Frequently Asked Questions

What problems does KPI Manager solve?

  • Poor KPI productivity and reporting.
  • Weak sales and revenue performance
  • Unmotivated Staff
  • Negative office morale
  • Poor Teamwork
  • Poor “Transparency” between Managers and staff and staff with their fellow coworkers. E.g. What recruiters are doing every day and what management or coworkers are able to observe.

What are the “features” of KPI Manager?

  • Campaign Set Up Page
  • Timeline / Activity Page
  • Leader Board
  • “Rewards” Draw Podium Animation
  • Easy to use, fast to set up.
  • Incentivize increased KPI results, sharing of information, team work and transparency in a proactive, positive "game-ified" environment.

Why would I buy KPI Manager?

Is your company working at maximum efficiency and productivity? What increase in annual revenue (and profits) would occur if your KPI increased by 10%?, 25%?, 50%?, 100%? A typical recruitment placement with a client will generate approximately 10,000 USD – 30,000 USD. The cost of KPI Manager is a small fraction of this.

Why was KPI Manager created?

From hundreds of interviews with Recruitment owners and Team managers, we heard the same issues and pain points over and over.

  • “I hire a new recruiter, train them, and then they don’t perform. I have to let them go. This wastes time and money, and hurts overall company morale”.
  • ”I have trouble motivating my staff to be productive each day”
  • “My recruiters are not hitting their revenue goals”
  • “Its hard to get my recruiters to be more active, aggressive, and productive”
  • ”My recruiters don’t work well as a team”
  • “I don’t have time to monitor what all my recruiters are doing each day”
  • “I spend too much time “nagging” my recruiters to enter their KPI into the database”
  • “My recruiters complain they don’t like our CRM/ATS system because it’s a waste of time “We don’t like our CRM/ATS system, but don’t want to (or can’t) switch to a new one”
Comments like these were so common that we developed KPI Manager to help eliminate or mitigate these problems.

What are the “benefits” of KPI Manager?

  • KPI Manager is a proactive and “positive” way to improve KPI results
  • Through Gamification KPI Manager creates a fun and positive framework to get more essential tasks completed through incentives and rewards.
  • Get Better Results Completing Key performance Indicators. “Performance management” will be easier and more time efficient.
  • Better Transparency– As a manager you will be able to ‘See what’s happening” live as it happens rather than having to always ask your recruiters what they are doing and what they have completed each hour or day.
  • Better Teamwork: recruiters can “see” what each other are completing and then be able to react and work together more quickly and efficiently.
  • KPI Manager helps Build a “Culture of Success”. KPI Manager incentivizes a more active and productive sales team. In doing so it will increase goal achievement, revenue, and recruiter earnings. This will produce a forward momentum. Improved staff morale as co workers can challenge each other and compete for weekly rewards.
  • Better teamwork leads to better morale, more successful recruiters, and lower turnover.
  • Facilitates “Remote work” and offshore teams connecting with your main offices.

Is KPI Manager a CRM? Or Database?

No, KPI Manager is a “stand-alone” supplement to your existing CRM, Database and recruitment tools.

Is KPI Manager supposed to replace my CRM or Database?

No, KPI Manager is a “stand-alone” supplement to your existing CRM, Database and recruitment tools.

Does KPI Manager “integrate” with my CRM, Database, or other software?

No, KPI Manager is a “stand-alone” supplement to your existing CRM, Database and recruitment tools. KPI Manager is “System Agnostic”, it can be used alongside any CRM/ATS system. No integration is required.

Does KPI Manager operate continuously?

It can be used continuously for example a campaign could start and stop every month throughout the year. Alternatively it could be “turned on and off” as needed for specific periods of time. This is up to the needs and business processes of the client. Some clients may wish to only use KPI once per month or once per quarter. Campaigns can be any length of time you wish.

Is there a mobile version?

KPI Manager can be used on desktop or Mobile.

What is a Key Performance Indicator (KPI)?

A Key Performance Indicator is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs at multiple levels to evaluate their success at reaching targets. High-level KPIs may focus on the overall performance of the business, while low-level KPIs may focus on processes in departments such as sales, marketing, HR, support and others.

