How to Use this Guide
Welcome to the Recruiting & Staffing Playbook. This guide takes you through the stages of the recruiting and staffing process for government contracting, from requirement analysis to talent pool management.
For each stage, relevant tasks and their key elements are outlined. Then, for each task, you will find one or more of the following, so you can start accomplishing recruiting and staffing objectives from day one:
Global Prompts and Global Assistants, developed by the Procurement Sciences team and available to all platform users.
Suggested Prompts designed to guide you in prompting more effectively and generating higher quality, more relevant responses from the start.
Deep Research Search Suggestions, to be used in the Awarded.AI Deep Research feature, accessible via the button with the telescope icon in the AI Chat.
Keep the human in the loop. Throughout this playbook you will see reminders to keep a human in the loop when working in the Awarded.AI platform. AI is a powerful assistant that can supercharge your workflows, but it is not a substitute for your expertise and judgment.
Table of Contents
1. Requirement Analysis
For recruiting and staffing tasks, thorough and accurate analysis from the start prevents wasted effort and time, while ensuring you are seeking the right qualifications and candidates from the outset.
Capture Required & Preferred Qualifications
Key stage elements
Clearly define each key position specified in the RFP (for example, Program Manager, Technical Lead, Security Officer).
Identify any additional roles deemed critical for success.
Determine the mandatory and preferred qualifications for each position or role.
Suggested Prompt: Identifying Key Personnel Requirements
I am an experienced recruiter. I need to identify the following from the attached/copied and pasted solicitation:
- key positions specified
- additional roles deemed critical for contract performance and project success
- mandatory and preferred qualifications for each
Capture the position titles verbatim. Be sure to capture non-technical requirements for each position as well, including those related to security, location, certifications, etc.
Draft Job Descriptions Based on a Solicitation
Key elements
Clearly define the job title, summary of responsibilities, and organizational reporting relationships in alignment with solicitation requirements.
Specify education, experience, certifications, clearances, and any additional desired skills or expertise relevant to the solicitation.
Incorporate necessary technical skills, subject matter expertise, and contract-specific compliance or performance standards.
State the duty location, travel expectations, and any additional work conditions such as telework eligibility or security clearance needs.
Suggested Prompt: Drafting Job Descriptions Based on a Solicitation
I am an experienced recruiter. I need to create a narrative job description for the role of [INSERT ROLE] based on the attached solicitation. Clearly define the job title, summary of responsibilities, and organizational reporting relationships in alignment with the solicitation requirements. Specify education, experience, certifications, clearances, and any additional desired skills or expertise relevant to the solicitation. Incorporate necessary technical skills, subject matter expertise, and contract-specific compliance or performance standards. State the duty location, travel expectations, and any additional work conditions such as telework eligibility or security clearance needs.
Capture requirements and preferred qualifications verbatim. Be as clear and detailed as possible so you can ensure applicants who meet and even exceed requirements.
Reminder: "I am..." statements allows the AI to tailor its responses, tone, and recommendations to your specific goals, context, and audience. You can also select a persona from the options available in the Assistants Library, within the AI Chat window.
2. Candidate Sourcing
Candidate sourcing proactively identifies, attracts, and builds pipelines of qualified talent, so your organization can efficiently fill key roles with candidates who meet requirements. Effective sourcing reduces time-to-hire, mitigates the risk of talent shortages, and helps your organization respond rapidly to evolving project needs and the competitive landscape.
Understand the Hiring Patterns of Your Competitors
Key elements
Pick up early indicators of the competition's strategic priorities, target contracts, and emerging capabilities, so your organization can anticipate market shifts and adjust capture, teaming, and proposal strategies.
Identify required skill sets and potential talent shortages, supporting more effective internal workforce planning.
Deep Research - Research a Competitor
Use this feature under Deep Research for up-to-date insights into a specific competitor's hiring trends. You simply type the competitor's name and what you'd like to know (hiring trends, current openings, etc.)
You can also find this feature under Workflows on your Awarded.AI home screen under the AI chat.
Capture Up-to-Date Information Relevant to Recruiting & Staffing
Key elements
Convert research gathered from across the web into a finished written product suited to your needs and audience.
Capture up-to-date information relevant to recruiting and staffing for a sector, industry, or market.
Deep Research Search Suggestions
Labor Categories: Research specific government-mandated labor categories (for example, per GSA, DoD, or agency-specific contracts).
