APB Codex
M1: Secure Business
Back to Hub
How-to + Reference Owner: MD (Adam Beverley) Last updated: 2 Jun 2026 Review: quarterly
Module 1
Business Development
How we win Terms of Business, take Search Briefs, and generate Job Orders (JOs). This is the complete end-to-end playbook — keep it open on your second screen.
📝
Outcome A: Terms of Business Signed
New account opened — one-time event per account. Account Status moves to Signed Prospect.
🟢
Outcome B: Job Order Created
Search Brief signed off — repeatable event. Handover to Module 3: Job Order Delivery.
THE APB ELEVATOR PITCH
"Access off-market sales and leadership executives with proven financial results backed by a guarantee. We are the only agency that is specific to your industry and role specific. Our recruiters are trained in high-level sales and communication, not HR."
Adapt to your desk's industry. Core message stays the same: off-market, industry-specific, results-backed, guaranteed.
Philosophy
Core Principles — Greg Savage
🎯
Lead with the Candidate
You're offering a scarce asset they can't find on Seek or LinkedIn.
💪
Diagnose, Don't Pitch
Questions that reveal their gap. When the Contact talks, you sell.
💡
Make Inaction Visible
"How would that impact the business?" — the most powerful question.
💫
Control the Process
Interviews, references, timelines. You manage this search.
🤝
Pipeline of Open Minds
Not every call converts today. Every call leaves a door open.
📈
Be the Market Authority
Comp benchmarking, trends. Become the recruiter they call first.
Stock Before You Shop
Before prospecting for new business, ensure you have quality candidates ready to present. The best BD call is one where you can say "I have someone you should meet." Reverse marketing (presenting a strong candidate to target companies) converts at a much higher rate than cold BD because you're leading with value, not asking for a favour.
Visual Guide
BD Process Map — All Outcomes
The complete BD flow from Prospect identification through to Job Order, showing every decision point, branch, and exit. Use this to see where you are and what comes next.
Pre-populated Accounts
CRM + Job Ad Engine
Referral / Warm Intro
Enters at Contacted
Reverse Marketing
Candidate → target companies
Backfill Request
Enters at Contacted/Qualified
▼
🔍 Identified
Workflow 1.1
→
📞 Attempted Contact
8 attempts / 3 weeks
→
🤙 Contacted
Live conversation
no answer ×8
→
⏸️ Nurture
Seq C, 4-6 wks
▼
✅ RAPID Qualification
R + A + P + I must pass. D = intelligence
fails RAPID
→
⏸️ Nurture
Med/Low priority
❌ Lost/Declined
Not real / no budget
▼ PASSES
📝 Brief In Progress
Build Search Brief + pull 3+ candidates + book Client Briefing
<3 candidates
→
Flag Module 2 gap
Rethink brief scope
▼
📅 Client Briefing
30-min virtual. Present Briefing Deck. Ask for sign-off.
Prospect: Brief + Candidates + Terms & Fee | Client: Brief + Candidates only
can't book ×3
→
Email Brief
Downgrade path (1.6)
Desk Lead approval req.
▼
📋 Brief Presented
Post-meeting. Brief + Terms sent via e-signature. Awaiting sign-off.
fee rejected
→
❌ Lost/Declined
Log: "Fees/Terms Rejected"
▼
🔄 Follow Up — 3-Week Cap
Wk1: Call 24-48hrs. Wk2: Value-add. Wk3: Direct ask.
End of Wk3: Desk Lead reviews → extend 1wk max, Nurture, or Lost.
⏸️ Nurture
❌ Lost/Declined
▼ SIGNS
🟢 JOB ORDER CREATED
Search Brief signed → CRM: Job Order at "1. Sourcing"
Term Status → Signed | Hiring Status → Job Order
▼
→ Module 3: Delivery
Same consultant continues (360 desk). Complete handover checklist before starting delivery.
Nurture is a loop, not an exit. Accounts in Nurture re-enter the pipeline when circumstances change. Every 4-6 weeks: lead with a candidate (Sequence C). When they re-engage → re-enter at Contacted, re-run RAPID, and continue the flow above.
Qualification Framework
RAPID Check
Before investing time building a Search Brief, every Job Opportunity (Job Opp) must pass the RAPID check during the call. If any of R, A, P, or I are missing — it's not qualified.
R
Role Clarity
Job title, responsibilities, what success looks like. Can you write a Search Brief from this?
REQUIRED
A
Authority
Is this Contact the decision-maker? If gatekeeper, can they get you to the hiring manager?
REQUIRED
P
Priority
Critical = backfill or urgent vacancy (person left, revenue gap now). High = approved role with budget and sign-off. Medium = budgeted but not yet approved or no firm timeline. Low = wish list, exploring options, no commitment. Critical and High → brief immediately. Medium → schedule. Low → Nurture.
REQUIRED
I
Income
Salary range confirmed. If they can't give a range, the role isn't real yet.
REQUIRED
D
Demand Context
Using other recruiters? How long open? Competition intel.
INTELLIGENCE
+ Term Status Check: Before building a Search Brief, check the Account's Term Status. Not Sent → Client Briefing includes Terms of Business. Sent but unsigned → follow up on terms first.
When RAPID Fails
Not every Job Opp passes. Here's what happens next — three distinct paths based on the reason for failure.
1. Follow-Up Workflow
When it applies: Priority was High but timing slipped. They're real but just not ready yet.
Action: Schedule callback in 2–4 weeks. Use Sequence B (mid-pipeline nurture).
CRM tag: "Follow-Up Scheduled" + specific date. Track for next outreach window.
2. Nurture Pool
When it applies: Priority is Medium or Low. They showed some interest but aren't urgent.
Action: Tag as "Nurture" in CRM. Add to quarterly touch-point cadence (Sequence C, every 4–6 weeks).
Note: These are future pipeline — not dead leads. Interest exists, timing just isn't there yet.
3. Unresponsive — Archive
When it applies: Multiple contact attempts, zero engagement. No phone pickup, no email replies.
Action: Tag as "Unresponsive" in CRM. Move to closed/archived status.
Key difference: Unresponsive ≠ Nurture. Nurture showed interest (e.g., "call me in 3 months"). Unresponsive never engaged at all.
Job Opp Pipeline
Status Flow
🔍
Identified
›
📞
Attempted Contact
›
🤙
Contacted
›
✅
Qualified
RAPID passed
›
📝
Brief In Progress
›
📅
Client Briefing
booked & held
›
📋
Brief Presented
awaiting sign-off
›
🔄
Follow Up
max 3 weeks
›
🟢
Job Order
❌
Lost / Declined
any stage
⏸️
Nurture
park & revisit
Client Briefing is a mandatory pipeline step — not optional. See Securing the Client Briefing for how to book and convert.
Preparation
Call Preparation
60 seconds of prep saves 10 minutes of fumbling. Do this before every dial.
1. Know Who You're Calling
Company, their role, their industry. 30-second research check: LinkedIn profile (role, tenure, reporting line), company website (size, services, locations), CRM history (any prior contact, notes, Job Opps). Have the CRM account record open before you dial.
2. Know Your Candidate
Have a real or representative Candidate Profile ready. Years of experience, specific results, specialisation. Be specific.
3. Know Your Outcome
Minimum: (1) book a Client Briefing, or (2) permission to email a Candidate Profile. Never hang up with nothing.
4. CRM Discipline
Update CRM after every call — not at end of day. Minimum log standard: (1) Contact name and role, (2) Date and duration, (3) Context — why you called, what you led with, (4) RAPID status — what you learned about R/A/P/I/D, (5) Outcome — what happened, (6) Next action — specific task with a due date. See What Good Looks Like for a complete example. If it's not in the system, it didn't happen.
Rules
Outreach Rules & Contact Limits
OUTREACH — NON-NEGOTIABLE
PHONE FIRST — always. No email, text, or LinkedIn until first phone conversation.
No voicemails. Call back. Don't leave messages.
After first conversation: Phone remains primary. Email for documents only.
No texting Contacts. No SMS, no WhatsApp for BD.
LinkedIn = research. Not primary outreach. Connect after calling.
CONTACT ATTEMPT LIMIT
8 attempts over 3 weeks
Wk 1: 3 calls (Mon/Wed/Fri, vary times)
Wk 2: 3 calls (Tue/Thu/Fri, different times)
Wk 3: 2 final attempts (Mon/Wed)
After 8: Mark Unresponsive → Nurture (Sequence C) → Revisit 4-6 weeks.
