---
name: Hiring Prep Framework
version: 1.0
description: >
  Systematic hiring preparation framework for candidates applying to regulated/technical roles. 
  Transforms job description + candidate CV into gap analysis, interview prep, network strategy, 
  and personal touch positioning. Repeatable, templateable, outputs hiring assessment + execution checklist.
author: Bogdan Rynkowski
website: https://bogdanrynkowski.com
tags: [hiring, job-application, interview-prep, assessment, gap-analysis, network-strategy]
modes: [assessment, interview-prep, execution-plan]
usage: Load for job application preparation. Requires job description and candidate CV as inputs.
---

# HIRING PREP FRAMEWORK

> **Purpose:** Systematize job application preparation. Transform job description + CV into gap analysis, interview prep, network strategy, and positioning. Repeatable for every opportunity.

> **Inputs:** Job description (document or text), Candidate CV, Candidate background context
> **Outputs:** Hiring assessment (match %, gaps, strengths), Interview questions, Network strategy, Personal touch email template

---

## Phase 1: Job Analysis

### Step 1.1 — Extract Job Requirements

Parse job description and identify:

**Must-Haves (Core Requirements):**
- Years of experience (exact number)
- Technical domain (specific skills, certifications, methodologies)
- Industry/regulatory context (FDA, ISO, etc.)
- Team leadership scope (size, reporting structure, span)
- Decision authority level (what decisions does this role own?)
- Education requirements (degree level, specific field)

**Nice-to-Haves (Differentiators):**
- Strategic thinking / roadmap contribution
- Specific tool/platform experience
- Cross-cultural or distributed team experience
- Industry-specific insider knowledge
- Mentoring/coaching capability

**Role Context:**
- What problem does this role solve?
- What's the biggest gap the company is trying to fill?
- Who does this role report to?
- What's the measure of success in first 6 months?

**Template — Job Requirements Matrix:**

| Category | Requirement | Priority | Detail |
|----------|------------|----------|--------|
| Experience | [Years + domain] | [Must/Nice] | [Specific context] |
| Technical | [Skill/certification] | [Must/Nice] | [Why it matters] |
| Leadership | [Scope] | [Must/Nice] | [Team size/type] |
| Regulatory | [Standard/framework] | [Must/Nice] | [Compliance context] |
| Strategic | [Capability] | [Must/Nice] | [Role impact] |

---

## Phase 2: Candidate-to-Role Mapping

### Step 2.1 — CV Inventory

Extract from candidate CV:

**Experience Timeline:**
- Current role (title, company, years active)
- Previous roles (title, company, duration, key achievements)
- Longest tenure (shows commitment)
- Industry transitions (shows flexibility)

**Quantified Impact:**
- What metrics improved? (time reduction, defect rate, cost savings, team capacity)
- What systems/products shipped?
- What regulatory approvals earned?

**Leadership History:**
- Direct reports (how many, when, span of control)
- Team coordination (cross-functional, suppliers, external stakeholders)
- Mentoring/coaching examples

**Domain Depth:**
- Regulatory certifications (FDA, ISO, QMS)
- Specific methodologies (V-model, DFMEA, Six Sigma, SAFe)
- Platform/system experience (which products, how long)
- Languages, locations, cultural context

**Education & Credentials:**
- Degrees (field, institution, year)
- Certifications (active, relevant, date)
- Professional development

**Template — Candidate Inventory:**

| Category | Finding | Evidence (from CV) |
|----------|---------|-------------------|
| Current Role | [Title, company, years] | [CV line] |
| Longest Tenure | [Company, duration] | [CV line] |
| Biggest Impact | [Metric/system] | [CV line] |
| Leadership | [Scope/examples] | [CV line] |
| Regulatory | [Certifications] | [CV line] |
| Domain | [Specific systems] | [CV line] |

### Step 2.2 — Gap Analysis

For each Must-Have requirement, score:

**Score: 100% (Exceeds)**
- Candidate explicitly demonstrates capability
- Multiple examples or long track record
- Quantified impact
- Recent (within last 5 years)

**Score: 90% (Strong Match)**
- Explicitly stated in CV
- Clear evidence of capability
- Slightly dated or limited examples
- Can articulate in interview

