Communicating training schedule to end users (hiring managers)

Hi Team,

The week is here! We are officially giving you insight and access to our new recruiting tool! We will have training sessions to focus on your specific responsibilities, and we are offering {{x time slots}}, though we’ll be sure to send a recording afterwards in order to accommodate all schedules and planned vacation. Please keep in mind that attending the training, whether in person or by watching the recording, is mandatory! This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your hiring workflow will be significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant changes, ie. referral workflows, notes collaboration, sample reports, interview feedback}}

Please keep an eye out for your invite to Lever - we will be sending these out in the lead-up to our career site launch. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP! We can't wait to officially launch!

Regards,

Your Recruiting Team

Communicating training schedule to end users (recruiters)

Hi Team,

It's finally here! We’ve been discussing our migration to Lever over the past several weeks, and it’s finally time to give you access and allow you some time in the tool before our launch. As a reminder, our Lever career site launch is scheduled for the week of {{insert date}}, so we’d also like to make sure your calendar is somewhat flexible around this date to allow you time to transition to our new ATS.

Our onboarding session is scheduled for {{insert training date}}, and we’ll be sure to send a recording after this takes place. This training is mandatory for our core team of recruiters. This is a major change from what we've been doing to date, and your participation in each training is crucial.

As we mentioned earlier, we anticipate your workflow being significantly changed for the better. Here are some key pieces we are excited to share:

  • {{insert a reminder of relevant recruitment process changes, ie. creating job postings and requisitions, unified pipeline management, sourcing, scheduling interviews, etc.}}

Please keep an eye out for your invite to Lever - we will be sending these out in the leadup to this training session. If you are eager to get started ahead of time take a look at the following resources:

Keep an eye out for those invites and remember to RSVP!

Regards,

{{Recruiting Leader}}

Launch

Congratulations - you have made it to your Lever career site launch! You are likely very excited about this key milestone, so make sure every stakeholder understands why this is such a huge accomplishment for the organization, and moving forward, what to expect from their new ATS. You will want to remind everyone how to login and access Lever, where to turn for support, and link them to any internal knowledge bases your team has compiled.

Have this queued up to go out as soon as you make your career site live with Lever

Hi Team,

We have officially launched with Lever!

This would not have been possible without your dedication and engagement over the past few weeks. We have accomplished all that we set out to do, and then some!

Here's a full breakdown of what we accomplished as a team:

  • {{insert specific wins/drivers}}

As a reminder, there are a few best practices that pertain to you and your role specifically:

  • Interviewers - {{insert role-specific best practices}}
  • Hiring Managers - {{insert role-specific best practices}}
  • Recruiters - {{insert role-specific best practices}}
  • Senior Leaders - {{insert role-specific best practices}}

Be sure to bookmark or save the following resources for easy access as you roll out the Lever system to your team:

Please let us know if you did not receive an invite to hire.lever.co. We will be tracking our continued success through weekly, monthly, and quarterly reports, and will keep all stakeholders in the loop. We would also like your feedback! Over the next few weeks we'll be sending optional invites for feedback sessions to ensure we are meeting everyone's needs.

We are already seeing improvements, and can't wait to continue transforming and elevating our approach. If you have any questions about your role or engagement, then please reach out to {{internal contact}}.

Thank you again! Congrats!

Your Recruiting Team

Post-launch

Message schedule: 2 months post launch

A successful project does not end at the goal line. It extends beyond this point so you can appreciate your successes while also taking the time to identify opportunities for improvement. In order to ensure successful product adoption, you may wish to send some follow-up messaging to the members of your organization, as well as schedule some internal sessions for your team to get questions answered, and to share their feedback on the new processes. You may also wish to complete an internal audit of your migration to Lever so your ongoing and evolving needs are being met.

Reach out to the hiring team after launch to collect additional feedback

Hi Team,

I hope you are enjoying your first few weeks with Lever!

We have already heard a ton of positive feedback, including:

  • {{insert specific wins/positive feedback}}

Though we are already well on our way to optimizing {{Company}}’s talent pipeline and candidate experiences, we are sure there are plenty of other opportunities to meet your needs as a hiring team. With that, we’d like to remind you of the following scheduled feedback sessions:

  • {{insert session dates}}

We'll use this time to discuss your Lever experience so far, what you’re enjoying, as well as any pain points you and your team may be experiencing. We want to make sure everyone feels successful with this new tool, and the only way to do so is by making sure your voice gets heard!

Please be sure to sign up for one of these sessions. We’d love to have strong representation from all teams, so please chat internally and nominate at least one manager if not everyone is able to make it. You’re also welcome to send feedback directly to us by email, or we can arrange time outside of these sessions to discuss your feedback.

We really appreciate your involvement so far. If there is anything else we can do to support you, please let us know!

Best,

{{Recruiting Leader}}

P.S. bookmark or save the following resources for easy access as you roll out the Lever system to your team:

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