What counts as an attempt: A phone call where you dial the number and it rings. Voicemails don't count (you're not leaving them). Emails don't count. LinkedIn messages don't count. Only phone calls.
If they answer: The 8-attempt cadence stops — you've made contact. The Job Opp moves to "Contacted" and you run the BD call flow. The cadence only applies to Contacts you haven't spoken to yet.
If they answer but say "call me back": The callback counts as your next attempt. Get a specific time and call at that exact time.
Scripts
The 7-Stage BD Call Flow
Follow the sequence. Each stage builds on the last. The goal is to book a Client Briefing. Extract Search Brief info DURING the call — don't wait until after.
1
Opening Hook
Get to the decision-maker using the off-market candidate as the door opener
RIGHT PERSON → Stage 2 WRONG PERSON → Warm intro / get right Contact
"Hi [Name], it's [Your Name] from APB. I'll be upfront — I'm calling out of the blue. I've got an off-market [role type] — strong performer, not actively looking. I've put together a confidential profile with their recent results attached. Would you be the best person to send that to?"
Wrong Person Script: If they're not the right Contact, try for a warm intro first: "Would you mind putting me through to [name/role], or would it be better if I mentioned your name when I call them?" If they can't transfer you: "No problem at all. Could I grab the best person's name and direct number? I'd like to make sure this reaches the right desk." Always get a name and direct number before hanging up.

Gatekeeper / Switchboard: If you hit a receptionist or PA who blocks you: "I'm calling for [Contact Name] regarding a confidential talent matter — could you put me through?" If they ask what it's about: "It's regarding a senior candidate I've been working with. They'll know what it's about." If they still refuse: thank them, hang up, and try the Contact's direct line or mobile (check LinkedIn, company website, or ask your Desk Lead). Don't battle gatekeepers — go around them.

"Let me call you back": If the Contact says they're busy: "No problem — when's the best time to catch you? I'll call you back at [specific time]." Get a specific time, not "later." Call back at exactly that time. If they don't answer on callback, treat it as attempt #2 in your 8-attempt cadence.
2
Importance Qualifying
Get them to agree to a Client Briefing — regardless of whether they're hiring
YES → Stage 3 NOT NOW → Push HARD NO → Nurture
"Even if you're not hiring right now — if I brought a strong [role type], [X] years in [their industry], a real performer — is there any reason you wouldn't entertain a 30-min virtual?"
"NOT NOW" push: "Totally understand. But if I had someone strong — delivering [specific results] in [their industry] — would it hurt to meet them for 30 minutes? Even just to have them on your radar?"

If still hesitant: "Look, it costs you absolutely nothing. There's only ever a fee if you successfully hire — and even then, you'd only do that knowing the facts and figures stack up. Zero risk in just meeting one person."
3
Urgency & Pain Discovery
Quantify the cost of NOT having a top performer. Make the invisible cost visible.
"Do you have anyone consistently delivering [target results] in new business? If not, how is that impacting the business?"

"How soon do you need your next high-performer? What do you want them bringing in annually?"
"How would that impact the business?" is the most powerful question in recruitment BD (Greg Savage). Let them describe their own pain — the more they talk, the more committed they become.
4
Needs Qualification (Soft Brief)
Take a Search Brief disguised as conversation. They won't realise you're qualifying.
Scope: What market segments / specialisations? What geography?
Profile: Hunter vs farmer? New business or account management? Inheriting accounts or clean sheet?
Structure: Revenue target? Location? Reporting line? Who makes the final hiring decision?
This is where you start filling in the Search Brief mentally. You're extracting RAPID info: Role clarity (R), Authority (A), and starting to assess Priority (P).
5
Compensation & Market Benchmarking
Map their package. Ask in this order: incentive → base → car/benefits.
1. Incentive first: "What does the commission/bonus structure look like? Uncapped? What's a top performer taking home total comp?"
2. Base salary: "And the base excluding super and benefits — any salary caps, or is it about paying for the best people?"
3. Car & benefits last. Then offer: "Want a comparison to what your competitors are offering?"
This completes RAPID — Income (I). If they can't give a salary range, the role isn't real yet. The package determines the fee and guarantee tier — see M4 → Fee Structure (single source; don't quote a figure here).
6
Position Deep-Dive & Interview Process
Complete the Search Brief: KPIs, must-haves, interview process, timeline.
3 KPIs: "What outcomes do you want in the first 12 months? What's the split — new business vs account growth?"
Must-haves / Won't-hires: "Any non-negotiables? Companies they can't come from?"
Process: "Walk me through your interview process — virtual first, then face-to-face? How many rounds? When do you want them started?"
This gives you Demand context (D) and completes the Search Brief. By now you have enough for all 5 sections of the Search Brief template.
7
Close to Client Briefing
Book the 30-min virtual Client Briefing. Don't hang up without a date in the calendar.
BOOKED → Confirmation email HESITANT → Offer specific day/time
"Let me put together a brief and some sample profiles. Let's jump on a 30-min virtual — I'll walk you through the candidates, how we work, and everything else. Sound fair? What does [day] at [time] look like?"
Book the Client Briefing on THIS call. Send Sequence A confirmation email within 2 hours. If they hesitate, offer a specific day/time — don't ask "when works for you?" Create gentle urgency: "The best candidates move quickly."

If they hedge ("I need to check my calendar"): Don't accept a vague "I'll get back to you." Push for a tentative: "Let's pencil in Thursday at 10am — if that doesn't work we can shift it. I'll send a calendar invite now." A tentative meeting in the calendar is 5× more likely to happen than "I'll call you back." If they absolutely won't commit to a time, get a specific date they'll know by and call them on that date — don't wait for them to call you.

If they want to bring someone else: "Great idea — the more decision-makers in the room, the faster we can move. Who else should I include on the invite?" Get names, roles, and email addresses. Send the invite to everyone. This is a positive signal — they're taking it seriously.
Delivery
Tonality & Delivery
Confident, conversational, consultative. Never desperate. Never salesy.
DO: Sound like a peerDirect, relaxed, no filler. You have something valuable.
DON'T: Sound scriptedKnow the script well enough to make it natural.
DO: Pause after key questions"Is there any reason you wouldn't...?" then silence. Let them fill the gap.
DON'T: Rush or talk over themThe more they talk, the more committed they become.
DO: Mirror their languageMatch their energy in the first 10 seconds. People trust people who feel like them.
DON'T: OversellBe specific: "$550K GP, 8 years in [industry]." Not "amazing opportunity."
DO: Be upfront about cold-calling"I'll be upfront — calling out of the blue" = instant trust.
DON'T: Apologise for calling"Sorry to bother you" puts you below them. You're offering value.
Scripts
5 Objection Handlers
Never argue with an objection. Acknowledge, pivot to value, give them a reason to say yes that costs them nothing.
"We're not hiring right now."
"Totally understand. But the best [role types] get taken off the market fast. If I had someone delivering [specific results] in your space, would it hurt to meet them for 30 minutes? There's only ever a fee if you successfully hire — and you'd only do that knowing it makes sense for your business. Zero risk."
Most common objection. Key: you're not asking them to hire — you're asking them to meet a person. Zero commitment, zero cost.
"We use preferred suppliers / we have a panel."
"Makes total sense. But I'm not asking to go on your panel. I've got one specific person doing serious numbers in [their industry] — not on the open market. Your panel agencies won't have them. Would you at least like to see the profile?"
Position APB as different from panel agencies. We have off-market, pre-screened candidates their current suppliers can't access.
"Send me an email."
"Happy to. But a 30-minute call will save you reading 10 emails. I can show you actual candidate calibre. What does your diary look like Thursday or Friday?"
If they insist: "No problem. I'll send through a Candidate Profile and how we work. What's your best email?" → Move to Email Sequence B. Always try the Client Briefing push first.
"What do you charge?"
"Great question. We don't charge anything upfront. There's only ever a fee if you successfully hire someone we introduce — and you'd only do that if the numbers make sense for your business. So there's no risk in meeting the people we bring to you. I can walk through the full detail on a quick virtual."
Never quote the exact fee on a cold call. Defer to the Client Briefing where the value proposition is already established. See Fee Negotiation for detailed handling.
"I need to check with my boss / discuss internally."
"Of course. When would you know by? I'll pencil in a tentative time and we can confirm. I'd hate for someone else to snap this person up while we're waiting."