**Score: 75% (Moderate Match)**
- Implied (likely due to other experience)
- Not stated but core to similar role
- Should be verified in interview
- Confidence: medium

**Score: 60% (Weak Match)**
- Not mentioned in CV
- Capability is probable but unverified
- Requires specific interview confirmation
- Confidence: low-medium

**Score: 0% (Not Found)**
- No evidence in CV or background
- Not mentioned anywhere
- Would be a training gap
- Requires explicit development plan

**Template — Gap Scorecard:**

| Requirement | Candidate Evidence | Score | Confidence | Interview Question |
|-------------|-------------------|-------|------------|-------------------|
| [Requirement] | [What CV shows] | [%] | [High/Med/Low] | [Diagnostic question] |

---

## Phase 3: Match Scoring & Assessment

### Step 3.1 — Calculate Overall Match %

**Weighting Model:**

```
Core Requirements (Must-Haves): 70% of total score
Differentiators (Nice-to-Haves): 20% of total score
Insider Advantage (if applicable): 10% of total score
```

**Calculation:**

```
Core Score = (Sum of all Must-Have scores) / (Number of Must-Haves) × 0.70
Nice Score = (Sum of all Nice-to-Have scores) / (Number of Nice-to-Haves) × 0.20
Insider Bonus = (0 or 10%) based on: prior company experience, product knowledge, culture fit
Overall Match % = Core Score + Nice Score + Insider Bonus
```

**Score Interpretation:**

| Match % | Signal | Recommendation |
|---------|--------|-----------------|
| 95-100% | Perfect fit | Fast-track interview, high confidence hire |
| 90-94% | Strong fit | Proceed, gaps are verify/clarify level |
| 80-89% | Good fit | Proceed with prep, address 2-3 medium gaps |
| 70-79% | Moderate fit | Proceed cautiously, interview is critical |
| Below 70% | Poor fit | Consider only if insider advantage is exceptional |

### Step 3.2 — Strength & Gap Summary

**Strongest Fits (What Candidate Excels At):**
- List 3-5 areas where candidate is 90%+ match
- For each: why this matters to the role, quantified evidence
- Format: "[Capability]: [Evidence]. Impact: [Business outcome]."

**Biggest Gaps (What Needs Clarification):**
- List 2-4 areas where score is 75% or below
- For each: why it matters, likely reality, interview approach
- Format: "[Gap]: [Why important]. Interview question: [Diagnostic ask]."

**Risk Assessment:**
- Any 0% gaps? (Training requirement or dealbreaker?)
- Any skills that can be acquired vs. must exist?
- Any cultural or industry mismatches?
- Any timeline concerns?

---

## Phase 4: Interview Preparation

### Step 4.1 — Question Generation

For each gap (75% or below), generate interview questions that:

1. **Are diagnostic** — expose whether capability actually exists
2. **Require concrete examples** — "walk me through X" not "tell me about X"
3. **Test depth** — follow-up questions on the example
4. **Expose reasoning** — how candidate decided, what tradeoffs they considered
5. **Reveal decision authority** — did they recommend or decide? Who decided? How much sway did they have?

**Question Template:**

```
Gap: [Capability]
Why It Matters: [Role impact]
Interview Question: "Tell me about a time when you [specific situation]. 
What was the outcome? What would you do differently?"
Follow-up: "How did you convince [stakeholder] that this was the right approach?"
Signals to Listen For: [Concrete details, ownership language, quantified impact, learning mindset]
Red Flags: [Vague answers, blame-shifting, "I didn't own that", lack of specifics]
```

### Step 4.2 — Strength Confirmation

For each 90%+ match area, prepare:
- 1-2 concrete examples (quantified, recent, relevant)
- What you learned that makes you better at this role
- How you'd apply it to this specific opportunity

**Template:**

```
Strength: [Capability]
Your Best Example: [Specific situation, metrics, outcome]
Relevance to This Role: [Why this example proves you're right for their challenge]
Opening Line: [How you'd naturally introduce this capability in interview]
```

### Step 4.3 — Strategic Questions for Them

Prepare 3-5 questions that:
- Show you understand their business
- Signal insider knowledge (if applicable)
- Expose what success looks like
- Test whether this is the right role for you

**Template:**

```
Question: [What you want to know]
Why You're Asking: [What this tells you about role/company fit]
How It Positions You: [What this question signals about your strategic thinking]
```

---

## Phase 5: Network Strategy

### Step 5.1 — Contact Mapping

Identify contacts at the company/industry:

**Tier 1 (Direct Relationships):**
- Who do you know personally at this company?
- Who do you know who knows someone there?
- Former colleagues who've moved to this company?

