✅ Comms Plan Checklist
Pre-Launch Approvals
Internal Comms / HRBP approval
Exec sponsor alignment
Help Center or internal wiki page published
Internal Slack/email comms finalized
Launch Communications
Channel | Message Owner | Send Date |
Company-wide email | [Comms Owner] | [Insert Date] |
Slack (#general / #hiring) | [Comms Owner] | Immediately after email |
Role-based newsletters | [Internal Comms] | [Insert Date] |
Team-specific Slack cross-posts | Recruiters / RCs | [Insert Date] |
📣 Example Launch Announcement (Email or Slack)
Subject: Meet Guide: Our New AI-Powered Interview Scheduling Tool
We’re rolling out Guide, our new AI-powered scheduling platform for interviews. Guide helps recruiters and coordinators automatically schedule interviews by matching candidate availability to your calendar.
We chose Guide to reduce manual scheduling work and deliver a smoother, faster experience for candidates and interviewers alike.
🔍 What to expect:
You’ll get Slack notifications alongside calendar invites.
You can personalize your Guide profile (title, photo, LinkedIn, etc.).
Set your availability and scheduling preferences via Guide.
Candidates will receive personalized interview portals for a seamless experience.
📍 Access Guide via Okta or SSO now to set up your profile and preferences.
Visit [internal wiki/help link] for setup instructions and expectations.
💡 Internal Wiki / Help Center Content
🧠 What is Guide?
Guide is an AI-powered recruiting coordination platform that helps automate the scheduling of candidate interviews. It syncs with interviewer calendars and communicates seamlessly through Slack and email. The platform enhances efficiency for coordinators and elevates the candidate experience.
🔗 Key Features
Smart Scheduling Automation: Matches candidate availability to interviewer calendars.
Slack Notifications: Instant reminders and RSVP options.
Candidate Portals: Candidates get personalized dashboards to learn about the company and interview process.
Custom Interviewer Profiles: Interviewers can personalize their bios, titles, and LinkedIn links.
Scheduling Preferences: Interviewers set their availability and weekly capacity directly in the tool.
👔 Interviewer Expectations & Etiquette
📝 Training
All interviewers must complete internal interview training and be licensed to interview (LTI) before participating. Include instructions on how to complete this (e.g., LMS course link or module name).
📅 Calendar Hygiene
Keep your calendar accurate and block off PTO or heads-down time.
Set interview availability in Guide to improve scheduling efficiency.
❗ Reschedules
If you must cancel, notify your coordinator ASAP. For pooled interviews (e.g., Sales, Eng), attempt to find a replacement or escalate early.
🏢 Meeting Rooms
In-office interviews: Coordinators will book rooms.
Virtual: Interviewers should add their own rooms/Zoom links if needed.
💬 Be Candidate-First
Be on time and well-prepared.
Share helpful context and answer candidate questions.
Submit timely, thoughtful feedback after interviews.
Tools like BrightHire or other recording tools can help streamline this.
🔚 Questions?
For any issues, please reach out to your Talent team or Guide admin.