End-to-End Recruitment for Outlet Verification in the FMCG Sector

Client: FMCG (Beverage Industry) 

Scope: End-to-End Recruitment for Outlet Verification & Team Lead Positions
Timeline: Completed in 2 batches within 21 days (14 days for Batch 1, 7 days for Batch 2)

Project Overview

In today’s highly competitive consumer goods market, managing and monitoring product display at retail outlets has become a critical component of brand strategy. To enhance the effectiveness of market supervision and ensure the accuracy of outlet-reported data, a leading FMCG company launched the Outlet Verification project—an essential initiative to control market data through image-based validation.

As a trusted strategic BPO partner, THIENTU BPO was entrusted with the recruitment, training, and operational management of the workforce participating in this project. The core objective was to establish a specialized team responsible for verifying the accuracy and completeness of product images submitted from thousands of retail outlets nationwide. This effort supports the client's sales management system in making timely, data-driven decisions.

Team Size and Organizational Structure

THIENTU BPO was tasked with recruiting and deploying:

• 50 Outlet Verification Agents: Responsible for receiving and evaluating images sent from retail locations. Their tasks include verifying display criteria, product types, stock quantities, and ensuring the reported data accurately reflects the physical store conditions. This role requires strong attention to detail, familiarity with FMCG merchandising standards, and a high level of accuracy and compliance with operational procedures.
• 2 Team Leads: In charge of managing the Outlet Verification team, including task assignment, quality control, progress reporting, and acting as the communication bridge between THIENTU BPO and client s project managers. Team Leads also play a vital role in on-the-job training, maintaining team performance, and ensuring consistent quality of output. 

To meet client’s urgent deployment needs in support of key market campaigns, THIENTU BPO adopted a fast-track recruitment model: rapid hiring – accelerated training – efficient operation. Candidates were rigorously screened for logical thinking, image analysis aptitude, and underwent focused training based on client’s specific verification criteria.

Recruitment Challenge

The Outlet Verification project presented several recruitment challenges that required Thiên Tú BPO to act quickly and strategically:

• High-volume hiring under tight deadlines: Over 40 agents and 2 team leads had to be recruited, onboarded, and trained within a short timeframe to meet client’s project launch schedule.
• Specialized skill requirements: The role demanded a unique mix of skills—image analysis, attention to detail, and data accuracy—making it challenging to source suitable candidates at scale.
• Short-term project concerns: As the role was project-based, some candidates hesitated due to job security concerns. Thiên Tú addressed this through transparent communication and engagement initiatives.
• Tight recruitment-to-training coordination: Seamless alignment between recruitment, training, and operations teams was crucial to ensure a fast and smooth transition from hiring to deployment.

Solution Approach

To meet the aggressive recruitment timeline and ensure a seamless operational launch, Thiên Tú BPO implemented a structured, phased approach to recruitment and onboarding. This strategy was divided into two key phases, followed by a focused training and onboarding process to ensure rapid readiness for the Outlet Verification team.

Phase 1: Week 1 – Job Description Development, Talent Sourcing & Infrastructure Readiness

The first week focused on establishing clear role expectations, sourcing qualified candidates, and preparing the physical workspace to accommodate a high-volume team. Key actions included:

• JD Clarification and Development: Collaborated with client’s project leads to develop a detailed and role-specific Job Description, outlining responsibilities, KPIs, and required competencies such as attention to detail, visual accuracy, and task consistency.
• Market Research & Channel Activation: Conducted a quick market scan to understand candidate availability and competitive positioning, helping to define sourcing strategies across job portals, social media, and internal referral networks.
• Candidate Sourcing & Database Re-engagement: Launched multi-channel recruitment campaigns and reactivated internal databases to reach past applicants with relevant experience. Initial screening calls were conducted to qualify leads and schedule interviews for the following week.
• Infrastructure Setup for Workforce Scaling: In parallel with sourcing efforts, Thiên Tú BPO worked with its facilities and IT teams to prepare the physical workspace for onboarding. This included:
  • Allocating and setting up 40+ workstations with the necessary hardware (PCs, monitors, headsets).
  • Ensuring stable internet connectivity and system access for data platforms.
  • Reserving dedicated training and orientation rooms for incoming hires.