**Tier 2 (Warm Introductions Possible):**
- LinkedIn connections in similar roles?
- Industry peers who might know hiring manager?
- Professional association overlaps?

**Tier 3 (Cold Outreach):**
- People in similar roles you can reference-check with
- Company announcement followers (to understand recent changes)

**Template — Network Inventory:**

| Name | Company | Relationship | Relevance | Contact Quality |
|------|---------|-------------|-----------|-----------------|
| [Name] | [Company] | [How you know them] | [Why they matter] | [Email/LinkedIn/phone] |

### Step 5.2 — Outreach Strategy

**For Tier 1 (Direct) Contacts:**

Timing: **Week 1, before formal application**

Message: Brief, specific, asks for 30 min context conversation
- "Hi [Name]. I'm exploring the [Role] at [Company]. You have context I need. Coffee/call?"
- Not: "Can you put in a good word?" (passive, weak)
- Not: "I'm applying for a job, help me!" (desperation)

What You're Actually Asking: "What's the landscape? Who's who? What's the real challenge they're trying to solve?"

What You're NOT Doing: Asking them to advocate yet. You're gathering intelligence.

**For Tier 2 (Warm Introduction) Contacts:**

Timing: **Week 1, after Tier 1 conversations**

Approach: "Would you be comfortable introducing me to [Name]? I'm exploring the [Role] there."

Success Criteria: Introduction happens this week

**For Tier 3 (Cold) Contacts:**

Timing: **After you understand the role deeply** (weeks 2-3)

Approach: Direct message on LinkedIn, reference-check style
- "Hi [Name]. I'm evaluating a role at [Company] in [Domain]. I know you've worked in similar spaces. Could we grab 15 min?"

Objective: Learn about company/role/culture, not ask for advocacy

### Step 5.3 — Application Timing

1. **Week 1:** Network outreach (Tier 1, gather intelligence)
2. **Week 1-2:** Interview prep (study, practice, refine answers)
3. **Week 2:** Warm introductions requested (Tier 2)
4. **Week 2:** Submit formal application through proper channel (HR, careers portal)
5. **Week 2-3:** Network contact reaches out to hiring manager (if they know them)
   - This creates context BEFORE hiring manager sees application
   - You're no longer a stranger; you're "that person from the network"

---

## Phase 6: Personal Touch Positioning

### Step 6.1 — Email Template (Personal Touch Mode)

Use this structure when reaching out to internal contacts or after assessment is complete:

```
[OPENING RECOGNITION - 1-2 sentences]
[Use term of endearment if relationship allows]
[Explicit: "I'm impressed by..." or "I'm proud that you..."]
[Direct statement: "You have real chances here because..."]

[PIVOT - 1 line]
"I put together the material for this conversation. Here's what you've got:"

[OPERATIONAL HANDOFF - numbered list]
1. [Item]
2. [Item]
3. [Item]

[CRITICAL FACTS - bullets]
• [Fact #1]
• [Fact #2]
• [Fact #3]

[NEXT STEPS - action]
Timeline. Owner. What happens next.

[CLOSE - 1 word]
"Good luck"
```

### Step 6.2 — Positioning Statement

Write 2-3 sentences that capture:
- Why this role matters to you (connection to mission, not just career move)
- What you uniquely bring (insider knowledge + fresh perspective + specific capability)
- What you're ready to own (1-2 concrete areas)

**Example Structure:**

"[Years] in [domain]. Shipped [concrete outcome]. Expertise in [specific methodology/system]. Now: bringing [fresh perspective from other company] to solve [specific problem] at [Company]."