Get a specific follow-up date. Create urgency — the candidate is real and won't wait forever. Tentative Client Briefing > no meeting.
After the Call
Securing the Client Briefing
The Client Briefing is a mandatory pipeline step — not an optional extra. Your goal on every BD call where RAPID passes is to leave with a date and time booked.
Book on the Call
If RAPID passes, book the Client Briefing before you hang up.
"I'd like to set up a 30-minute video call to walk you through a Search Brief and a couple of candidate profiles. When works this week or next?"
✓ Don't ask IF they want a meeting — ask WHEN. Assume the next step.
✓ Update CRM to "Client Briefing" with the confirmed date.
Send me an email first
Not a rejection — they want proof before committing time. Send Sequence B (candidate snapshot email) within 24 hours. Call 48 hours later to convert to a meeting. The email is a stepping stone, not the end goal.
We're not hiring right now
If RAPID showed Medium/Low priority → Nurture tag in CRM. Add to Sequence C (quarterly touch cadence). Lead with candidates every time.

If they showed genuine interest but timing is wrong → schedule a callback in 4-6 weeks.
We use another recruiter
"Completely understand. Most of my clients work with multiple agencies — it's about having the right options. Would it be worth a quick conversation so you can see the calibre of candidate we work with? No commitment."
Just send me candidates
Don't skip the Client Briefing. "I want to make sure I'm sending you the right people — a 30-minute conversation means I won't waste your time with candidates that don't fit. When works?"
Every Client Briefing booked is a pipeline step completed. Every "send me an email" is a Client Briefing that hasn't been booked yet — not a win.
Templates
Email Sequences
Every email must contain value — a Candidate Profile, a market insight, or a specific reason to meet. "Just checking in" is not an email.
After breakup: Move to Nurture in CRM. Schedule follow-up in 4-6 weeks. Lead with a new candidate: "I've just come across someone I think you'd find interesting..." → restart.

If they reply at any point: Stop the sequence immediately. A reply means they're engaged — switch to a phone call. Don't send the next scheduled email. Call them within 2 hours of their reply. If their reply is positive → book a Client Briefing. If their reply is "not now" → acknowledge, move to Nurture, restart with Sequence C in 4-6 weeks.

Between emails: Call at least twice during the sequence. Email alone won't convert. The emails create air cover for the phone calls — "I sent you a profile earlier this week, did you get a chance to look at it?"
Meeting Conduct
Running the Client Briefing
This is how you run a Client Briefing from open to close. Present the Briefing Deck (Google Slides) live in a virtual meeting. The Contact should do 70% of the talking.
Executive Consultants (ECs)
Bring the Desk Lead into every Client Briefing. The Desk Lead leads on Terms of Business and adds credibility. EC learns by doing.
Senior / Principal Consultants (SCs / PCs)
Present alone. Can invite a senior consultant if it adds genuine value to the conversation — not as standard practice.
1
Search Brief & Candidates
Present their requirements back to them. Walk through 3+ Candidate Profiles. Let them react — the Contact does 70% of the talking.
2
How APB Works
Sourcing, screening, shortlisting, references, offer management. Industry and role specific. Package-tiered guarantee (6 months on $100K+, 3 months under).
3
Terms & Fee
(Prospects only)
Present last. Nothing upfront. One-page Terms of Business. By now it's a formality. Ask for sign-off.
Search Brief + Terms of Business signed = Job Order Live → PDF via e-signature platform → CRM → Module 3 handover
Meeting Flow — Step by Step
Opening (2 min)
Thank them for their time. Confirm you've prepared a Search Brief based on your conversation. Outline the agenda: "I'll walk through the brief, show you some candidates, then cover how we work and next steps." Share your screen with the Briefing Deck.
Search Brief Walk-Through (8-10 min)
Present each section back to them. Pause after each section: "Does this capture it, or would you change anything?" Let them correct and refine — this is collaborative, not a pitch. Update the brief in real-time if they add detail.
Candidate Profiles (8-10 min)
Present each Candidate Profile one at a time. After each: "What stands out to you?" or "How does this compare to what you're seeing?" Let them rank or comment. This is where they mentally commit — they're already evaluating talent, not deciding whether to engage.
How APB Works (3-5 min)
Brief APB overview: industry-specific, off-market sourcing, screening process, reference checks, interview coordination, offer management, package-tiered guarantee (6 months on $100K+, 3 months under). Keep it tight — they're already bought in on the candidates.
Terms of Business & Fee (3-5 min) — Prospects Only
Present last — by now it's a formality. "Nothing upfront. 18.5% + GST of salary + super only if you successfully hire. Package-tiered guarantee (6 months on $100K+, 3 months under). One-page terms — straightforward." Don't oversell the terms. Present them as administrative, not commercial. If they push back on fee, see Fee Negotiation.
Ask for Sign-Off (2 min)
"Are you happy for me to proceed on this basis? I'll send the brief and terms through for your signature and have the first shortlisted candidates to you by [date]." Be direct. If they say yes, send the PDF via e-signature platform immediately after the call.
Handling Common Meeting Situations
"Let me think about it"
"Of course. What specifically do you need to think through? Happy to address anything now." If they need internal approval: "When would you know by? I'll follow up [day] so we don't lose momentum with these candidates."
Silence After Presenting Terms
Don't fill the gap. Let them process. If they're quiet for 5+ seconds, a simple "Any questions on that?" is enough. The silence usually means they're reading, not objecting.
No-Show Protocol
Wait 5 minutes. Send a quick message: "Hi [Name], I'm on the call — just wanted to check you're still able to join?" If no response after 10 minutes, drop off. Call within 2 hours to reschedule. Don't be passive-aggressive — things happen.
Pushback on Candidates
"Good feedback — what specifically would you change about the profile?" Use their feedback to refine the Search Brief. This is a win: they're engaged and giving you better intel for the search.
Multiple Stakeholders in the Meeting
If the Contact brings a colleague (HR, finance, their manager), that's a positive signal. Acknowledge everyone: "Great to have both of you here." Direct questions to the person they're relevant to. If stakeholders disagree, don't take sides — note both views and follow up with the primary Contact afterwards to clarify the actual decision.
Meeting Runs Over Time
If you hit 25 minutes and haven't covered Terms/Fee yet: "I'm mindful of your time — shall we cover the commercial piece now, or would you prefer I send that through separately?" If they're engaged and willing to extend, keep going. If they need to drop off, send Terms via email and schedule a 10-minute call to walk through them.
Template
Candidate Profile
Use this structure every time. Never include name, employer, or anything identifiable. This is the standard Candidate Profile format used throughout Module 1.
Candidate Profile
APB Strategy — [Desk / Industry]
Years of Experience
e.g., 8 years in [industry]
Industry Specialisation
e.g., specific segments, market verticals
Current Performance
e.g., $550K GP annually from new business
Market Segments
e.g., specific segments, customer types, geographies
Current Role Level
e.g., Senior BDM at a leading [industry] firm
Selling Style
e.g., Pure hunter — cold outreach, networking, events
Key Strengths
e.g., Relationship builder, strong closer, deep knowledge
Situation
e.g., Not actively looking — open to confidential conversations
Template
Search Brief — Performance Profile + 5 Sections
Capture during call Stages 4-6. Lead with the Performance Profile — the 5–8 things the hire must achieve, not a wish-list of skills — then capture the supporting detail in sections A–E. Every field filled from the call, not guessed after.
★
Performance Profile — lead with this
5–8 outcome objectives — what this person must achieve in 6–12 months (verb + outcome + measure), not "responsible for…"
30 / 60 / 90-day milestones — the early signals they're on track
"What's the biggest challenge in this role?" — the real problem the hire must solve
"What do your top performers do differently?" — benchmark the client's actual best performer
EVP — "Why would an A-player leave a good job for this?" — the move-worthy story
Define the role as performance objectives, not a skills wish-list. The objectives anchor the brief → the 6Rs screen & assessment (M2) → the one-year outcome. Shortlist quality is exactly what APB's confidential, no-CV pitch lives or dies on — so the rigour starts here.
A
Compensation, Package & Location
Incentive / commission structure
Uncapped or capped?
Top performer total comp
Base salary (excl super)
Salary caps or ROI-driven?
Car allowance / company car
Other benefits
Location / hybrid / WFH
B
Reporting & Decision-Makers
Reporting line
Decision-maker for the hire
Team structure & size
Growth / backfill / restructure
C
Interview Process
Interview stages
Number of rounds
References: when & how many
Ideal start date
Priority level
Any assessments?
