"The first impression someone gets from the entire recruitment process matters to us. Whether they join or not. We want all the information to be clear and for them to always know where they stand. That's why our people involved in recruitment and onboarding have clearly defined responsibilities — so that every candidate receives relevant information at the right time," says Kateřina Jandová, HR Manager at Proof & Reason.
What did recruitment at Proof & Reason look like a year ago?
▶️ We had almost no recruitment processes — each new hire was handled individually from scratch, and it wasn't clear where or what information about candidates and new starters should be kept.
▶️ Most of the recruitment work fell on the new hire's manager. They spent a lot of time on admin, scheduling interviews, and other activities that didn't require their involvement.
▶️ There was no shared repository for candidate information and agreed terms. Communication between those involved in recruitment happened mainly via email or in person, and important information could easily get lost.
▶️ Kateřina Jandová took on the HR manager role full-time and focused on process mapping, testing the new HR tool Sloneek, and started by setting up onboarding processes.
Where has our HR come in a year?
After the onboarding processes, Kateřina also tackled the recruitment processes.
"I'm a very organized person — I love structure, spreadsheets, and templates. At the same time, I know that templates can't be applied 1:1 to every position. Some positions need to be handled individually, and we create a tailored document for each specific role. But existing templates are a great guide to make sure we don't forget anything important," says Kateřina on the progress in managing recruitment and onboarding.
✅ Process mapping helped us clearly divide responsibilities across the team — who gets involved at which stage, with precisely defined inputs and outputs. We eliminated unnecessary communication loops through multiple people.
✅ One template won't solve all positions forever. Recruitment and onboarding are living processes. We adapt all tools to reality and update the templates whenever needed — whether changes come from the candidate, the manager, or the market.
✅ Kateřina, as the direct owner and accountable person, is involved in every step of both recruitment and onboarding, and can respond immediately to new requirements.
Key tools for more efficient recruitment and onboarding: The recruitment process template, candidate card, and the Sloneek HR app
When a new employee takes away a good experience from recruitment and onboarding, there is up to 30 times greater likelihood that they'll be satisfied at work. That's why we give HR processes special attention, and three tools help us do it.
1️⃣ The Sloneek app
- All-in-one HR app
- Central repository for all documents and processes
- Minimizes paperwork, unnecessary spreadsheets, and email digging
All contracts, access credentials, work tools, and absence records are in one place. We have a clear overview of all candidates, their status in the recruitment process, and agreed terms. The candidate workflow has clearly defined steps and everyone knows their role in recruitment or onboarding.
2️⃣ Recruitment process template
- A step-by-step guide for the manager on what to do and when
- The manager fills it in for each position
- Also contains information for HR and marketing
The core document that contains all the information both the manager and HR and marketing need to seamlessly take the next steps in recruitment. Thanks to this template, we have maximum information at the start of the recruitment process — no need for additional meetings or follow-up questions.
3️⃣ Candidate card
Contains the interview scenario and communication between the people who attended the interview, including agreements on the offer and terms of cooperation. But also everything we need to know from the candidate, and when we'll inform them. Nothing can get lost, and there's no risk of misunderstandings later.
Direct and open communication defines how the whole team operates
At Proof & Reason, we set up collaboration individually with each person according to their needs. We recognize that everyone has a different daily rhythm, and we embrace onsite, hybrid, and fully remote work. Some colleagues arrive at seven in the morning, others not until lunchtime.
But without open communication, it wouldn't work. Everyone knows that when something goes wrong, it's said immediately and resolved together — without fear of escalation or repercussions. This means no one is afraid to come forward with ideas and find new solutions for clients. The approach of managers naturally plays a key role here too. Tracking worked hours also serves as a control mechanism — time tracking happens across the company, and we communicate discrepancies on a weekly basis. We don't need anything more than that.
"When I joined Proof & Reason 8 years ago, it never would have occurred to me that I'd stay this long. We work on genuinely interesting projects, I can work whenever I want, and on top of that I have the opportunity to keep growing." Tomáš Bohdálek, Head of Frontend Development at Proof & Reason.
Who we're currently looking for on the team
Lead UX Designer: A Lead UX Designer who already knows that good design starts not with wireframes, but with questions. We're looking for someone with experience in both execution and leading design projects and teams, who understands that design is not just about users but also about business.
PHP Developer for external collaboration: An experienced PHP developer who understands that stricter static code analysis catches errors before they reach production. We're looking for someone with PHP experience — ideally with the Symfony framework — who values clean code and teamwork.
Senior Frontend Developer: A frontend developer with at least 4 years of experience in React, Next.js, and TypeScript. Fluent in HTML and CSS, with a focus on clean code, keeping promises and meeting deadlines.
Experienced Project Manager: A project manager with at least 3 years of experience in project management. Someone who understands that 90% of every project manager's success is communication, and who wants to lead projects they'll be truly proud of.
Business Development Manager: A salesperson with at least 2 years of experience in lead generation, ideally including outreach campaigns. Someone who knows how to engage a CMO, CEO, or e-commerce manager. Someone with experience in B2B sales, technology, marketing, or digital products who can help us find new opportunities and clients.
In it you'll find, for example:
- An interview with Lenka Stawarczyk not just about brand tone of voice
- A guide on how to approach a website redesign
- A practical checklist for creating a functional landing page
- Interesting findings from a study of 10,000 B2C marketing emails from 613 leading Czech e-shops
- A tip on a report showing how to balance AI adoption without losing customer trust and satisfaction.