Security Clearance: Understand levels of required security clearance (Public Trust, Secret, Top Secret/SCI) and the process and timelines for obtaining them.
Salary & Compensation: Investigate prevailing wage rates, locality pay, and industry salary benchmarks as required by the McNamara-O'Hara Service Contract Act, the Davis-Bacon Act, or other contract terms.
Labor Market Trends: Analyze supply and demand for specific skill sets, regions with critical shortages, and competition for talent.
Compliance Regulations: Keep current on OFCCP, EEO, the McNamara-O'Hara Service Contract Act, VEVRAA, the FAR, and other regulatory requirements impacting federal staffing.
Candidate Pipelines: Compile data on talent pools in critical skill areas (cyber, engineering, project management).
Past Performance: Review performance of prior placements, especially for incumbent capture or re-compete opportunities.
Emerging Skills & Certifications: Monitor new government technology needs such as cloud, AI/ML, CMMC, Agile, and Azure DevOps.
Search for Potential Candidates that Meet Staffing Requirements
Key stage elements
Conduct initial qualification screening of resumes to identify potential qualified candidates and capture their alignment with mandatory and preferred requirements.
Suggested Prompt: Candidate Screening Checklist
I am an experienced recruiter. Create a comprehensive candidate screening checklist specifically tailored for the staffing roles required, and any additional staffing recommended for the attached opportunity. The checklist should be comprehensive. Clearly present the requirements for each role in table format so that I can efficiently and systematically identify and select candidates who fully meet or exceed the specialized requirements.
Suggested Prompt: Resume Screening
I am an experienced recruiter. I want to search the attached folder for the best potential candidates for the role of [Role]. Please identify 3-5 candidates. Present the candidates' alignment to the required and preferred qualifications in table format. Provide the names of the top [X] for the role based on your analysis. Do not omit any requirements. Include requirements such as security, certifications, and location. If you are unsure whether they fit a requirement, indicate this by stating "Unclear" so I can follow up. Capture requirements and experience verbatim.
Global Assistant: Resume LCAT Matcher
This assistant helps you efficiently match potential candidates to one or more Labor Categories (LCATs) required to meet government requirements for a contract.
3. Candidate Screening
Candidate screening ensures only qualified and compliant individuals are selected, reducing the risk of poor performance or non-compliance. Effective screening streamlines onboarding, minimizes turnover, and supports successful contract delivery by aligning candidates' skills and experience with the specific needs of your organization and client.
Evaluate Resumes
Key elements
Examine in detail whether education, relevant certifications (for example, SOC 2, CISA, Agile), and necessary security clearances match contract requirements.
Confirm significant, recent experience with similar projects or technologies, and proficiency with tools or platforms specified in the statement of work.
Evaluate communication skills, teamwork and leadership ability, and reliability as demonstrated in career history.
Note the candidate's ability to meet location, work authorization, and timeline expectations for the role, if provided in their resume.
Suggested Prompt: In-depth Analysis of a Candidate's Experience
I am an experienced recruiter. I want to compare the attached resume against the specific requirements for the role of [Role]. Please present the specific role requirements verbatim, listing them line by line, in Column 1. Then capture the candidate's experience and qualifications verbatim, in line with the requirements, in Column 2. Be sure to include requirements such as security clearances, geographical location, and certifications.
Global Assistant: Resume Gap Analyzer
This assistant compares resumes and job descriptions, performs gap analyses, and assesses compliance with opportunity requirements. You can click the arrow to choose where you'd like to start, otherwise just type Start and hit enter.
4. Interviewing & Subsequent Evaluation
Interviewing and evaluating interview responses provide a structured method to assess a candidate's qualifications, experience, and fit beyond what is presented on a resume. Interviews also let you proactively call out areas that warrant further discussion, so the team can address important questions and make fully informed decisions.
Generate Follow-Up Questions for Potential Candidates
Key elements
Clarify outstanding questions regarding education, certifications, and security clearances, especially if dates or specifics are missing or unclear from a resume.
Probe the candidate's hands-on involvement in similar projects, specific technologies used, and scope of responsibilities to confirm depth and relevance.
Obtain concrete examples of problem-solving, teamwork, leadership, and communication to validate soft skills beyond what is listed.
Confirm logistical and contractual readiness, such as earliest start date, willingness to work at specific locations, and status of work authorization or clearance updates.
