1) Unclear role profile
Problem: A broad description (“general worker,” “language – an advantage”) leads to non-comparable candidates and slows decisions.
How to prevent it (framework):
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Must-have requirements (3–5 points): skills, experience, certificates.
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Nice-to-have requirements (up to 3 points): helpful but not blocking.
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Language & level: be specific (e.g., A2/B1) and add a short scenario of when it’s used.
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Conditions: shifts, physical load, environment, location.
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Package: pay, housing/meals, transport, equipment.
Mini-template:
Role: … | Headcount: … | Start: …
Must-have: … | Nice-to-have: …
Language: … (level …) | Certificates: …
Conditions: … | Package: …
2) Documents started too late
Problem: You wait for a final shortlist, and visas/work permits then start far too late.
Quick fix: Parallel streams — recruitment and paperwork run simultaneously for approved candidates.
Practice:
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Launch invitations/powers of attorney immediately after first approvals.
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Plan a 2–3 week buffer for corrections.
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Work from a country/role checklist (what, who, by when).
3) No reserve candidates
Problem: Last-minute withdrawals leave empty shifts.
Quick fix: Maintain a reserve group of 10–15% of the required headcount.
Practice:
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Same requirements, interview passed, informed they’re on reserve.
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Brief weekly touch-point and clearly stated start windows.
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Transparent communication and an offer for the next project if not activated.
4) Unprepared arrival and first week
Problem: Tickets exist, but there’s no meet-and-greet; housing isn’t ready; first shifts are chaotic.
Quick fix: A logistics plan + an onboarding plan.
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Arrival: group transfer, meet-and-greet, rooms “ready to move in,” local contact.
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Onboarding (first 7 days): mentor, bilingual instructions (rules, safety, software), scheduled training blocks.
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Progress check: a short meeting on day 3–5 to catch early signals.
Budget tip: Reserve housing/transport on option with a confirmation window — lower risk and cost.
5) Communication without a shared tracker
Problem: Emails, chats, and calls with no single source of truth.
Quick fix: A shared board/table and an SLA for responses.
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Columns: Recruitment → Approved → Documents → Visas/Permits → Arrival → Onboarding.
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Fields: name, role, next step, owner, deadline, risk/blocker.
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SLA: responses to key topics within 4 business hours; escalate on delays.
Pre-start checklist:
- Role profile is clear and measurable.
- Documents start in parallel with recruitment.
- Reserve group of 10–15% is active and informed.
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Logistics reserved on option and local contact assigned.
- Onboarding plan (7 days), mentors, instructions ready.
- Single tracker in place and SLA for responses
How we help
We handle the entire process end-to-end — recruitment, documents, arrival, and onboarding — with realistic timelines, a reserve group, and a transparent status tracker, so the risks above don’t show up.
Need a concrete plan for your team? Send us a brief request and we’ll return a timeline and next steps.
