Change Management for Recruiters: Lessons from a Successful Loxo Rollout

When Marti Glass joined a newly formed clinical recruiting division, she wasn’t just recruiting candidates; she was helping decide, test, and ultimately roll out an entirely new Talent Intelligence Platform for a distributed team.

“We started the way a lot of teams do,” Marti says. “A group chat. Lots of ‘What do you think of this?’ and ‘Have you tried that?’ across a few different platforms.”

Choosing Loxo for the team’s way forward was the easy part. Making it work the same way for everyone — across roles, locations, and experience levels — was more tricky.

The challenge: scaling consistency on a remote team

Marti and her teammates were spread across the country. There was no shared office, no quick desk-side check-ins, and no built-in guarantee that everyone would adopt Loxo in a consistent way.

Marti knew inconsistent workflows would produce inconsistent outcomes, making wins hard to repeat and gaps hard to spot until they showed up in the numbers.

Furthermore, clinical recruiting added complexity, so precision and consistency mattered. Some of the non-negotiables that the team needed from Loxo were being able to:

• Tag highly specialized physicians accurately
• Manage multiple interview types
• Track detailed documentation for onsite interviews
• Report cleanly to leadership

“It’s harder for people to get together in a virtual conference room than it is to just walk into someone's office and say, ‘Hey, what do you think about that?’ So it was really important for me to make sure that people felt heard and that their suggestions and things that they wanted were implemented,” Marti explains, “especially as a newer team member helping implement a really big technology change.”

It became clear that someone needed to own the system: make decisions, communicate with Loxo, and keep things moving forward without creating confusion.

Marti stepped up and put a simple system in place: weekly open office hours.

The solution: weekly open office hours

What started as a group chat evolved into something more intentional: weekly Loxo Open Office Hours.

Rather than relying solely on documentation or async questions, Marti blocked off a standing hour each week where anyone — recruiters, operations leaders, even the CEO — could jump on a video call to ask questions, test ideas, and align on how the team would use Loxo.

“For some people, tutorials are great. For others, they need to learn side-by-side,” Marti says. “Open office hours gave us space to do both.”

How the office hours worked in practice

Instead of covering everything at once, the sessions evolved alongside the team’s workflow:

• Foundational setup
  Early sessions focused on the “bones” of the system: naming conventions, note types, pipeline stages, and tagging structures. The goal was to get alignment early, before habits formed.
  
  
• Shared sourcing skills
  Marti led hands-on sessions on skills like Boolean search and classic recruiting techniques inside Loxo’s interface, making sure everyone was on the same page with sourcing, regardless of background or comfort with newer tools.
  
  
• Pipeline and interview workflows
  As candidates moved through the funnel, new questions surfaced: phone vs. onsite interviews, document storage, interview prep materials, and reporting accuracy. Those became the focus.
  
  
• Executive and reporting needs
  Office hours weren’t just for recruiters. Leadership joined to talk through reporting, visibility, and decision-making — all within the same shared system.
  
  
• Getting new recruiters on board quickly
  When a new recruiter joined the team, the processes were already in place to get them on board quickly.

The foundation: Loxo’s training library

Marti didn’t start from scratch. She leaned heavily on Loxo’s tutorial library to build a shared baseline for the team. “The tutorials are amazing,” she says. “The library is there and accessible to everyone.”

Using the training videos as the source of truth, she created a custom PDF “quickstart” guide that matched her team’s workflow, then used it during screen-share sessions to train teammates and onboard new hires.

It’s very easy for us to sit down in side-by-side video calls, share the screen, walk through the workflows together, take a break to watch one of Loxo’s tutorials, and then come back and put it into practice.”

As the team’s confidence in Loxo grew, the questions changed. Then they slowed down.

And eventually, something interesting happened.

“At some point, people just… didn’t need the office hours anymore,” Marti says. “Which is exactly what you want.”

The results: adoption that didn’t need policing

By treating adoption as a collaborative habit — not a mandate — Marti saw tangible outcomes:

• Full, organic adoption
  The team became comfortable and self-sufficient in Loxo without constant oversight.
  
  
• Consistent workflows across the organization
  Everyone used the same structures, which made sourcing, interviewing, and reporting easier and more reliable.
  
  
• Faster movement through the pipeline
  Clear processes meant more candidates, more interviews, and fewer bottlenecks.
  
  
• Stronger ownership and engagement
  Because people had a voice in how the system worked, they were more invested in using it correctly.

“When people understand the system, have input into it, and see their suggestions implemented,” Marti explains, “they take ownership. And ownership drives adoption.”

Advice for other recruiting teams

Marti believes open office hours aren’t just useful during onboarding, they’re a flexible tool teams can use at any stage.

“If you’re implementing something new, involve the people who actually use it,” she says. “Recruiters have a lot to say… and that feedback makes the system better.”

Her advice is simple:

• Create space for collaboration.
• Standardize early.
• Let learning evolve naturally.
• And don’t be afraid to stop when it’s no longer needed.

“Everyone can find one hour a week to invest in their team,” Marti says. “That hour pays for itself.”

In Marti’s words

“Having a formal process and a clear way to do things upfront is invaluable when you’re learning how to make something work efficiently for a team. That ownership leads to better engagement, better adoption, and better reporting.”
— Marti Glass, Clinical Recruiter