D
Position Description
Target segments / verticals
Hunter vs farmer vs hybrid
Inheriting accounts or clean sheet
Revenue target
Top 3 KPIs / 12-month outcomes
New biz vs account growth ratio
Must-have skills
Companies won't hire from
Nice-to-haves
Deal-breakers
E
Timeline & Business Priority
How urgent? (Critical/High/Medium/Low)
How long has role been open?
Tried to fill themselves?
Using other recruiters?
Internal candidates?
Impact if unfilled in 3 months?
Examples
What Good Looks Like
Reference examples showing what a completed Candidate Profile and CRM call note should look like.
EXAMPLE — COMPLETED CANDIDATE PROFILE
Candidate Profile
APB Strategy — Facilities Services
Years of Experience
12 years in commercial cleaning and facilities management
Industry Specialisation
National accounts, government contracts, integrated facility services
Current Performance
$2.8M new business revenue FY25. $4.2M total portfolio under management
Market Segments
Corporate (CBD), healthcare, education — QLD and NSW focus
Current Role Level
National Business Development Manager at a top-5 FM provider
Selling Style
Consultative hunter. Builds pipeline through networking, tenders, and direct outreach. Strong at C-suite presentations
Key Strengths
Tender writing and response, relationship management, team leadership (managed 3 BDMs previously)
Situation
Not actively looking. Frustrated with internal restructure. Open to confidential conversations with the right employer
EXAMPLE — CRM CALL NOTE (GOOD)
Call with Sarah Chen — Head of Sales, CleanCo National
Date: 15 Apr 2026 | Duration: 14 min

Context: Cold BD call. Led with candidate — 12yr FM BDM, $2.8M new biz. Sarah is the hiring manager for all national sales roles.

RAPID Check:
R — Looking for a Senior BDM, national accounts focus, FM/cleaning. Clear brief.
A — Sarah is the decision-maker. Reports to CEO.
P — HIGH. Previous BDM left 6 weeks ago. Revenue gap growing.
I — $140-160K base + car + uncapped commission. Top earner doing $220K total.
D — Using one other agency (no candidates presented yet). No internal candidates.

Outcome: RAPID passed. Client Briefing booked Thu 17 Apr 10am AEST. Sequence A confirmation sent.
Next action: Build Search Brief + pull 3 Candidate Profiles by Wed PM. Prepare Briefing Deck.
What makes this good: RAPID is captured in full, specific numbers are logged (not "good salary"), outcome is clear, next action has a date and deliverable. Anyone reading this CRM note knows exactly where this Job Opp stands.
Cadence
Post-Briefing Follow-Up
Clock starts: The 3-week follow-up period begins the day after the Client Briefing (or the day after the emailed brief if downgraded). Not from when the e-signature is sent — from when the brief is presented to the Contact.
1
24-48 Hours
Call (not email). Address concerns, push for sign-off. "Any questions on the brief before we lock it in?"
2
Week 2
Value-add: new candidate, market intel, competitor insight. Never "just checking in"
3
Week 3
"Where does this sit?" — direct conversation
R
Desk Lead Review
Raise in daily standup. Three outcomes: (1) extend 1 week max with a specific reason, (2) move to Nurture with 4-6 week revisit, (3) Lost/Declined with mandatory loss reason logged
Terms Follow-Up
Chasing Terms Sign-Off
When the Search Brief is approved but Terms of Business haven't been signed yet. This only applies to Prospects — existing Clients already have Terms in place.
The Timeline
Same day: Send Terms via e-signature platform immediately after the Client Briefing.
24 hours: Call to check they received it and ask if any questions.
48-72 hours: "Just checking you've had a chance to review the Terms — happy to jump on a quick call if anything needs clarifying"
1 week: Escalate tone slightly — "I want to get started on the search but need the Terms in place first. Is there anything holding this up?"
2 weeks: Desk Lead review. If still unsigned, consider: (1) Are they waiting on internal approval? Offer to speak to the relevant person. (2) Have they gone cold? Switch to Nurture. (3) Is there a fee objection? See Fee Negotiation section.
I need to get this approved internally
"Completely understand. Who else needs to sign off? Would it help if I sent a summary they could review, or would a quick call with them be easier?"
Can you just start without the Terms?
Never start a search without signed Terms. "I want to — and I'll have candidates ready to go the moment we're locked in. The Terms are straightforward — one page, nothing unusual. Happy to walk through them now if that speeds things up."
We've signed Terms with other agencies, they're different
"Our Terms are one page and pretty standard for the industry. The key points are: fee on successful placement only, [X]-month guarantee, 14-day payment terms. If there's a specific clause you'd like to discuss, I'm happy to go through it."
Never start sourcing or presenting candidates for a Job Order without signed Terms of Business. This protects both APB and the client.
Playbook
30 Scenario Playbooks
Real situations you'll encounter in BD — from common objections to rare edge cases. Each scenario includes what's happening, what to do, and when to escalate.
Common Situations
1
Contact No-Shows the Client Briefing
  • Wait 5 minutes, send a message: "Hi [Name], I'm on the call — just checking you're still able to join?"
  • After 10 minutes with no response, drop off the call
  • Call the Contact within 2 hours to reschedule — don't email, call
  • Keep tone positive: "No problem at all — these things happen. When works better this week?"
  • If they no-show twice, log in CRM and move to Follow Up with a note. Desk Lead decides next step
2
Fee Pushback in the Client Briefing
  • Don't react defensively. Acknowledge: "I understand fee is always a consideration"
  • Reframe value: "Our rate reflects pre-screened, off-market candidates with verified results, backed by our placement guarantee (6 months on packages $100K+, 3 months under)"
  • If they press for a discount: "I don't have the ability to adjust our fee structure, but let me speak with my Desk Lead and come back to you"
  • Escalate to Desk Lead for approval of any exception
  • Never negotiate against yourself — if they haven't said "no," don't offer less
3
Contact Goes Cold After Briefing
  • Follow the 3-week cadence strictly — don't skip steps
  • Week 1 follow-up: call, don't email. If no answer, try twice more that week
  • Week 2: lead with a new candidate or market intel — give them a reason to re-engage
  • Week 3: direct conversation — "I want to respect your time. Are we moving forward, or should I free up these candidates for other opportunities?"
  • If still unresponsive after 3 weeks → Desk Lead review → Nurture or Lost/Declined
4
Contact Wants to Negotiate Terms of Business
  • Listen to their specific concern — is it fee, guarantee period, payment terms, or exclusivity?
  • Restate what's standard: "Our Terms of Business are one page, straightforward — 18.5% + GST, 14-day payment, package-tiered guarantee (6 months on $100K+, 3 months under)"
  • If they want changes: "I'll take this to my Desk Lead and get back to you by [date]"
  • Do not agree to modified terms verbally — all changes must be approved by Desk Lead and documented
  • If terms are declined entirely, see Term Status "Declined" handling — escalate to senior consultant
5
Competitor Undercuts on Fee
  • Don't compete on price. Compete on access and quality: "We're not the cheapest — we're the most effective"
  • "The candidates we bring aren't on the open market. Your other agency won't have access to them"
  • "Our placement guarantee means if it doesn't work out, we replace them — 6 months on packages $100K+, 3 months under. How does your other agency handle that?"
  • If they're set on a cheaper option: "I respect that. If their candidates don't work out, give me a call"
  • Move to Nurture — don't burn the bridge. Competitors fail placements regularly
6
"Send Me an Email" Then Ghosts
  • This is the most common stall tactic. Follow Email Sequence B to the letter
  • Day 1: Send Candidate Profile + how APB works. Day 3: Nudge. Day 7: Market intel. Day 14: Breakup
  • Between emails: call at least twice. Don't rely on email alone
  • After breakup email, move to Nurture. Revisit in 4-6 weeks with a fresh candidate
  • Log all attempts in CRM. If the pattern repeats, the account may not be worth pursuing
7
Contact Delays Signing Terms / Search Brief
  • Don't let it drift. Call (not email) within 48 hours: "Just checking — any questions on the brief or terms before we lock it in?"
  • Create urgency around candidates: "The candidates I presented are actively in conversations with other employers. I'd hate for you to lose them"
  • If they need internal approval, get a specific date: "When will you know by? I'll follow up [day]"
  • If it stalls past 2 weeks unsigned, this is a follow-up issue — apply the 3-week cap
  • Desk Lead reviews at end of week 3
8
Backfill Request from Existing Client
  • A backfill is just another Job Order — enter the pipeline at Contacted or Qualified depending on context
  • Check Account Term Status — if Signed, you can skip the terms presentation
  • Run RAPID quickly — you likely have most of the info already, but confirm: has the role changed? Same salary? Same decision-maker?