How do you define a KPI?

Defining key performance indicators can be tricky business. The operative word in KPI is “key” because every KPI should related to a specific business outcome with a performance measure. KPIs are often confused with business metrics. Although often used in the same spirit, KPIs need to be defined according to critical or core business objectives. Follow these steps when defining a KPI:

  • What is your desired outcome?
  • Why does this outcome matter?
  • How are you going to measure progress?
  • How can you influence the outcome?
  • Who is responsible for the business outcome?
  • How will you know you’ve achieved your outcome?
  • How often will you review progress towards the outcome?
With Recruitment agencies, the goal is to get a candidate hired with a client and therefore earn a “recruitment fee”. To do so, there are many smaller tasks and sub tasks to achieve this. Making a phone call is an example of a “sub task” leading to a KPI of “Interviewing a candidate” At a recruitment agency a KPI could be defined as:
  • “Interviewing a new candidate (New Candidate Met)”
  • “Scheduling a new client meeting (Client Meeting)”
  • “Sending a candidate to a client (Sendout)”
  • “Scheduling an Interview (Candidate / Client Interview)”
  • “Refreshed Candidate Profile (Data Updated for an old Database Candidate)
Or however else you would like to measure productivity.

How do I set up KPI Manager and get started?

You can be up and running with your first campaign within 5 minutes

  1. Click the link sent to you.
  2. Add your Name and Email Address.
  3. Add a Campaign Name, Start & End Date.
  4. Choose your “Key Performance Indicators (KPI)” and “Point rewards” for each completed KPI.
  5. Choose your “Rewards”
  6. Invite your Recruiters “Participants”

How do I choose the KPI?

You can choose any KPI you wish and whatever number….Some examples that are common to the industry: Client Meeting, New Candidate Interviewed , Resume Sent to Client, Candidate Client Interview Confirmed, Candidate Data “Refreshed” in the database, Signed Fee Agreement. This is entirely up to the goals and priorities of each organization.

What do you mean by “Campaign”?

In a sales environment the term “Campaign” can be defined as a “set period of time to achieve specific goals with extra effort and focus”. Many companies will have seasonal “Campaigns” to power up the business. As a simple example a recruitment firm may decide that for the month of January they will have a “Client Development Campaign” to kickstart the new year. They would then measure “Scheduled Client meetings” for the period of January 1 to January 31st.

How many KPI should I have in a single campaign?

This is entirely up to you. You can choose anywhere from one KPI to five, six, seven, or more. Some campaigns may focus on only one KPI such as “client meetings” or “Candidate Interviews”. Alternatively, you could have a more balanced number of 5-7 KPI. That allow different recruiters to complete different KPI according to their individual priorities yet allow them to all compete in the same campaign.

How long should the “campaign” be?

This is entirely up to you. A suggested length might be from Monday to Friday of a particular week. The campaigns could be repeated every week continuously, or for a certain period of time. Monthly campaigns may also be popular example from the 1st of a particular to the 31st. Or even very short campaigns of 2-3 days to focus on specific tasks.

At what exact time does the campaign end on the final day?

You can set the time as you wish. 5 p.m. is the default. Ideally the campaign will end and there is then time to announce winners and give out rewards. This is also a good time to review the campaign results and achievements.

Why are there ‘Points”? How does the affect the winners?

Points allow managers to allocate different “weights of importance” for each KPI. For example a client meeting might be more of a priority than developing a new candidate. In this situation, the manager may decide to award 2 points for a client meeting yet only 1 point to develop a new candidate. Both KPI are important, but the manager has decided that client meetings are more important.

Each “point” earned increases the probability of the participant winning rewards at the end of the campaign.

Why is there some “luck” in the reward winner selection? Is it true that even if a person had only a few points, they could still win.

Participants in KPI Manager are incentivized to earn “points” to increase the probability that they will win a reward. However, we wanted to give all players a chance to win at the end of the campaign to increase interest and enthusiasm. Some staff will not be working every day of the campaign and therefore be unable to reach the top of the leaderboard, yet the game still gives them a chance to win despite having earned fewer points.

Can a participant win more than one reward in a specific campaign?

