Graduate Managers, Graduate Co-ordinators, Graduate Programs and indeed the entire Graduate Industry navigates through the course of a year according to what is generally a cyclical pattern. Those of you with experience that have been associated with Graduate Programs have been able to try or master the cyclical nature of the industry and gain some form of competitive advantage for your organisation. Those new to the industry will read on and gain a greater understanding of how the cyclical nature can be leveraged to gain some form of competitive advantage whilst also outlining a blueprint for your calendar year.

*A note must be made that whilst 75% of the industry would conform to this model, the  last 12 months and the global financial issues have caused some organisations to modify their schedules due to the graduate number reductions or freezes that may have been imposed on them in the first quarters of 2009. So whilst this model applies to the majority, some organisations may alter the timing or delivery according to their own needs.

So how does the Cycle begin?

Analysing and Preparing

Well to start, we will actually begin with the last quarter of any given year known as the 4th Quarter (October, November and December). This is a critical time to be analysing all of your Post Implementation data around how your program was delivered in the current year and also preparing for the calendar year ahead.

If your organisation is new to graduate programs, you obviously wouldn’t have this data so it is critical that you obtain industry data such as the Australian Association of Graduate Employers (AAGE) benchmarking survey data whilst also networking with graduate managers already running programs to build a business case for a graduate programs and to seek approval and backing from your key stakeholders.

You may have or even be able to attend the AAGE Annual Conference held in November of each year and network with 350 like minded people whilst also obtaining a broader education on the nature of the Graduate Industry.

QUARTERLY CHECKLIST: Things to Do and Ask?

*note that the order of items may be modified to suit your business needs

Fourth Quarter (October, November, December)

• Have you perform a post implementation review
• What existing information, data and reporting are available to analyse the delivery of this year’s program? (Cost of program, feedback from candidates and graduates, timing, application numbers, application numbers by state, university, gender, degree type to name a few)
• How does this compare to industry data?
• What are your competitors or the industry sector doing/experiencing?
• Which marketing initiatives worked? Which Universities provided the best pipeline of candidates that were converted to actual graduate offers
• Why were graduate offers rejected, what percentage were rejected?
• What is the data telling you and how can you make strategic decisions for your next campaign based on this data?
• Where can improvements be made for the following year in terms of delivery, timing, graduate opinion, cost and maximising the return on effort and investment?

By collecting and analysing this information you are able to gain an insight into what worked and what didn’t in terms of a graduate Program with the objective of making alterations moving forward.

• Are all of your Career Fairs booked?
• Have you organised information sessions?
• Which universities will you attend and why?
• Which Careers Services and Student Societies do you need to build relationships with?
• Have you booked your placement in the Graduate Career Publications (Unigrad or Graduate Opportunities)
• Have you had your strategy and budget endorsed?
• How many graduates does the business need and have they signed off?
• What does you branding and attraction strategy look like?
• Have you started your Campaign Artwork?
• Have you spoken to an advertising source or agency?
• What is your Graduate value proposition?
• Have you reviewed your Web strategy ?
• What does your online application form look like?(How long does it take to complete?)
• Have you streamlined your online applicant tracking/candidate management system?
• Do you have a system? (NGA, Page-Up , Taleo)

• What does your Induction and Development Program look like for those starting in 1st quarter and running through the year?

First Quarter (January, February, March)

• Is your campaign material ready (Brochures, web-cards, banners, stands, t-shirts, giveaways)
• Where will it be delivered?
• Is your website up and running? (when will you open Applications)
• Is your application ready and open?
• Have you started to plan your travel and accommodation logistics?
• Who will be representing you at Careers Fairs
• Are all aspects of your recruitment process and methodology seamlessly integrated into your online applicant tracking/candidate management system?
• Have you built your required reporting and metric requirements into your system and process?
• Have you aligned your selection methodology to a competency framework or job fit model?
• Have you briefed your business, key stakeholders and graduates about your campaign, their role, expectations, involvement and how they can promote and represent your graduate program and brand at all of the promotional opportunities?
• Have you created and distributed a “Guide” for your representatives in terms of careers fair and information session logistics (times, dates, what to wear) ?
• Are your representatives aware of the most commonly asked questions?
• Do they know your Graduate Value Proposition?
• Off to the Careers fairs you go – for some this may involve travelling Australia wide or into Asia Pacific!

• Don’t forget that you may also need to manage the expectations, induction and development of current graduates whilst going out to market to find new graduates!

Second Quarter (April, May, June)

• When do you finish promotions (usually after your last Career fair) and when will your applications close?
• Are you ready to begin your selection process (Application screening, Aptitude/Cognitive Psychometric Testing, Phone Screening, Assessment Centres, Personality Assessment, Behavioural Interviewing)
• Have you mapped out a timeline of events?
• How can you use existing graduates within your process to showcase your organisation, brand and their graduate experience?
• Who will be performing all of the administrative candidate and process management?
• Have you considered all of the involved logistics (travel, room bookings & catering)
• Have you notified required stakeholders?
• Have you provided stakeholders with Process Guides and Interview Guides?
• Who will be assessing candidates?
• Have they been provided with Assessment or Interviewing training?
• How will you manage candidate expectations and your brand especially if they are being rejected?
• How and when will you make offers?
• What contingency plan is in place for Graduates who reject your offer or take up someone else’s)

Third Quarter (July, August, September)

First thing when possible, take a breath or for some plan a holiday or you may feel like hiding by NOW!

• How will you engage with and keep candidates warm?
• How will you start to energise and integrate your new graduates into your organisation and provide them with interaction?
• Will graduate managers keep in touch with your new candidates over the next 6-9 months? How?
• Are you using online social media to build relationships between the new and your existing graduates?
• Have you got a Graduate Committee? What role can it play in on-boarding NEW graduates?
• Have you planned a pre induction workshop with NEW graduates?
• Have you started you post implementation review?
• What reporting and statistical information can you extrapolate to aid your Post Implementation Review and begin building a strategy for your next campaign?

So where to from here?

You guessed it!

Back to Fourth quarter and another intake which proves that the nature of Graduate Programs are very cyclical!

If you have any queries relating to any of the above requirements or are simply stressed about how you are going to deliver elements of your strategy, contact our team of experienced Fusion Graduate Consultants at info@fusiongms.com.au  or David Cvetkovski directly at davec@fusiongms.com.au