  • Fast-track: you already know the business. Pull Candidate Profiles from existing pool and book a Client Briefing within 48 hours
  • Don't treat it casually — a backfill is revenue. Give it the same rigour as a new Prospect
9
Contact Refers You to Someone at the Same Company
  • If the Contact says "You should speak to [Name]" — this is a warm lead. Ask: "Would you mind introducing us, or can I mention your name when I call?"
  • If they offer an intro: ideal. Wait for the intro, then call immediately
  • If they give you a name/number: call the same day. Open with "Hi, [Referrer Name] suggested I reach out..."
  • Create the new Job Opp in CRM under the same account at "Contacted" (not "Identified" — you have a warm intro)
  • Thank the referrer. Follow up with them too — they may have their own hiring needs
10
Contact is Using You to Benchmark (Not Genuinely Hiring)
  • Signs: vague on timeline, won't commit to a Client Briefing, keeps asking for "market info" without a real role
  • Test with RAPID: if they can't answer R (Role) or P (Priority) clearly, the role isn't real
  • Be direct: "I want to make sure I'm investing my time in the right place. Is this a live role with a budget and timeline, or more of a future consideration?"
  • If it's future consideration: move to Nurture. Don't waste brief-building time on non-qualified Job Opps
  • If they're using you for salary benchmarking only: "Happy to share market data in a Client Briefing — no obligation, just useful intelligence for you"
Authority & Contact Edge Cases
11
"I Decide, But I'll Check My Manager First"
  • Partial pass on Authority in RAPID. Proceed — but push to get the manager into the Client Briefing
  • Script: "Would it help if I walked your manager through the candidates as well? That way they can see the calibre firsthand and you're not having to sell it internally"
  • Greg Savage principle: never let your champion sell for you — they won't do it as well as you will
  • If you can't get the manager on the call, proceed with the champion but know conversion risk is higher
  • Log Authority as "Partial — champion, not final decision-maker" in your CRM note
12
Contact Needs Multiple Internal Approvals
  • Don't wait passively. Ask: "Who else needs to be comfortable with this? Can we get them on the Client Briefing?"
  • If the answer is no, present to the champion and arm them: send the Briefing Deck PDF so they can forward internally
  • Set a specific follow-up date — maximum 2 weeks for internal sign-off before it enters the 3-week Follow Up cap
  • Greg Savage: control the process — if you let them disappear into internal committees, you've lost control
13
Two Contacts at Same Account, Different Roles
  • Two separate Job Opps, two separate Client Briefings. Each role has its own RAPID, Search Brief, and candidates
  • But coordinate — check if one Briefing Deck can cover both roles in a single meeting with both Contacts present
  • If they're in different divisions with no overlap, run them independently
  • One set of Terms of Business covers the whole account regardless — no need to re-sign
14
Referral to a Completely Different Company
  • Warm intro — not cold call. The referrer's name is your door opener
  • Call the same day: "Hi, [Referrer Name] at [Referrer Company] suggested I reach out..."
  • Create a new account in CRM (if it doesn't exist) with a Job Opp at "Contacted" — skip "Identified" because you have a warm connection
  • Skip the cold open (Stage 1) and go straight to Stage 2 (Importance Qualifying) in the call flow — the referral is your credibility
  • Follow up with the referrer to say thank you — they may refer again
Mid-Process Changes
15
Client Changes the Job Description Mid-Search
  • The test: would your existing shortlisted candidates still be relevant? If yes → refinement. If no → new role
  • Refinement (same role, tweaked requirements): update the existing Search Brief, re-confirm with the Contact, continue
  • Pivot (different title, seniority, or function): close the original Job Opp as "Role Cancelled/Frozen" and create a new one. Run RAPID fresh
16
Contact Wants to Change a Signed Search Brief
  • Minor tweaks (salary band adjusted, nice-to-have added, start date shifted): update the Search Brief, send revised version for acknowledgment, continue. No new sign-off needed
  • Major changes (different role level, different function, fundamentally different candidate profile): treat as a new Search Brief. Re-present in a Client Briefing
  • Greg Savage: the brief is the contract between you and the client on what you're searching for. If what you're searching for has fundamentally changed, you need a new agreement
17
3 Weeks in Follow Up — Contact Now Wants Email Brief Instead
  • Send it. Something is better than nothing at this stage — you've already invested the time
  • But email brief rules still apply: call within 24 hours to walk them through it by phone. Don't let the email become a dead end
  • Log the downgrade in CRM
  • Greg Savage: adapt to the client, but never lose control of the process. The call after the email IS the process
Pipeline & Status Edge Cases
18
Terms Signed but "Don't Send Candidates Until Q3"
  • Terms are signed — update Term Status to "Signed" and Account Status to "Signed Prospect"
  • Do NOT create a Job Order yet. There's no active search
  • Park the Job Opp at "Qualified" with a scheduled follow-up for Q3
  • When Q3 arrives: re-confirm RAPID (priorities change), pull fresh Candidate Profiles, book a Client Briefing to kick off the search properly
  • Greg Savage: a signed brief with no urgency is a pipeline illusion. Don't count it until the search is live
19
Lost/Declined — Contact Calls Back Wanting to Proceed
  • Role unchanged: reopen the same Job Opp — move it back to "Qualified" or "Brief In Progress" depending on where you're picking up. Don't create a duplicate
  • Role materially changed (different title, salary, requirements): create a new Job Opp, link to the same account
  • In both cases: re-confirm RAPID on the call — things may have shifted since you last spoke
20
Budget is "TBD" — Fails RAPID Income Check
  • Fails RAPID — Income is required. No workaround. If they can't give a salary range, the role isn't approved yet
  • Greg Savage: "If they can't give a range, the role isn't real yet"
  • Keep the Contact warm: "When the budget's confirmed, call me and I'll have candidates to you within 48 hours"
  • Park the Job Opp at "Contacted" with a scheduled follow-up. Don't build a Search Brief for a ghost role
21
"Call Me Back in 6 Weeks"
  • Nurture. They're not saying no — they're saying not yet
  • Set the Job Opp to "Contacted" with Hiring Status "Nurture." Schedule a follow-up call for exactly 6 weeks — they gave you a date, honour it
  • When you call back, lead with a fresh candidate: "I've just come across someone I thought you'd want to know about..."
  • Greg Savage: pipeline of open minds. This is exactly that
22
Can't Find 3 Matched Candidates for a Search Brief
  • Don't present with fewer than 3. The minimum exists for a reason — it shows breadth and gives the Contact options
  • Flag to the Desk Lead immediately. Options: (a) broaden the Search Brief parameters (widen geography, flex on a nice-to-have), (b) delay the Client Briefing and communicate to the Contact — "I want to make sure I bring you the right calibre, I need another [X] days", or (c) Desk Lead flags it as a Module 2 sourcing gap for the Executive Specialists (ESs) to address
  • Never present a weak shortlist just to hit a number
23
Same Candidate Presented to Same Company for a Different Role
  • Present them again. The Candidate Profile is anonymised — the Contact doesn't know it's the same person
  • If the Contact selects them and they're revealed at interview stage, that's a positive: it shows you have deep, trusted relationships with strong candidates
  • Exception: if the candidate was previously interviewed and rejected by this company for the other role. Do not re-present — discuss with the Desk Lead first
Account & Client Lifecycle
24
Returning Client — New Division Wants to Hire
  • Same legal entity (same ABN/company name on the original Terms of Business): existing terms still apply. No need to re-sign. Add the new division Contact to the account in CRM
  • Different legal entity (subsidiary, different ABN): treat as a new Prospect — new Terms of Business required
  • When in doubt, check the ABN on the original Terms of Business
25
"We're Restructuring — Everything's on Hold"
  • Nurture. Immediately. Don't extend Follow Up for something with no timeline
  • Move the Job Opp to "Lost/Declined" with reason "Role Cancelled/Frozen." Set a follow-up in 8-12 weeks
  • Greg Savage: restructures take longer than anyone predicts. Don't tie up pipeline space waiting for something that might never come back
  • When you re-engage, treat it as a fresh conversation — re-confirm RAPID from scratch
Operational & Escalation
26
Consultant Handoff Mid-Process
  • This happens — consultant leaves, account reassignment, desk restructure. CRM discipline is why this works
  • The outgoing consultant briefs the incoming consultant using the CRM record
  • Desk Lead oversees the handover and introduces the new consultant to the Contact by phone: "I'm handing you over to [Name] who'll be looking after your account from here"
  • The incoming consultant reviews all notes, re-confirms where things stand with the Contact, and picks up from the current pipeline stage. No stage resets
27
Desk Lead on Leave — Fee Exception Needed
  • The next senior consultant in the hierarchy approves. SC → PC or MD. PC → MD
  • If no one is available, it waits. Fee exceptions are not urgent enough to bypass the approval chain
  • Tell the Contact: "I'm getting this reviewed and will come back to you by [date]"
  • Greg Savage: never make a commercial concession under time pressure. If the deal is real, it'll wait 48 hours
28
EC and Desk Lead Disagree on Lost vs Nurture
  • Desk Lead makes the final call. They have visibility across the full pipeline and desk strategy
  • The EC can advocate their position — and should — but the Desk Lead's decision is final
  • If the EC feels strongly, they can note their reasoning in CRM. This isn't a democracy — it's a judgment call that requires experience
29
Desk Lead Extends Follow Up — Contact Then Ghosts
  • Maximum 4 weeks total (the 3-week cap + 1-week Desk Lead extension). No further extensions
  • After 4 weeks, the Desk Lead must make the call: Nurture or Lost/Declined. No exceptions
  • Greg Savage: the follow-up cap exists to protect your time. An opp sitting for a month with no response is dead — call it what it is and move on
30
When Does Signed Prospect Become Client?