Global Prompt: Resume and Biographies
This prompt evaluates a candidate's resume against a specific job description by generating targeted questions that clarify uncertainties, and provides a clear, well-structured summary of how the candidate's experience and accomplishments align with the job's requirements.
Suggested Prompt: Create a Role-Specific Interview Guide
This prompt is intended for use with a role-specific checklist generated in Candidate Sourcing.
I am an experienced recruiter. Propose potential interview questions, grouped by the key competency areas and requirements from the screening checklist copied and pasted below. Questions should clarify direct, concrete examples of relevant experience and resume claims, and further assess both technical depth and soft skills. For each question, include notes on desirable responses.
Here is the screening checklist: [Copy and paste in the role-specific screening checklist]
Screening for Technical & Soft Skills Required/Desired
Key elements
Identify and assess the technical and soft skills essential for specialized positions, so only qualified candidates are considered.
Articulate job requirements clearly to both hiring managers and candidates.
Understand required skills more fully to minimize the likelihood of mis-hires and reduce project risk.
Suggested Prompt: Guidance for Candidate Screening and Evaluation
I am an experienced recruiter. Develop guidance that can enable me to screen potential candidates more knowledgeably and accurately. Give guidance on the types of experiences, projects, and so on that they might have been involved with that would make them an excellent fit for the following: [Copy and Paste in the Job Description].
Analyze an Interview Transcript
Key elements
Following an interview, assess whether the candidate provided clear, specific evidence of meeting all required education, certifications, and relevant work requirements.
Evaluate depth of knowledge, problem-solving skills, and proficiency with required tools, technologies, or methodologies relevant to the contract.
Analyze how effectively the candidate communicates, collaborates, and demonstrates professionalism, adaptability, and teamwork.
Determine the candidate's interest in the role, understanding of the contract's mission, willingness to fulfill logistical requirements, and commitment to project timelines.
Suggested Prompt: Interview Transcript Analysis
I am an experienced recruiter. I have recently conducted an interview with a final candidate for the position of [Role]. Using the attached RFP, perform an analysis of the transcript pasted below. Capture:
- any clear, specific evidence of meeting required education, certifications, and relevant work experience that we may want to highlight
- their depth of knowledge and skill using required tools, technologies, and methodologies relevant to the solicitation
- evidence of soft skills, including communication, collaboration, and adaptability
- feedback on the candidate's interest in the role, understanding of the contract's mission, willingness to fulfill logistical requirements, and commitment to project timelines.
Here is the transcript: [Copy and Paste in the Interview Transcript]
Present Potential Candidate Qualifications for Team Consideration
Key elements
Outline a candidate's education, certifications, and required security clearances relevant to a potential contract.
Highlight a candidate's past roles, major projects, and technical skills that align with contract requirements.
Clearly capture any areas where the candidate's background does not fully meet the contract's requirements or where additional development may be needed.
Emphasize any unique strengths or achievements.
Confirm the candidate's readiness to start, work authorization status, and alignment with contract location and timelines.
Suggested Prompt: Potential Candidate Slides (Internal Discussion)
Please create [X] slides that capture this candidate's qualifications that I can present to my team. The slides should be at a high level, in bullet point format, paying special attention to where they exceed qualifications and where they do not meet qualifications. Be sure to include any areas that would be important for the team to consider or discuss.
5. Candidate Presentations
Proper formatting and clear alignment of candidate resumes with contract requirements ensure compliance, make evaluator review easier, and maximize the chance of award by showcasing the most qualified personnel in a manner that meets government standards.
Format Resumes Consistently
Key elements
Efficiently convert resumes to the government-specified format and page limits.
Ensure consistent presentation of chronological work history, relevant projects, and accomplishments.
Global Prompt: Resume and Doc Reduction
This prompt condenses a resume file to no more than two pages or 35,000 characters while preserving formatting, core content, and messaging, and improves readability and overall impact without simply deleting information.
Global Prompt: Resume Reduction
This prompt condenses a resume file to no more than two pages or 4,000 characters while preserving formatting, core content, and messaging, and improves readability and overall impact without simply deleting information.
Global Assistant: Recruiting-Key Personnel Resume Generator
This assistant generates tailored, compliant proposal responses for government and commercial solicitations, including customized resumes for key personnel, compliance matrices, and management or technical narratives. By analyzing solicitation requirements and candidate information, it creates professional documents that strategically position the company and its personnel for success.
