10 Things You Must Do To Fill A Requisition Fast!

I hear it too often. Why hasn’t this position been filled? We just aren’t getting enough candidates. The candidates aren’t strong enough. I was the perfect fit for the job, why wasn’t I invited back for another interview?

See, as a recruiter I am the middleman between the manager and the client/company and getting someone hired or not. I am the glue. When these questions get asked, there is often a disconnect somewhere. Simply said, there is a formula to getting someone hired.

There are circumstances where finding the right candidate means interviewing a number of people to make sure you have the right candidate. I am all for making a responsible, well thought out decision on who you are going to hire. I am a strong believer of interviewing until you find the right candidate.

Here are 10 things you MUST do in order to fill a position fast. You have a choice as a recruiter and a manager. You can make the recruitment process simple, or it can be a long drawn out process. It is your choice. What will it be?

1. Recruitment Is About A Partnership Don’t second guess the importance of the partnership. One can not do without the other. Both parties have to be on the same page and be willing to work with one another. Whatever pre-concieved notion either party has about one another has to go out the window. Both parties have to trust and engage, or it will never work.

2. Have A Lengthy Intake Session The recruiter drives this, but the manager has to be a willing participant. There is no such thing as too much information. A recruiter's job is to get inside of the managers head, and they wouldn’t be doing their job correctly if they didn’t ask very poignant questions.

3. Have Regular Follow- Up Sessions The process begins with the intake, but that is not where it should end. Recruiters must have follow up times with the manager. Managers must make them. If this partnership falters, other requisitions take priority.

4. Have Open and Direct Communication About Candidates Leave your feelings at the door. If the candidates aren’t what the manager wants, tell the recruiter. A good recruiter should take that criticism and refine their search. Try and try again until you get it right.

5. Set Realistic Expectations With Candidate Recruiters need to talk about money expectations up front. They need to talk about where they are in the interview process, the location of the position, the role itself, and what they are looking for in a career. Recruiters need to talk about when the candidates can start. They need to do theire due dilligence up front. Managers need to be transparent. They need to go in detail about the role and talk about what their expectations are about the role.

6. Work Tirelessly to Fill the Role, Utilize All Resources If a manager entrusts in a recruiter, then the recruiter must hold up their end of the bargain. This means they must not post and pray, solely use Linkedin, or just contact referrals. There is a level of mutual respect. Recruiters must utilize all of the resources they has available and be creative as possible to source the right candidate. Managers should dig into their network and help where ever they can.

7. Talk Openly With Candidate Recruitment is a process. They will most likely be interviewing with multiple people. There will be a phone screen, maybe an assesment test. Tell them “best case" and "worst case” scenario. If they aren’t chosen, respectfully let them know. Telling them "no" is better than to having them frustrated and tainting your image or the companies image.

8. Be Available For Questions This goes both ways for the recruiter and manager. If a recruiter is trying to find the ideal candidate, they have to make themselves available. This happens at odd times sometimes. They also have to be available to candidates who are currently in the process to answer any questions. A manager needs to be responsive to the recruiter when they need an answer or are trying to help with the recruitment process.

9. Work Closely With On-boarding If you are joining a company, unfortunatley the onboarding process doesn’t run as smoothly as possible. If there is a drug screening process, recruiters must walk them through it. If the background process is lengthy, they need to make them aware that could be a scenario. Managers need to think about their first week and their first month. Where will candidates get the computers, where will their desk be located? All of these things need to run smoothly for a hire to not only be hired, but to stay with the company.

10. Always Recruit Don’t get caught behind the 8- ball. Prepare and over- prepare. The best organizations always plan for the future. Once a manager has a confidant in a recruiter, talk about tomorrow, next month, and next year. Talk about the plans for the organization. Always be pro-active! The next time a requisition comes around, you will be ready.

If you liked this blog, please view my website at www.wthomsonjr.com and sign up for my weekly newsletter. You can also follow me on twitter at @wthomsonjr

Comment by Will Thomson on April 18, 2013 at 4:29pm: Love to hear your thoughts and comments!

Comment by Sandra McCartt on April 18, 2013 at 5:49pm: Come in early and stay late. There is a deadline, hit it.

Comment by Will Thomson on April 18, 2013 at 9:57pm: So true Sandra. You know, honestly, I was surprised that no one really responded to this post. I guess the simplicity of the information didn't attract people to it. Although the information is so basic, it is often overlooked. I have been thinking about writing this for a while.

Comment by Amy Ala Miller on April 18, 2013 at 10:03pm: love #10 That's why it's so important to get to know your clients. Doesn't matter if you're agency or internal - if you don't have a relationship with your hiring managers, you will not be as effective as you could be.

Comment by Will Thomson on April 18, 2013 at 10:52pm: Hey Partner in crime! How many times have you gotten "behind on the 8 ball" because you weren't thinking ahead. It happens to all of us. Happened to me. Even when things are slow, it is always be prospecting. Geez- I sound like Glen Gary Glen Ross. :)

Comment by Vinay Johar - RChilli on April 19, 2013 at 6:19am: This is a long process and I know this is best one too

but still we need to use shortcut else candidate may feel anxious .

What we follow is

in first meeting when we judge about candidate and make a mind that he/she fits for this position,

we discuss job positon very openly, telling roles and expectations,

and if candidate still feels exited, and want to go to next level, that time it works fantastic. Some time multiple interview rounds are done, and candidate onboarding is done. ...

iit works for us .. like to hear more from your side.

Comment by Will Thomson on April 19, 2013 at 10:17am: Hi Vinay, thanks for the response. If your intake is detail oriented, the process can be shorter because both parties are on the same page. Setting realistic expectations with the candidate can relieve anxiety. It is good to do what you said and talk to them in detail about the role. A problem a lot of recruiters get into is "selling" a role rather than finding out where there true passion is and trying to "fit" them into a role.

Comment by Valentino Martinez on April 23, 2013 at 11:44am: While the focus is to fill a requisition ASAP -- trading speed for quality can be the downside in filling a requisition too "fast". I see this happen too often in College Recruiting in particular. Collaborate and full-speed-ahead, yes -- but don't forgo quality in the process.

Comment by Will Thomson on April 23, 2013 at 11:48am

Here are some comments from Linkedin, that weren't shared on this site.

Delete Chris Pache I like the part about having open and direct communication about candidates. Leaving feelings at the door. So true. 1 hour ago

Delete Will Thomson, Thanks Chris for sharing and commenting. In recruiting, you have to have some thick skin. To hear "No" is okay. Just ask questions to help refine your search. No communication and no reason of why your candidate wasn't selected only hurts the process...more 59 minutes ago
Delete Chris Pache Educating the client is always the hard part. Too often they want to just say 'not qualified' rather than provide a detailed reason of why they weren't a fit. Relationships in this business is always the key. 53 minutes ago
Delete Will Thomson, 100% agree. It is a partnership. Communication is key and strong business relationships.

Comment by Will Thomson on April 23, 2013 at 11:50am: Valentino, I agree with what you said. If you have a detailed intake and you truly understand your customers needs, it does make it easier to fill a requisition fast. Some roles are harder than others to find the right candidate, and your point is very valid

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