---

## Phase 7: Pre-Application Checklist

Before submitting formal application, confirm:

- ✅ Network conversations completed (Tier 1)
- ✅ Intelligence gathered (role nuances, hidden challenges, politics)
- ✅ Interview prep complete (questions written, examples prepared)
- ✅ CV tailored to role (not just generic)
- ✅ Cover letter/positioning written (if required)
- ✅ Reference prepped (contacted relevant manager or former colleague, gave talking points)
- ✅ Warm introductions requested (Tier 2)
- ✅ Professional materials polished (LinkedIn, portfolio, if applicable)
- ✅ Personal touch email drafted (to send to network contact)

**Do NOT apply formally until all above are complete.**

---

## Phase 8: Interview Prep Checklist

### Day Before Interview:

- ✅ Review hiring assessment (your strengths, gaps, how you'll address them)
- ✅ Practice 2-3 strongest examples (out loud, timed)
- ✅ Review interview questions (yours and theirs) — know the signal each one sends
- ✅ Research company recent news (what changed since last 6 months?)
- ✅ Confirm logistics (time, location, who you're meeting, how to get there)
- ✅ Prepare 3-5 questions for them (show strategic thinking)
- ✅ Check tech setup (if video: lighting, background, microphone)

### During Interview:

- ✅ Listen more than you speak (let them expose what matters to them)
- ✅ Answer questions with concrete examples (numbers, outcomes, timelines)
- ✅ Show ownership language ("I owned," "I led," "I decided")
- ✅ Address gaps head-on (don't hide, explain what you know or want to learn)
- ✅ Ask YOUR questions (shows you're evaluating them, not desperate)
- ✅ Confirm next steps before you leave (timeline, what happens, who follows up)

### After Interview:

- ✅ Thank you message within 24 hours (reference something specific from conversation)
- ✅ Note anything you learned (challenges, culture, fit assessment)
- ✅ Prep for second round (if applicable) — adjust based on feedback you picked up

---

## Scoring Rules & Caveats

**When to Use This Framework:**
- Technical/regulated roles (FDA, ISO, engineering, operations)
- Roles requiring 5+ years experience
- Roles with clear measurable outcomes
- Candidates with strong quantified impact track record

**When to Adjust:**
- Early-career roles: weight experience lower, potential higher
- Startup vs. enterprise: insider knowledge worth less in startups
- Skill-based roles: specific certifications matter more
- Leadership transitions: new domain is acceptable if leadership proven elsewhere

**What This Framework DOESN'T Do:**
- Predict culture fit (this is gut check + reference calls)
- Eliminate interview risk (gaps could hide red flags)
- Guarantee hire (match % is confidence, not certainty)
- Account for politics/internal candidates (that's company-specific)

---

## Instructions for Use

1. **Load this skill** when you have a job description + candidate background
2. **Run Phases 1-3** — job analysis, candidate mapping, match scoring
3. **Output:** Hiring assessment document (match %, strengths, gaps)
4. **Run Phases 4-5** — interview prep + network strategy
5. **Output:** Interview question bank + network plan
6. **Run Phase 6** — write positioning/email
7. **Run Phases 7-8** — checklists before application and interview
8. **Iterate:** If gaps become clear in interviews, update prep and rerun

---

## For AI Implementing This

When a user loads this skill:

1. Ask for **job description** (text or document)
2. Ask for **candidate CV/background** (text or document)
3. Ask for **candidate's target role** (confirm understanding)
4. Run **Phase 1 (Job Analysis)** — create requirements matrix
5. Run **Phase 2 (Candidate Mapping)** — create inventory + gap scorecard
6. Run **Phase 3 (Scoring)** — calculate match % with explanation
7. Output **Hiring Assessment** document (match, strengths, gaps, risks)
8. Ask: "Ready for interview prep?" → Run Phases 4-5
9. Ask: "Ready for positioning/email?" → Run Phase 6
10. Provide **checklists** for pre-application and pre-interview

Keep outputs structured, scannable, actionable. Show reasoning for scores.
Preserve gaps — don't polish them away. Make risk explicit.

---

## Key Principles

- **Match % is confidence, not certainty** — 90% means "proceed with prep," not "guaranteed hire"
- **Gaps at 75% need verification** — likely capability, unproven
- **Gaps at 0% are training requirements** — decide if acceptable
- **Network happens before formal application** — timing matters
- **Interview questions are diagnostic** — designed to expose capability or lack thereof
- **Personal touch is recognition + rigor** — never warmth instead of clarity
- **Checklists prevent surprises** — prep completed = confidence in interview
- **Insider knowledge is valuable but not decisive** — strong experience + prep beats insider + unprepared