Placement Logistics Prep?

03 November 2024 - 3 mins read time
Tags: Campus Placement IIT

Note: We are taking a sample case of Google in order to understand the flow, needs, and dependencies.

Phase 1: Preparation - Pre-Arrival

  1. Scheduling:
    Before the company arrives, coordinate the visit dates with them. This involves internal scheduling to avoid any conflicts and sending formal invitations with proposed dates.

  2. Volunteer Assignment:
    Assign a point of contact (POC) from your volunteer team to liaise with Google. Inform both the POC and the company of this assignment. This individual will manage all communications once the company officials arrive in Guwahati.

  3. Transportation:
    Arrange transportation by securing cabs for pickup if such commitments have been made. Obtain permissions from the placement office and book the cabs in advance. Additionally, discuss with the HOCCCD to secure special permissions for using cabs and scooters during the placement season.

  4. Guest House Booking:
    Determine the number of company officials attending and book accommodations accordingly. Coordinate with campus authorities to ensure all necessary permissions are in place.

Phase 2: Preparations for the Day of the Visit

  1. Welcoming:
    Ensure that the POC from the company is informed and aware of the visit schedule. Volunteers should also have essential contact information ready, such as who to reach for cab availability, guest house conditions, internet issues, etc.

    • Cabs must be procured in advance.
    • Guest house rooms should be booked and checked for readiness.
    • The POC should have an ID card indicating their role.
    • Volunteers and POCs should participate in an orientation session on how to treat company officials.
  2. Logistics on Campus:
    • Book E-rickshaws for travel within the campus.
    • Ensure guest house rooms are equipped with guest kits.
    • Provide company officials with printed campus maps.
  3. Placement Coordinator:
    If possible, designate a placement coordinator to oversee all POCs. It would be beneficial for them to wear identifiable merchandise to denote their affiliation with the placement team.
    • Therefore you need the merch to be ready by then

Phase 3: Preparations for the Interview Process

  1. Room Allocation and Preparation:
    Assign specific interview rooms to the company officials in advance. Key subtasks include:

    • Obtaining permission for hostel use.
    • Confirming room availability during the placement process.
    • Checking for any needed paint touch-ups and electrical repairs.
    • Ensuring sufficient tables and chairs are available; tablecloths should be arranged if possible.
    • Confirming that Wi-Fi routers are installed and guest IPs allocated by the IT section.
    • Preparing hostel maps that indicate suitable rooms for placement and barriers.
      • Plan barricading in advance for security.
    • Ensure that A4 sheets, pens, and whiteboards are available for design placements.
    • Ensure adequate medical supplies are present in the hostels.

  2. Candidate Scheduling:
    Inform candidates of waiting areas and their assigned interview rooms.

    • Conduct an orientation for candidates beforehand.
    • Print labels for doors with adequate direction symbols and barricading information for candidates.

  3. Refreshments:
    Provide refreshments for company officials and volunteers.

    • Explore various vendor options in advance.
    • Estimate the number of volunteers and company officials.
    • Negotiate with local canteens in hostels to manage ad-hoc accounts.

  4. During Interviews:

    • Prepare master sheets detailing candidate placements beforehand.
    • Create availability sheets indicating if a candidate is busy with another company.
    • Have official sheets ready if the company officials wish to communicate final shortlists on paper.
    • Set up control centers with extra A4 sheets, PCs for master sheet updates, and extra ID cards.
      • Obtain permissions for using the warden’s room or library in advance.

Phase 4: Preparations for the Post-Visit Follow-Up

  1. Feedback Collection:
    After Google’s visit, collect feedback from interviewers and any HR representatives about the process, logistics, and candidate performance.

  2. Record Maintenance:
    Document the entire process, including candidate details, interview notes, and logistical steps.

  3. Thank-You Mails and Networking:
    Send a formal thank-you note to Google for their visit and gift them with placement cell diaries.

    • Ensure the diaries are designed and printed beforehand.

Task Dependency Flow Graph