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Send managers a monthly hiring report they'll read
Each month, your hiring tracker becomes a short written report on open roles, time to hire and what needs attention.
When to use it
First working day of each month
Step by step
Set up a simple hiring tracker
In Google Sheets, keep one row per vacancy with columns for role, team, date opened, stage, number of applicants, date filled and source of hire. Ask your AI assistant to suggest formulas for days open and average time to hire.
Book a monthly reporting slot
Add a recurring Google Calendar event on the first working day of each month, with a link to the sheet and the prompt below pasted in the event notes.
Turn the numbers into a short report
Copy the month's rows (with no candidate names) into your AI assistant.
Prompt to copyI'm an HR specialist. Here is this month's hiring data: [paste rows]. Last month's figures were: [paste or summarise]. Write a short report for managers with: 1) three headline points, 2) a table of open roles with days open and current stage, 3) roles at risk of running late and why, 4) which sources gave us the most hires, and 5) two practical suggestions. Only use the numbers I've given you. If something can't be worked out from the data, say so.Check the figures and send
Check every number in the report against your sheet, then send it by email or post it where your managers already look.
What you get
Headlines: 9 roles open (down from 12). Two roles past 60 days: Payroll Officer, Site Electrician. Most hires this month came from employee referrals. Suggestion: refresh the electrician advert and widen the travel radius.
Tips
- Don't include candidate names or personal details in the data you paste. Role-level numbers are enough.
- If your sheet uses filters, check you copied all the rows before asking for totals.