Present a Proposed Candidate to a Contracting/Procurement Officer
Key elements
Clearly present a candidate's relevant education, certifications, security clearances, and any specialized credentials required by the contract for a specified role, in narrative format.
Highlight prior roles, project experience, and technical proficiency that directly align with the contract's scope of work and position requirements.
Confirm each candidate's availability, work authorization, and ability to meet all readiness, location, and onboarding requirements.
Summarize key soft skills such as communication, teamwork, and leadership, as well as any unique strengths.
If applicable, transparently address any areas where a candidate may not fully meet requirements, along with a mitigation or development plan.
Global Assistant: Recruiting-Resume Conformer
This assistant streamlines resume review and tailoring by analyzing job descriptions and candidate resumes, extracting requirements, and generating optimized, compliant resumes formatted for federal and technical roles. It produces concise overviews, compliance tables, and detailed employment history, adhering to company standards.
Global Assistant: SF 330
This assistant supports completion of the Standard Form 330 (SF 330), Architect-Engineer Qualifications. It supports preparation of compliant, compelling submissions by organizing staff resumes, aligning qualifications to contract requirements, developing organizational charts, and ensuring all sections meet federal standards and solicitation instructions.
6. Talent Pool Management
Effective talent pool management, from robust onboarding to dynamic human resource allocation, helps ensure compliance, drive project performance, minimize risk, reduce costs, and maintain a competitive edge in a highly regulated environment.
Onboarding
Welcome new staff while reducing anxiety as they get started.
Provide important details and steps related to the onboarding process.
Introduce key contacts.
Demonstrate professionalism and organization, making a positive first impression.
Global Prompt: Email Creator
This prompt generates a professional email template suitable for welcoming and onboarding new employees into an organization.
Create Recruiting & Staffing Knowledge Categories
Knowledge Categories, created in the Data Hub, let you provide the AI information quickly while enabling your team to communicate up-to-date information consistently. They can be created for many purposes, including recruiting and staffing.
Creating a new recruiting and staffing Knowledge Category
Key elements
Ensure up-to-date resume data can be evaluated against contract requirements for candidate fit and gap analysis quickly and accurately.
Confirm staff assignments with the agility necessary in government contracting.
Collaborate with your team to ensure you have the best fit for a project or opportunity.
General setup of a Knowledge Category
Go to Data Hub → Knowledge Base.
Click the + button to create a new Knowledge Category. Name the Category and select the Knowledge Type. For example, select the "Company Information" Knowledge Type if the information relates to your company's workforce or potential workforce. Select Private until you have a chance to test the Knowledge Category and confirm it is fit for your purposes.
For the first Label, enter "Template." For its Value, list the information you want to include for each subsequent Label in that Knowledge Category. Suggested templates for recruiting and staffing are provided in the Appendix.
Once you have added this template, you can copy and paste the information from the Value into AI Chat to quickly extract the relevant information you want to capture from attached, copied, or pasted resumes.
Tell the AI that, should the information not be found in the resume, it can indicate this by stating "Not specified." Tell the AI specifically to capture information verbatim and only use information found in the resume. Then begin entering information for candidates and staff.
Appendix: Suggested Templates for Recruiting & Staffing Knowledge Categories
Knowledge Category | Label | Values |
Resumes | Candidate Name | Candidate City, State; Education: Institution, City, State, Degree; Job History: Company Name, Role, Dates Employed, Responsibilities; Security Clearance Level; Certifications; Date Last Updated |
Human Resource Allocation | Staff Name | Education; Experience; Skill Proficiency; Security Clearance; Certifications; Current Residence; Current Project; Current Project Start Date; Current Project End Date; Notes on Availability for the Next 12 Months; Flexible on Consulting Roles?; Date Last Updated |
Company Templates | Candidate Review Slide Deck | Slide 1: Candidate Overview & Core Qualifications (name and role, summary of experience, key credentials and certifications, relevant work environments). Slide 2: Technical Expertise & Strengths (core technical skills, integration and troubleshooting, compliance and communication, additional strengths). Slide 3: Areas for Clarification & Recommendations (potential gaps, questions for follow-up, recommendations and next steps). |
Resume Template | (per candidate) | City, State; Education: Institution, City, State, Degree; Job History: Company Name, Role, Dates Employed, Responsibilities; Security Clearance Level; Agency Specific Programs; Programming Languages; Certifications; Date Last Updated |