  • When the first invoice is paid. Not when it's raised, not when the candidate starts — when cash hits the account
  • Terms of Business signed AND first invoice paid = Client
  • "Client" status unlocks trust-based processes (skip terms presentation, faster briefing cycles). That trust is earned when they've actually paid
Commercial
Fee Structure & Terms of Business
Fees in the BD context — how to present, pitch, and defend the fee on the way to a signed Terms of Business. The canonical Fee Structure and Guarantee terms (rates, payment terms, guarantee tiers, the 8 conditions) live in Module 4 → Fee Structure and Module 4 → Guarantee Rules & Conditions — one source of truth. The scripts below quote the standard rate illustratively; if anything here ever conflicts with M4, M4 wins — flag the drift.
Fee structure & guarantee tiers → Module 4
The standard rate, the anchor price, payment terms, and the package-tiered guarantee all live in M4 → Fee Structure and M4 → Guarantee Rules & Conditions — kept in one place so the numbers can't drift. Use the pitch and objection scripts below to present and defend them.
Non-Exclusive Contingent
Preferred working arrangement. APB constantly vets the industry/role market and already has all talent pre-screened.
Fee Basis — Salary-Driven
Fees are always calculated on salary + super package of the successful placement. This is preferred because it aligns incentives: if the candidate earns more (due to their value), you earn more.
Never Quote Exact Fee on a Cold Call
Defer to the Client Briefing. Use Objection Handler 4: "There's only ever a fee if you successfully hire — zero risk." See Fee Negotiation for handling fee pushback.
Desk Lead Authority: Desk Leads set the final fee for their desk. The above is the standard structure and guidelines. Exceptions require Desk Lead approval and should be escalated verbally, not via email.
Commercial
Fee Negotiation
APB's fee is 18.5% + GST. This is non-negotiable at consultant level. If a Contact pushes back, here's how to handle it.
Standard Position
The fee is 18.5% + GST of salary + super package. This is the standard rate and reflects the quality, guarantee, and depth of our search. Present it with confidence — don't apologise for the fee.
Non-Negotiable at Consultant Level
Consultants do not have authority to adjust fees. This is by design — it protects the consultant from being pressured into discounting. If a Contact pushes: "Our fee structure is set — I don't have the ability to adjust it."
Desk Lead Exceptions
If the Contact is a high-value account or there's a strategic reason, the Desk Lead can approve an exception. Consultant escalates: "Let me have a conversation with my Desk Lead and come back to you." Never promise a discount — only the Desk Lead decides. How to escalate: raise it verbally — in your daily standup or walk over to the Desk Lead directly. This is a same-day decision, not an email thread.
Fee Pushback Script
"I understand fee is always a consideration. Our rate reflects the fact that we only present pre-screened, off-market candidates with verified results — backed by our placement guarantee (6 months on packages $100K+, 3 months under). You're not paying for CVs, you're paying for a successful hire. If the fee is a concern, let me speak with my team and come back to you."
Key principle: Never negotiate against yourself. If they haven't said "no" to the fee, don't offer a discount. Most fee conversations resolve when the value is clear. If they decline on fee alone, log loss reason "Fees/Terms Rejected" and move to Nurture.
Decision Flow
Term Status — Client Briefing Routing
Qualified Job Opp — Search Brief built, 3+ candidates matched
▼
Book Client Briefing on the same call
▼
Account Term Status?
▼
SIGNED
▼
Search Brief + Candidates only
▼
Contact signs brief → Job Order
NOT SENT / SENT
▼
Search Brief + Candidates + Terms & Fees
▼
Signs brief + terms → Job Order
DECLINED
▼
Escalate to senior consultant
▼
Personal intervention by SC/PC/MD
Term Status "Declined" handling: If a Contact has previously declined Terms of Business, do not re-present terms yourself. Escalate to the consultant one level above you for their personal intervention. An EC escalates to the Desk Lead. An SC escalates to a PC or MD. The senior consultant reaches out directly to build the relationship and re-present terms.
Schedule
BD Hours
Block your BD hours in your calendar every day. This is non-negotiable — BD time is protected time.
8–9am
Morning BD Block
Phone calls to Clients, Signed Prospects, and Prospects. Best window — decision-makers are at their desks.
4–5pm
Afternoon BD Block
Follow-up calls, catch people wrapping up their day. Second-best calling window after morning.
1hr min
Daily Minimum
Minimum 1 hour per day on BD calls. This is what drives 2 Job Orders per week — the core Module 1 outcome.
The maths: ~12 dials/day → 4 conversations → qualified opps → client briefings → briefs presented → 2 Job Orders/week. The hours are the input — the Job Orders are the output. See Activity Targets for the full funnel.
Performance
Weekly Activity Targets
Per AU consultant. 2 Job Orders per week is the rule of thumb for ALL AU consultants.
60
Dials
~12/day
20
Conversations
33% connect
8
Qualified Opps
40% pass RAPID
5
Client Briefings
60% book
4
Briefs Presented
80% present
2
Job Orders
50% convert
The funnel: 60 dials → 20 conversations → 8 qualified → 5 client briefings → 4 briefs presented → 2 Job Orders
Conversion ratios will be refined with field data. Use these as your working baseline.
60 Dials / Week (~12/day)
Phone calls to Contacts at Prospects, Signed Prospects, and Clients during your BD hours. Not all dials connect — that's expected. Volume creates pipeline.
20 Conversations / Week (~4/day)
33% of dials connect to a live conversation. A conversation counts when you speak to the Contact (not a gatekeeper or voicemail).
8 Qualified Opps / Week
40% of conversations pass RAPID. If fewer than 40% are qualifying, your targeting or qualification questions need work — discuss with Desk Lead.
5 Client Briefings / Week
60% of qualified opps book a Client Briefing. If you're qualifying but not booking, your Stage 7 close needs sharpening.
4 Briefs Presented / Week
80% of booked Client Briefings result in a brief being formally presented. The remainder are no-shows or cancelled — follow up immediately.
2 Job Orders / Week
50% of presented briefs convert to signed Job Orders. This is your core outcome. If you're presenting but not converting, review your brief quality and follow-up cadence.
Reference
Account-Level CRM Statuses
STATUS SYSTEMVALUESMODULE 1 CONTEXT
Hiring StatusUnknown, Don't Care, Suspected, Nurture, Active Hiring, Job OrderUpdated as you learn about the account. "Job Order" when Search Brief signed.
Term StatusNot Sent (default), Sent, Signed, DeclinedDetermines Client Briefing agenda. Signed = skip Terms of Business presentation. Declined = escalate to senior consultant.
Account StatusProspect, Signed Prospect, Client, Closed / Not FitProspect = no Terms of Business signed. Signed Prospect = Terms of Business signed, no invoice paid. Client = Terms of Business signed AND first invoice paid (placement completed).