No, once a participant wins a reward they are then removed from subsequent draws, so they can only win at most “1 reward” for each campaign.

How do I decide how many “points” should be earned for each KPI?

This is purely subjective. Different KPI can be rewarded more points based on their relative importance in the assessment of campaign manager. In terms of the game, the goal is to maximize the number of “points” during the campaign to increase your chance of winning. So for example you could decide a “Client Meeting” is twice as valuable as a “Resume send out” and therefore grant 2 point for each client meeting and 1 point for each resume send out. The choice of relative weightings of points is yours.

Why are there rewards? Do I need them?

Rewards will incentive enthusiasm for the game and create a fun, positive way to drive company productivity.

What "Rewards" should I choose?

Some suggestions: Movie Tickets, Amazon Gift Certificate, Dinner for two. Something people would value but it does not have to be a huge monetary value. You could also choose “non-monetary” rewards like a Trophy they get to keep, a day off from work, or other ideas that would interest your staff.

What dollar value is appropriate for each reward?

Suggested amounts would be something reasonably large to attract interest yet not so expensive that it breaks your budget. Ideally the game is meant to be fun and a morale builder. Huge prizes may cause resentment between winners and those that don’t. Of course thus is entirely up to you. Perhaps a range of 10 USD to 300 USD value per prize in the context of a fun game environment. Its also a good idea to make the rewards progressively more valuable so that reward # 1 is the most valuable, reward # 2 second most valuable and reward # 3 the third most valuable etc. This will push participants to try to win the # 1 reward most aggressively.

Can I choose rewards that are “non-monetary” instead?

Yes, of course, this is at your discretion, some non monetary prizes could be: a winners “trophy” each week, a day off work.

What is the “Leaderboard”?

The Leaderboard show how many points each participant recruiter has completed in comparison to other participants, and also what % chance they have of winning the draw so far.

How do “winners” get selected?

KPI Manager will simulate and conclude a “draw” for each prize. The probability of winning each draw is based on the number of points each participant has “earned” from the KPI.

What do the % mean?

The % chance of winning is a % calculation based on the number of points earned in relation to total points earned out of all participants. So for example if participant A earned 10 points and total points for all participants was 25, then Participant A would have 10/25 = 40% chance of winning a reward on the first draw.

What happens when the campaign finishes?

KPI Manager will simulate and conclude a “draw” for each prize. The probability of winning each draw is based on the number of points each participant has “earned” from the KPI.

Which reward is selected first?

Reward # 1 is the first draw, then that winner is removed from contention and Reward # 2 is drawn, (again that winner is removed from contention), and finally reward # 3 will be drawn from the remaining participants. No one participant can win more than 1 reward in a specific campaign.

What is the “Timeline” page for?

The TIMELINE & ACTIVITY PAGE is the main page to add and view all participants activities, the leaderboard summary and prizes. It also allows recruiters to stay up to date with the live activity of co workers.

How do I share KPI activity?

To share KPI activity, simply choose from the drop down and then add a comment according to the criteria set by your manager.

How do I invite “participants”?

Simply enter their work or private email and “send invite”. The participant (recruiter) will receive a link to “accept” and join the campaign.

Can I (as the manager or business owner) invite myself and participate also?

Yes, assuming you are also active in completing KPI and contributing to the sales process, simply invite yourself to your own campaign through your own work or private email.

How do the participants (recruiters) participate in the game? How do they “add” a KPI”?

On the timeline page, simply select a KPI from the drop down menu then add some “comments”

When adding a KPI, what should be typed in the comments box?

This should be agreed upon at the beginning of the campaign and we recommend that this is “standardized” so that all participants follow the same procedure. Some managers may choose to keep the required comments at a minimum. For example if the KPI is a new candidate interviewed, then they may only need to type the name , salary expectation and job title. Other managers may require a full resume be attached or a full interview summary, or all of the above.

Will my staff complain that its yet another software program they have to use? They already tell me they have too much data entry.

KPI Manager is incredibly easy to use and does not take much time at all. Entering a KPI during the game takes just a few seconds, and its up to the manager to decide how little or much data should be added into the comments box. With low data required, it will not interfere with Staff time constraints.

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