This proactive setup ensured that once hiring was complete, the team could be immediately onboarded and integrated into the project workflow.

Phase 2: Week 2 – Talent Selection, Interview Coordination & Hiring Completion

The second week focused on evaluating shortlisted candidates, finalizing selections, and securing commitment for onboarding. Key actions included:

• Interview Coordination: Structured interview schedules were set up in batches to efficiently process shortlisted candidates. Interview panels used standardized assessment rubrics to ensure consistency and fairness.
• Offer Rollout & Candidate Conversion: Offer letters were issued to selected candidates promptly post-interview. Concerns about the temporary nature of the project were addressed through transparent communication, helping to reduce hesitancy and improve offer acceptance rates.
• Onboarding Planning: Finalized candidate lists were shared with the training and operations teams, enabling preparation for onboarding sessions and smooth Day-1 execution.

Phase 2: Week 3 – Training & Onboarding Execution

Upon finalizing the recruitment process, THIENTU BPO immediately transitioned to onboarding and training execution to ensure that all 40 Outlet Verification staff and 2 Team Leads were job-ready.

• Structured Orientation Program: New hires participated in a 1-day orientation covering company policies, project background, team structure, and professional conduct expectations.
• Role-Specific Training: A tailored training program was designed in collaboration with client to equip staff with:
  • Standard Operating Procedures (SOPs) for image validation.
  • Criteria for product display verification and inventory assessment.
  • Use of relevant tools/platforms for task execution and reporting.
• Hands-On Practice & Assessment: Trainees were given mock tasks using sample image datasets to simulate real work scenarios. Trainers monitored performance and provided feedback to ensure understanding and consistency.
• Team Lead Enablement: Team Leads received an advanced training module covering leadership responsibilities, performance monitoring, quality assurance, and reporting structures to ensure operational oversight from day one.

By the end of the training phase, all personnel were equipped with the knowledge, tools, and support needed to begin executing their tasks in line with project KPIs.

Results

Despite the scale and urgency of the project, THIENTU BPO successfully delivered strong recruitment results within tight timelines, demonstrating both operational agility and talent sourcing capability.

Efficient Time to Fill

• Batch 1: Recruited 30 headcounts (including 2 Team Leads) within 14 days (15/04/2025 – 29/04/2025).
  • Actual onboarding: 28 Outlet Verification staff (93.33%) and 2 Team Leads (100%).
  • Achieved over 95% fill rate, ensuring minimal disruption to the client’s operational timeline.
• Batch 2: Recruited and onboarded 20 Outlet Verification agents in just 7 days (01/05/2025 – 07/05/2025).
  • Achieved a 100% completion rate with all hires present on Day 1 of training.

These results underline THIENTU’s ability to scale recruitment efforts rapidly, optimize sourcing pipelines, and deliver talent on demand—even under compressed timelines.

High Candidate Commitment & Onboarding Rate

• Maintained a strong offer-to-join ratio, reflecting the effectiveness of pre-screening, expectation alignment, and candidate engagement throughout the hiring cycle.
• No delays in onboarding or training schedules—candidates were fully prepared and equipped to begin work as planned.

Team Lead Fulfillment

• Successfully sourced and placed 100% of the required Team Leads for the project in the first batch, ensuring leadership and workflow stability from day one.

Batch 1: Time to fill: 14 days (15/04/2025 - 29/04/2025)

Batch 2: Time to fill: 7 days (01/04/2025 - 07/05/2025)

Conclusion

The successful execution of the Outlet Verification recruitment project for clients is a strong testament to Thiên Tú BPO’s agility, operational readiness, and deep understanding of high-volume hiring under time-sensitive conditions. Despite a highly compressed timeline and a niche requirement profile, Thiên Tú not only fulfilled the client’s headcount needs but also ensured a seamless onboarding and training process, allowing the project to launch on schedule with minimal ramp-up time.

By adopting a phased, cross-functional recruitment strategy—combined with proactive infrastructure planning and clear communication—Thiên Tú demonstrated its ability to serve as a reliable talent partner for complex, fast-moving BPO projects. This case reinforces Thiên Tú’s position as a trusted workforce solutions provider capable of delivering both speed and quality at scale.