When to Update CRM — Pipeline Triggers
WHEN THIS HAPPENSUPDATE JOB OPP TOALSO UPDATE
Job ad spotted / account flaggedIdentifiedHiring Status → Suspected
First dial (no answer)Attempted ContactLog call attempt with date/time
Live conversation with ContactContactedHiring Status → Active Hiring (if confirmed)
RAPID passed on the callQualifiedLog full RAPID notes. Priority level recorded
Building Search Brief + pulling candidatesBrief In Progress—
Client Briefing date confirmedClient BriefingCalendar invite sent. Sequence A email sent
Client Briefing completed, brief sent for signatureBrief PresentedTerm Status → Sent (if Prospect, first time)
Chasing sign-off post-briefingFollow Up3-week clock starts
Search Brief signedJob OrderHiring Status → Job Order. Term Status → Signed. Job Order created at "1. Sourcing"
Contact declines / goes cold / 3wk cap hitLost/Declined or NurtureMandatory loss reason (if Lost). Hiring Status → Nurture or Don't Care
Transition
Module 1 → Module 3 Transition Checklist
APB runs a 360 desk — the same consultant who wins the Job Order delivers the search. This isn't a handover to another person; it's YOU moving from BD mode into delivery mode. Complete this checklist before starting Module 3 work.
✓
Job Order created — status "1. Sourcing"
✓
Job Opp status → "Job Order"
✓
Hiring Status → "Job Order"
✓
Signed Search Brief attached
✓
Salary, decision-maker, interview process confirmed
✓
3+ matched candidates carried over
✓
Terms of Business signed (Term Status "Signed")
✓
Challenge Rating scored from the Search Brief — see below
✓
Desk Lead notified
M1 · Set at JO Creation
Challenge Rating (CR)
Every Job Order gets a Challenge Rating the moment it's created — scored from the same signed Search Brief the client agreed to. It tells you how tough the search will be, what support you'll get, and how your effort is weighted. This is the canonical home for CR; M2 and M3 read from it. Higher rating = tougher win.
Why this matters
"Not all job orders are equal. A standard BDM hire in Sydney is a different challenge to a niche Head of Sales in a regional market with below-market pay. The Challenge Rating makes that visible — so you get the right support, the right recognition, and nobody pretends a unicorn hunt is a standard search."
This is strictly internal. The client never sees the rating. You use it to plan your strategy and get ahead of problems.
Three Bands
Score 6 factors from 1–3. Total out of 18 sets the band. Higher score = harder search.
6–9
Achievable
Standard search. Good talent supply, competitive package, clean process. You own this independently.
10–13
Challenging
One or more friction points. Needs a deliberate sourcing strategy and Desk Lead oversight. KPI weighting: 1.25x.
14–18
Exceptional
Multiple high-difficulty factors. Managing Director is flagged. Possible client conversation to reshape the brief. KPI weighting: 1.5x.
Scoring Guide — 6 Factors
Score each factor 1, 2, or 3 using the Search Brief. Be honest — inflating scores undermines the system. Underscoring means you miss support you need.
Factor123
Talent supply
How many qualified candidates exist in this market?		 Large, active pool Limited pool, mostly passive Scarce — fewer than 20 in market
Remuneration competitiveness
Is the package at, above, or below market rate?		 At or above market Slightly below (5–10%) Well below market (10%+)
Role complexity
Niche skills, seniority, location, unusual requirements?		 Standard BD / sales brief Niche industry or dual-skill C-suite / highly specialised / remote location
Client process friction
Interview stages, tests, panel rounds, decision speed?		 2-stage process, fast decisions 3+ stages or includes testing 4+ stages, psychometric, board approval
Client engagement
Responsiveness, feedback quality, decision-making?		 Responsive, clear feedback within 48hrs Inconsistent comms, 3–5 day delays Unresponsive, vague feedback, ghosting risk
Market conditions
Competitor activity, counter-offer risk, notice periods?		 Low competition, short notice periods Active market, moderate counter-offer risk War for talent, long notice, high counter-offer risk
Step by Step — Scoring a New JO
Step 1: Open the signed Search Brief
Every answer comes from this document. Role title, salary range, location, interview process, client expectations — it's all there. If it's not in the brief, that's a gap you need to fill before scoring.
Step 2: Score each factor 1, 2, or 3
Work through the 6 factors using the scoring table above. Write down each score. Don't average or estimate — score each one individually. Total = sum of all 6.
Step 3: Determine the band
6–9 = Achievable. 10–13 = Challenging. 14–18 = Exceptional. Record the band and total score on the JO in your CRM.
Step 4: Trigger the right response
Achievable — proceed with standard sourcing. Challenging — brief your Desk Lead on your strategy. Exceptional — flag immediately with the Managing Director. Don't wait for the weekly coaching session.
Scenario — Scoring in Action
You've just signed a Search Brief for a Head of Commercial at a mid-size logistics company in Brisbane.
Talent supply
Score: 2. There are Head of Commercial profiles in Brisbane, but the logistics-specific experience narrows the pool. Mostly passive candidates.
Remuneration
Score: 1. $220K package is competitive for this market. No issue here.
Role complexity
Score: 2. Dual requirement — needs logistics industry knowledge AND commercial P&L experience. Not C-suite, but not standard either.
Process friction
Score: 2. Three-stage process including a case study presentation. Not excessive, but adds time and candidate drop-off risk.
Client engagement
Score: 1. This client has worked with APB before. Fast feedback, responsive hiring manager. No concerns.
Market conditions
Score: 2. Two competitors are also recruiting for similar roles in the same market. Moderate counter-offer risk.
Total
10 — Challenging. Brief your Desk Lead. Discuss sourcing strategy: where will you find the logistics-commercial crossover candidates? Consider whether the case study stage can be streamlined. KPI weighting: 1.25x.
Operational Triggers by Band
Achievable (6–9)
Standard workflow. You own it.
▼
  • Ownership: Consultant runs the search independently.
  • Sourcing: Standard channels — database, LinkedIn, Seek Talent Search.
  • Coaching: Reviewed in weekly coaching as part of normal pipeline. No special attention required.
  • KPI weighting: 1x (standard).
  • Expected timeline: Shortlist within 2 weeks of JO creation.
Challenging (10–13)
Needs strategy. Desk Lead involved.
▼
  • Ownership: Consultant leads, Desk Lead reviews sourcing strategy within 48 hours of scoring.
  • Sourcing: Standard channels PLUS additional: Apollo, SignalHire, network referrals, competitor mapping. Consider headhunting approach for passive candidates.
  • Coaching: Priority discussion in weekly coaching. Desk Lead asks: "What's your biggest blocker? What would lower the score?" Track progress against each factor.
  • KPI weighting: 1.25x on all JO milestones (shortlisted, offer extended, offer approved, offer accepted).
  • Expected timeline: Shortlist within 3 weeks. If no quality shortlist by Week 3, escalate to MD.
Exceptional (14–18)
MD flagged. Possible client conversation.
▼
  • Ownership: Consultant leads, but Managing Director is flagged immediately upon scoring. Desk Lead + MD review the strategy together.
  • Sourcing: All channels active. MD may assign additional sourcing support via the Desk Lead. Consider whether the role needs to be taken to market differently.
  • Client conversation: MD and consultant assess whether the Search Brief needs reshaping. Can the salary be improved? Can interview stages be reduced? Can the location requirement be relaxed? The goal is to lower the Challenge Rating by changing the brief — not to lower your standards.
  • Coaching: Standing item in every weekly coaching session until filled or withdrawn. MD tracks progress directly.
  • KPI weighting: 1.5x on all JO milestones. Filling an Exceptional JO is recognised as outstanding performance.
  • Expected timeline: Shortlist within 4 weeks. If no viable candidates by Week 4, MD initiates a formal brief review with the client.
Weekly Coaching — CR Review Process
The Challenge Rating is alive. It changes as conditions change. Review it every week.
Step 1: Re-score each factor
Has anything changed since last week? Client added a panel round? (+1 to process friction.) Candidate market tightened because a competitor launched a similar search? (+1 to market conditions.) Package improved after your recommendation? (-1 to remuneration.) Update the score.
Step 2: Check for band boundary crossings
If the score crosses a band boundary — e.g. moves from 13 to 14 (Challenging → Exceptional) — the new band's triggers apply immediately and the Managing Director is automatically flagged the same day. If it drops from 10 to 9 (Challenging → Achievable), the Desk Lead confirms the downgrade.
