Struggling with a slow hiring process? Here are five ways to fix it

With so many factors involved in the hiring process, it’s crucial to hire the best person for the role and do it quickly.

A hasty, unsuitable hiring decision can be costly down the line, but taking too long can mean missing out on top talent. Leaving a position open also puts pressure on the rest of your employees to cover the extra workload.

By focusing on shortening the recruitment process, you can eliminate these concerns without compromising on the quality of your new hires.

Step 1: Establish a hiring process that everyone is committed to

Before diving into CVs and interviews, take the time to map out your recruitment process — and make sure everyone involved understands it. This alignment early on helps prevent missteps and last-minute changes that can slow things down later.

Discuss key aspects of the process as a team:

• How many interview stages are needed?
• Who really needs to be involved in the hiring process?
• Who has final sign-off on decisions?
• Are calendars blocked in advance?

If only HR and your recruiters are aware of the recruitment process, you leave too much to chance for all hiring teams involved. Always ensure you have a contingency plan in place. This way, if scheduling conflicts arise, everyone knows how to proceed.

Step 2: Know your hiring needs early on

If your business has cyclical hiring, keep track of the roles you’ll need and when they are required. Start proactively recruiting for these positions 1-2 months before they are needed, to avoid rushing through the application process.

If your hiring needs are unpredictable, continue to assess them throughout the year. This allows you time to adjust job descriptions and make sure your talent pipeline is ready, as well as to schedule any necessary training for new roles.

Having early visibility into your future needs enables you to act quickly, securing top candidates before they are snapped up by competitors.

Step 3: Define the roles before you hire

Before reposting a job ad, pause to reassess the role. Has it evolved since the last time you hired for it? Are there responsibilities that need to be added, removed, or adjusted?

If the last time you filled this position was several years ago, the responsibilities may have changed. Review your job descriptions and update them to reflect current needs, benchmarking salaries and revising benefits and working hours as necessary.

If diversity is a focus for your company, use a gender decoder tool to check for any biased language in your job listings. It’s a small step that can help attract a broader and more diverse talent pool.

Step 4: Stay in touch with candidates

One of the most overlooked aspects of the interview process is communication. Don’t let strong candidates fall by the wayside due to poor candidate experience.

Ensure that every candidate you interview knows what the next steps will be. From the very first interaction, outline the interview process, so they understand when to expect feedback and when they will hear from you again.

Once you’ve selected a top candidate, be sure to follow up with those you’ve decided not to hire. Keeping candidates informed provides closure, allowing them to continue their job search with confidence and it leaves the door open for future opportunities.

This attention to candidate experience makes a positive impression on even those who don’t make the cut, keeping your company in a positive light.

Step 5 - Use a staffing agency

Some HR teams hesitate to partner with staffing agencies, often assuming that the cost will outweigh the benefit. However, working with a recruitment agency can reduce your time-to-hire and improve the quality of candidates you bring in.

Agencies like Airswift have access to a large pool of qualified candidates and are constantly sourcing top talent, including passive candidates who may not be actively seeking a new role. By working closely with clients, we gain a deep understanding of the specifics of each role and can accurately match candidates to your hiring needs.

Using a staffing agency also means you can quickly tap into a talent pipeline that is already curated, streamlining the application tracking system and enabling you to move faster through the hiring process.

If you're looking to make hiring more efficient and strategic, we’re here to help. Get in touch to learn more about how we can support your next hire.