Kreilkamp Site Visit — Priority Discovery Hotlist

For Tim PRINCIPAL

Tim has set the strategic frame ("hire 40 drivers, Power BI needs attention all the time, empower people"). Tim, Jeff, Josh, and Jill will have read the pre-read packet before this meeting. Confirm the priorities + surface what's not on paper yet.

• "After reading the pre-read — what felt right, and what made you stop and re-read?"
• where the scope doc / diagram landed vs. drifted from his mental model; whether anything in the visual reframes how he wants to talk about it internally
• "Of the businesses we discussed, where would a successful pilot here most change your week-to-week?"
• whether trucking-driver-hiring is genuinely #1 priority, or there's another lane he'd swap in if asked
• "When you say Power BI 'needs attention all the time' — walk me through what that looks like on a Tuesday morning. What are you opening, what are you looking for?"
• specific recurring tasks he could offload; whether he's the one watching it or a delegate is
• "What's the worst miss your Power BI has surfaced in the last 90 days where the data was there but nobody acted in time?"
• the high-value pain story we should design alerts around
• "Who else weighs in on a 12-month decision of this size besides the people in this room?"
• silent stakeholders (son John per dossier, possibly board, possibly attorney)
• "Six months from now if this is working — what's the conversation you and I are having that we're not having today?"
• expansion-lane signal: where Phase 2 lives in his mental model

For Jeff RECRUITMENT LEAD

Jeff runs the pipeline. He'll either champion or kill this. The diagram positions him as the script-writer, threshold-setter, and decision-gate on every cul-de-sac branch — confirm he sees himself in that role.

• "Walk me through what happens from the moment an application hits iRecruit until you've made a hire decision."
• manual handoffs, friction points, where leads die today
• "You use iRecruit partially per Tim — which parts are you using and which aren't working for you? Could iRecruit itself surface a 'qualified candidates ready to call' view for you, or does that need to live somewhere else?"
• where the ATS falls short; whether the DriverSync interface is needed at all or whether iRecruit can hold the view; what he wishes was different
• "What does your typical Monday-morning queue look like right now? How many applications + voicemails + emails are sitting from the weekend?"
• scale of the speed-to-lead problem in his actual numbers; whether he's tracking response time
• "Tell me about a great driver hire from the last year — what made that one work?"
• his quality criteria + what he weighs more heavily than the FMCSA-required fields
• "The 10 FMCSA-aligned fields in the pre-screen — are any of those wrong for Kreilkamp, or missing something you'd add?"
• field-list calibration; e.g. does he care about specific endorsement combos, equipment-type fit, geographic willingness
• "On qualifying thresholds — minimum verifiable experience, allowed violations in the last 3 years, accident lookback — what numbers feel right for Kreilkamp specifically?"
• his actual tolerance bands vs. industry defaults; reveals where Kreilkamp is conservative vs. flexible
• "When the diagram says some candidates land in your 'clarification queue' — answers ambiguous, partial, or contradictory — what's your default move? Push back to them, call them, archive, or something else?"
• how he wants ? branch resolved; whether he wants OBB to nudge candidates automatically vs. always handing them to him
• "For drivers who hit a hard-disqualifier — CDL expired, DUI in window, fewer than 1 year experience — what should the polite-close text actually say in your voice?"
• script + tone ownership for the ✗ branch; whether he wants warm/factual/short/longer
• "What questions do drivers ask you that surprise you, that we should make sure the AI handles or knows to escalate?"
• edge cases for the script; pay-negotiation patterns; pet policy; route flexibility
• "If I built a tool that handles weekend SMS for you, what tone do you want it in? Show me a recent message you sent that captures the Kreilkamp voice."
• brand voice; establishes him as the brand-shaper, the AI as his executor
• "The scope doc says about 3 hours/week from you in weeks 1-2, then 1 hour/week ongoing. Does that feel doable or do we need to plan differently?"
• whether the recruiter-time ask is a non-issue or a real friction

For Josh OPERATIONS

Josh runs ops. He cares about workflow continuity and downstream impact. Keep him informed; don't pitch him.

• "Are there ops bottlenecks that touch the hiring pipeline I should know about? Orientation cadence, dispatch handoff, truck assignment?"
• implicit hire-rate ceiling tied to ops capacity; whether the 10-hire target is even feasible given Kreilkamp's onboarding throughput
• "What other ops data live in Power BI today? Where do you wish the dashboard was smarter?"
• Phase 2 expansion lanes (dispatch alerts, equipment-utilization alerts, etc.)

For Jill CFO

Jill controls the money. She'll evaluate cost-per-hire math + pricing structure. Tactical info-gathering; pricing addendum lands by email after.

• "How does Kreilkamp currently calculate cost-per-hire for drivers? What's in the line items?"
• whether the $4K Tim quoted is fully-loaded (ads + recruiter time + screening costs) or partial; what she's including/excluding
• "What's the financial story when a driver washes out at 60 days vs stays through 12 months?"
• retention math she's already running; whether she has the data to model the back-half value of our pilot
• "How do you typically structure vendor agreements at Kreilkamp? Fixed-fee, retainer, milestone-based, performance-based?"
• her preference for the pricing-addendum shape Luke will send post-meeting

Open verification items (catch incidentally)

• iRecruit API capability — webhook push vs. poll-only, and whether write-back (creating/updating candidate records from outside iRecruit) is supported on their plan. Scope-doc fork: if poll-only, OBB uses 5-min polling; if no write-back, candidate state lives in Power BI instead.
• iRecruit admin contact at Cost Management Services — name + email for the week-1 API call.
• Power BI tenant — is it Tim's own Microsoft 365 tenant, or a shared/contracted BI environment? Affects how we authenticate the push-dataset API. Also: is the tenant licensed at a tier that supports push-datasets (typically Power BI Pro or Premium).
• BI analyst — who maintains Kreilkamp's Power BI dashboards today? Internal or external? Need 15 min with them per scope doc.
• Dedicated phone line — does Kreilkamp have a recruiting line today, or do drivers call the main switchboard? Affects whether the after-hours intake is a new number or routing on an existing line.
• 10DLC carrier registration — does Kreilkamp have any existing 10DLC SMS infrastructure we could ride on, or are we registering fresh? (Carrier approval takes 2-6 weeks; we want to start that clock on day 1.)
• Kreilkamp brand voice reference — any internal voice/ethos document, or just example messages Jeff has sent that capture the tone.

Red-flag listen-fors (do NOT push past these)

• Anyone in the room — especially Jill — expressing skepticism about AI in the hiring funnel (regulatory, compliance, reputational concerns). Take it seriously, don't dismiss.
• Tim referencing the Moraine Park experience again — that's still close. Don't compare our pilot favorably to it; acknowledge the lesson and move on.
• Jeff signaling this feels like surveillance even though Tim said it isn't — watch his body language during the Power BI section.
• "Can you also build us a website / app / chatbot / customer portal?" — patron-facing AI is OUT. Restate cleanly: "we work behind staff, never in front of patrons."