Step 3: Identify the highest-scoring factor
The factor scoring 3 is your biggest blocker. This is where the coaching conversation focuses. Ask: "What would it take to move this from a 3 to a 2?" That question drives action.
Step 4: Coach the brief change
If a factor is a 3 because of something the client controls (process, pay, engagement), this is a coaching opportunity. The MD coaches the consultant on how to consult the client — how to present the data, how to frame the recommendation, how to protect the relationship while reshaping the brief. The goal: lower the score by changing the brief, making the role easier to fill.
KPI Weighting — How CR Rewards Effort
The multiplier applies to every milestone KPI on the JO. This creates early visibility — you see weighted effort from the first shortlist, not just at placement.
KPI MilestoneAchievableChallengingExceptional
Candidate Shortlisted1x1.25x1.5x
Offer Extended1x1.25x1.5x
Offer Approved1x1.25x1.5x
Offer Accepted1x1.25x1.5x
Placement Billed1x1.25x1.5x
Why every milestone? If you only weight the final placement, you can't see the effort until the end. By weighting every milestone, the Desk Lead and MD can see at a glance which consultants are progressing hard roles — even if those roles take longer to close. It's an early warning system AND a recognition system.
Naming Convention & CRM Standards
CRM field name
Challenge Rating — use this exact name. Standardise across all JOs. (Formerly "DTF / Difficulty to Fill" — same scoring, encouraging name.)
CRM values
Three values only: Achievable, Challenging, Exceptional. No abbreviations, no numbers, no traffic lights. The word is the status.
Don't confuse CR with Priority
Priority (Replacement, Critical, High, Medium, Low) is how urgent the client needs the role filled. Challenge Rating is how hard the market makes it to fill. A role can be Low Priority but Exceptional CR — or Critical Priority but Achievable CR. They're separate dimensions.
Don't game the score
Inflating your score to get higher KPI weighting undermines the entire system. Your Desk Lead and MD review every score in coaching. If a score doesn't match reality, you'll be asked to justify it. Score honestly — it's there to help you, not test you.
Challenge yourself: When you score a new JO, ask — "If this is Challenging, what would I need to change in the brief to make it Achievable?" That question is the start of your consulting conversation with the client. You're not just filling roles — you're advising clients on how to attract the best talent. The Challenge Rating gives you the data to back it up. The search itself is delivered in M2 (Source & Screen) and M3 (Fill the Role), which read the CR you set here.
Tracking
Loss Reasons
Mandatory dropdown — must select one when marking Lost/Declined.
Fees/Terms RejectedPrice or Terms of Business were the blocker
Went With CompetitorChose another agency
Hired InternallyFilled the role themselves
Role Cancelled/FrozenBusiness decision to stop
Not Ready Yet→ Move to Nurture
Poor Candidate MatchCouldn't find the right fit
Unresponsive/GhostedStopped replying
OtherMandatory note in CRM
Monthly review: If any single reason exceeds 20% of total losses, raise it with the Desk Lead in standup. The Desk Lead investigates root cause — is it targeting (wrong accounts), qualification (passing weak RAPID), commercial (fee too high for segment), or delivery (brief quality)? The investigation leads to a process change, not just awareness.
Governance
Module 1 Rules
Minimum 3 Matched Candidates
No Search Brief presented without 3+ screened, matched candidates. Fewer than 3 → rethink brief scope or flag as Module 2 gap.
Client Briefing is Always the Default
Email-send is a downgrade. 3 logged attempts to book + Desk Lead approval to downgrade + call within 24 hours after sending.
3-Week Follow-Up Cap
No Job Opp in Follow Up longer than 3 weeks (4 max with Desk Lead extension). Then: sign-off, Nurture, or Lost.
Fee is Non-Negotiable at Consultant Level
18.5% + GST. Any fee exception requires Desk Lead approval. Never promise a discount — escalate to Desk Lead.
Phone First — Always
No email/text/LinkedIn until first phone conversation. No voicemails. Email for documents only after speaking.
Every Email Has Value
"Just checking in" is not an email. Candidate Profile, market insight, or specific reason to meet.
Desk Lead Escalation = Verbal, Same Day
All escalations (fee exceptions, downgrade approvals, follow-up extensions, pipeline decisions) are raised verbally — in daily standup or walk over directly. This is a same-day decision, not an email thread. Desk Lead decides on the spot.
360 Desk — You Own the Client Relationship
The consultant who wins the Job Order delivers the search (Module 3). There's no "handover" to another person. You maintain the client relationship from first call through to placement and aftercare.
3 Logged Attempts = Phone Calls with CRM Notes
When a rule says "3 logged attempts" (e.g., before downgrading to email brief), that means 3 separate phone calls on different days, each logged in CRM with date, time, and outcome. Emails and messages don't count toward the 3.
Cheat Sheet
Quick Reference — Entire BD Process
OPEN
"Off-market [role type]. Candidate Profile. Are you the right person?"
QUALIFY
"Any reason you wouldn't entertain a 30-min virtual?" Not now → zero risk.
URGENCY
"Anyone delivering [target]? If not, what's that costing you?"
NEEDS
Segments? Hunter/farmer? Revenue target? Reporting line?
COMP
Incentive → Base (excl super) → Car. Offer market comparison.
DEEP-DIVE
3 KPIs. Must-haves. Won't-hires. Interview process. Timeline.
CLOSE
"Search Brief + Candidate Profiles. 30-min Client Briefing — sound fair?"
EMAILS
Profile 24hrs → Nudge D3 → Intel D7 → Breakup D14 → Nurture 4-6wks.
BRIEFING → JO
Brief + candidates → How APB works → Fee → Sign → Job Order live.
Reference
Glossary — Naming Conventions
Standard terminology used throughout the APB Codex. Use these terms consistently in all communication, CRM entries, and documentation.
Business Development
BD
All activities related to winning new Terms of Business and generating Job Orders. Module 1 scope.
Job Order
JO
A signed-off Search Brief = live role to fill. The conversion outcome of Module 1. Handed to Module 3.
Job Opportunity
Job Opp
A potential role identified in the pipeline. Becomes a Job Order when the Search Brief is signed.
Search Brief
The 5-section document capturing role requirements. Built from call intel, presented in the Client Briefing.
Terms of Business
APB's one-page commercial agreement. Covers fee (18.5% + GST), payment terms (14 days), and package-tiered guarantee (6 months on $100K+, 3 months under).
Client Briefing
The 30-minute virtual meeting where the Briefing Deck is presented. Also a mandatory pipeline status between Brief In Progress and Brief Presented. The primary conversion event in BD.
360 Desk
APB's operating model where the same consultant handles both BD (Module 1) and Delivery (Module 3). You own the client relationship from first call through to placement.
Briefing Deck
The combined Google Slides presentation: APB intro → Search Brief → Candidate Profiles → Terms of Business (if Prospect).
Candidate Profile
Confidential, anonymised profile showing a candidate's experience, performance, and situation. No names or employers.
RAPID
Qualification framework: Role, Authority, Priority, Income (all required), Demand (intelligence). Must pass before building a Search Brief.
Contact
The individual person you're speaking with at a Prospect or Client account. Not "prospect" (which refers to the account).
Prospect
An account with no Terms of Business signed. The company, not the person (the person is a Contact).
Signed Prospect
An account with Terms of Business signed but no invoice paid yet (no completed placement).
Client
An account with Terms of Business signed AND first invoice paid (at least one completed placement).
Desk Lead
A role, not a position description. The consultant leading a desk — could be a Senior Consultant (SC), Principal Consultant (PC), or Managing Director (MD).
Executive Consultant
EC
Entry-level AU consultant. Hired to become a Senior Consultant within 12 months. Same BD targets apply.
Senior Consultant
SC
Experienced AU consultant. Presents Client Briefings independently. May serve as Desk Lead.
Principal Consultant
PC
Senior AU consultant. Presents independently. Likely Desk Lead. Handles escalations from ECs and SCs.
Managing Director
MD
Most senior desk-level role. Desk Lead by default. Approves fee exceptions, reviews pipeline, handles escalations.
Executive Specialist
ES
PH-based sourcing specialist. Zero involvement in Module 1 BD. Supports Module 2 candidate sourcing and screening.
CRM
The customer relationship management system. All accounts, Job Opps, Contacts, and activity are logged here. Generic term — not platform-specific.
APB Codex — M1: Secure Business — Confidential — Keep this open on your second screen