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How to Measure and Boost Your Recruitment Efficiency

Improving efficiency within the recruitment firm means filling up needed positions at the soonest time. If your team can employ effective recruitment methods to speed up the process, you are not only doing your clients a favor, but you’re also improving your firm’s recruitment brand. Candidates’ time is not wasted because they are given a decision right away.

Even if they get hired or not, they’ll still speak about a good candidate experience if they were treated well. A good experience for applicants and your clients can mean upholding a positive brand as a recruitment agency. 

As the cliché goes: work smarter, not harder. Part of an efficient recruitment process is not only speeding things up but also anticipating possible setbacks and working around your resources.

In this article, suggestions will be given on how to increase recruitment efficiency, which includes employing additional means to measure recruitment metrics. Knowing what to measure is the start of knowing what to improve. That is why to instill recruitment efficiency, identifying where process efficiency occurs or must occur will need better focus. 

Determine where efficiency needs a boost. 

Instead of pushing your recruiters to make additional efforts to speed up the process, it’s better to review the entire process and see where’s the holdup. It will be a better change of pace for the whole team to know where to channel efforts to. While it’s easy to look at the process in a general sense, scrutinizing the steps and applying amendments are key ways to direct initiatives in improving recruitment efficiency. 

Lay down the entire recruitment cycle. 

Different recruitment firms or companies may have different recruitment cycles. Knowing your agency’s steps from searching candidates to giving offers is one, but to intently place every step in a conveniently planned flowchart is another. Visualizations like these will help the team later on as they evaluate the steps and point out which ones are not contributing to recruitment efficiency. 

Use an applicant tracking system (ATS). 

Some recruitment firms use an ATS as a tool in promoting recruitment efficiency. It has many innovative features, such as automating candidate communications and producing figures on where your applicants are mainly sourced. A key feature of the ATS is that it identifies where the candidate is in the recruitment cycle. This system also allows recruitment agencies to measure how much time candidates spend in specific parts of the process. This is where visualization of the recruitment cycle can make better sense. 

Zero-in on the steps that take too many resources. 

Through the ATS, your recruitment firm can now identify which actions may be taking a toll on the team’s efforts. Remember that efficiency measures speed and cost; if there is too much time spent on a specific step, your recruitment agency might also incur losses in profit.    
 
This is where your agency can amend the steps in question. Perhaps, changing strategies in communicating with applicants is needed to reach them faster and encourage them to be more responsive. Maybe testing procedures can be reimagined, or opt for fewer interview questions for fewer answers to evaluate. These are just suggestions for making the process more streamlined so that resources don’t go down the drain. 

Recruitment efficiency requires proactive measures. 

A pitfall of most companies is only starting the recruitment process when there is a need to hire. Your recruitment firm can have a running start with the process by knowing where to look for applicants even if there is no specific need yet. Having these proactive steps is also helpful for current and future clients because your recruitment agency already knows where to source candidates, even who’s the person to contact. 

Have a talent pipeline. 

Your agency can already create a database of possible applicants for positions that may need to be filled once open. Your talent pipeline can consist of former applicants who may not have been successful with the hiring process but have shown promise or interest to go through recruitment again. Your talent pipeline may also consist of currently employed people, but you may see fit for another position, perhaps even a higher one. You can categorize your talent pipeline into possible roles they can fill or the skills and competencies they can offer. This way, your agency knows whom to approach when a client requests new hires. 

Join in professional communities. 

May it be in social media groups or professional websites, being in the right crowd to look for candidates is a viable proactive strategy. Look for groups that have individuals who are eager to look for employment so that your next job posting will result in a good number of applicants. You can ask your recruiters to search for general professional groups, or you may also opt for communities that center on specific job descriptions, like an online group of freelancers or fresh graduates. When the time comes when you have to look for candidates, it’s good to know where best to look first. 

Identify positions with high turnover. 

When your clients come to you to hire a specific job opening over and over again, it’s a sign for your recruitment agency to give a specific focus on this position. Aside from identifying where to source applicants, approach your client as to why there’s a repeated need to hire for the role. Talk about implementing ways to improve employee retention, such as better compensation. You may also bring up the topic of workplace culture; ask about what the recruitment agency can look for in future candidates to make sure there is a culture fit. 
 
On the other hand, it may not be the company’s fault. Look at hiring trends within time periods or the reasons these employees quit. Sometimes a change in demand in the industry or radical shifts in the times, like the pandemic, are forgivable reasons certain positions have employee turnover. As a recruitment agency, keep your ear on the ground for jobs with a high turnover rate. 

Ensure your client company has a better involvement in the hiring process. 

It’s the company’s employees who know more about the company than your recruiters. They have a better grasp of company culture and the best candidate profile for their professional community. Involving your client company in the hiring process is also beneficial to them; their employees are empowered because they contribute to the hiring process. Recruitment efficiency will then be improved because efforts are coming from the company itself. 

Do referral hiring. 

Talk to your company clients and devise a way to give rewards to employees who can bring in hires from their circles. The company’s employees know what the company wants, and since they are looking for potential co-workers within friends and family, they also have a say on whom they want to get hired. Coming up with a referral reward system will also promote employee engagement within your client company. 

Ask the company to consider internal hiring. 

Particularly for higher positions or new job roles, talk to your client company if they’d rather have an internal hiring process put into place. For new and greater responsibilities, explain to them that it would be better to have someone familiar already with the company to take on such roles. You may also share with them the benefits of doing internal hiring. Promoted employees have a renewed trust in the company, and others will also aspire to move up the corporate ladder like their colleagues. 

Ask your applicants how to improve the process. 

Who else is best to ask if the recruitment process is efficient but the very people who experience it? For recruitment agencies such as yours, feedback from the individuals you screened is valuable in promoting efficiency. While asking them to give a review at the end of hiring is already a given, additional effort to convince them to share their thoughts, positive or negative, would be necessary. To add to your collection of candidate comments and improve the feedback process, you can consider Great Recruiters
 
Great Recruiters’ active reputation management services will help your agency gather feedback from your candidates and apply them towards building recruitment efficiency. Since feedback is asked in real-time through the reputation management tool, you can read them right away and pinpoint which part of the process needs evaluation.  

Collecting reviews as they come is also key in identifying trends within your agency’s recruitment efforts and which factors need to be retained or changed. Great Recruiters will help promote active monitoring of the recruitment process so that results are streamlined, and you can save further on resources.

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