Optimizing Time to Fill

Start by mapping out every step of your current hiring process from job requisition to offer acceptance. Look for redundant steps, unnecessary approval layers, or stages where candidates consistently experience delays. Eliminate or optimize any areas that are slowing you down.

For example, consider whether every stakeholder who currently interviews candidates needs to be involved in every hire. Input from key team members is valuable but requiring too many people to meet every candidate can create scheduling nightmares that extend your timeline significantly. Focus on including the people who can provide the most relevant insights for each specific role.

Create compelling, accurate job descriptions that clearly communicate what you’re looking for and what you’re offering. Avoid the temptation to create an exhaustive wish list of every possible qualification you might want. Focus on the skills and experience that are truly essential for success in the role.

Consider separating your requirements into “must-have” and “nice-to-have” categories. This helps qualified candidates self-select into your process while discouraging unqualified applicants. Clear, engaging job descriptions also help set appropriate expectations about the role, reducing the likelihood that candidates will decline offers due to misunderstandings about the position.

Identifying the most qualified candidates early in your recruitment process can help you assess and hire them faster.

Incorporate appropriate candidate screening techniques, such as:

• Adding screening questions to your job application to help you quickly identify and follow-up with the most qualified applicants. These can be basic, such as confirming an applicant’s years of work experience, or they can be more specific, such as asking the candidate to tell you about their experience with a specific software tool you use.
• Using phone or video screening interviews to quickly identify the most promising candidates before investing time in longer, more detailed interviews. A well-structured 20-30 minute screening call can help you eliminate candidates who don’t meet basic qualifications and identify those who warrant further consideration.
• Assigning skills assessments or work samples for roles where specific technical abilities are crucial. These tools can help you quickly identify candidates who have the necessary skills, allowing you to focus your interview time on cultural fit and other qualitative factors.

Eliminate the back-and-forth emails that often accompany interview scheduling by using interview self-scheduling tools. Many modern applicant tracking systems include scheduling features that allow candidates to select from available time slots based on interviewers’ calendars.

Consider having multiple team members meet candidates on the same day or conducting panel interviews rather than scheduling separate individual interviews across several days. This approach can significantly reduce the time between initial screening and final interviews while still giving your team the input they need to make informed decisions.

Define who has the authority to make hiring decisions and establish timelines for each stage of your process. Candidates appreciate transparency about your timeline, and having established deadlines helps keep your hiring team accountable for moving quickly.

Create templates for offer approvals and establish predetermined salary ranges for different roles. You should be able to move quickly without waiting for extensive internal deliberations about compensation or offer terms when you find the right candidate.

Modern applicant tracking systems can automate many time-consuming aspects of recruiting, from posting jobs to multiple job boards with one click to sending automated application confirmations to candidates.

Use recruiting email templates to ensure consistent, professional communication while saving time on routine correspondence. Applicant tracking systems can also help you track key metrics and identify bottlenecks in your process so you can make data-driven improvements.

Don’t wait until you have an open position to start building relationships with potential candidates. Maintain connections with impressive candidates who weren’t selected for previous roles, as they might be perfect fits for future opportunities.

Create talent pools for roles you hire frequently, and stay in touch with passive candidates who have the skills you need. When positions open, you can quickly reach out to pre-qualified candidates rather than starting your search from scratch.

Invest in creating a positive candidate experience that reflects well on your organization. This includes everything from responsive communication to efficient interview processes to thoughtful rejection communications.

A strong employer brand helps you attract more qualified candidates and can reduce the time candidates need to evaluate your opportunities. Candidates are more likely to move quickly through your process and accept offers promptly when they’re excited about the possibility of joining your team.

Regularly review your compensation packages to ensure they’re competitive within your market. Positions with below-market pay take longer to fill because you’re working with a smaller pool of candidates willing to accept lower compensation.

Consider the total value proposition you’re offering, including benefits, flexible work arrangements, professional development opportunities, and company culture. Sometimes non-monetary benefits can make up for slightly lower base compensation and help you attract candidates more quickly.

Collect feedback from interviewers immediately after meetings while impressions are fresh. This prevents delays that occur when you need to track down feedback days or weeks after interviews were conducted.

Maintain regular communication with candidates throughout your process. Even a brief email letting candidates know where they stand and what to expect next can prevent them from accepting other offers while waiting to hear from you.

Regularly review your time to fill data to identify trends and opportunities for improvement. Look at which roles take longer to fill, which stages of your process create the most delays, and which sourcing methods produce the fastest results.

Conduct brief surveys with candidates who withdraw from your process to understand their reasons for leaving. This feedback often reveals issues you might not recognize internally and provides valuable insights for future improvements to your recruitment process.