Efficient recruitment

Talent Acquisition

How to Make Recruitment More Efficient and Fill Positions Faster

Recruitment takes money and effort. At the same time, it is one of the most crucial parts of growing your business, so it should not be taken lightly.

There are various benefits to making your recruitment process more efficient, and money is just one of them. It is also about improving the candidate experience and finding the right talent.

Did you know that it takes an average of 27 working days to acquire a new hire? That’s a long time for a candidate to wait for the decision. One study found that the best candidates are off the market within 10 days. If you don’t move fast enough, you will miss out.

How do you see your recruitment processes? Are they as efficient as possible? Take a look at these five tips to see how you can go from good to great.

1. Set Up a Structured Recruitment Process

The recruitment process can be broken down into many steps. While there are more complex recruitment processes, the typical recruitment process consists of steps such as publishing a job ad, receiving applications, reviewing candidates, and communicating with candidates.

Start by Asking Yourself

  • How structured is your recruitment process?
  • Are your processes systematic?
  • Do you follow any patterns?
  • How well have you divided the responsibilities among different stakeholders?

I cannot tell you what the most perfect process in the world is because it does not exist. The process depends on your organization, the market, and the position in question. But what I can tell you is that you can greatly benefit from having more structure.

Consider These for More Efficient Recruitment

  • A Timeline: Determine when the process starts and ends and how long each step should take.
  • Responsibilities: Decide who takes care of which part of the process (e.g., HR team publishes the job ad, hiring managers handle the interviews).
  • Patterns:
    • Example 1: Create job ad templates that include key information about your team, organization, and so on and clone them when you open new jobs. You can have more than just one template (e.g., one template for sales jobs and one for developers).
    • Example 2: In each job interview, always explain certain things about your organization and ask certain key questions. Add this information to your recruitment software if possible, and create question lists for taking notes.

Bonus Tip: It’s a great idea to communicate the timeline to your candidates. Then they will know what to expect and when. No more waiting in a black box!

Learn more about efficient recruitment, and so much more by reading our guide: 10 biggest challenges in recruitment.

2. Communicate, Communicate, Communicate: Internally and Externally

If you do not invest in this part, you may end up losing your top candidates in the middle of the process.

Recruiters often face a problem with sharing information with one another. It’s not because they don’t want to but because it can get confusing to share lots of information via paper or without a functioning system. With modern recruitment software, recruiters can work with one another fluidly and send messages within the system. All communication is gathered into one place and can be accessed in real-time from anywhere. In the best-case scenario, recruiters and hiring managers can handle the most important recruitment tasks from their mobile devices.

Do not forget the communication with your candidates. It’s a crucial part of being effective. Communicate well with your candidates and provide an excellent candidate experience through your recruitment process. If you do not invest in this part, you may end up losing your top candidates in the middle of the process and need to start all over again.

3. Automate Your Process with the Help of Modern HR tech and AI

What can and should you automate? In my opinion, pretty much everything in the recruitment process except for the final decision making can be automated.

A Few Examples

  • Candidate Communication: Send status updates automatically to inform candidates about how the process will move forward. Let AI help you write personalized feedback to candidates.
  • Sourcing: Use AI and modern HR tech to source candidates from internal or external talent pools on your behalf.
  • Matching: Let AI matching algorithms automatically rate and highlight the most suitable candidates. Contact the top-rated candidates first.

To automate your recruitment process, you must start by finding a suitable recruitment system that will not only save time but also increase productivity. TalentAdore’s end-to-end recruitment software allows you to effectively hire the right talent. With the help of AI and intelligent automation, you can match candidates to positions, communicate throughout the process, and build talent communities. Request a demo to learn more!

4. Build Your Talent Community

You can save a tremendous amount of time by building your own Talent community. Imagine starting a new recruitment process, and you already have a pool of interested talent. How easy would it be if you could just start selecting the most suitable candidates out of that pool? You could start contacting them immediately without even opening a job ad publicly.

Sounds great, doesn’t it? So, how do you build a talent community that works? Read our previous blog post and find out.

5. Monitor Data and Make Data-Driven Decisions

You can simply start by checking how long your recruitment processes tend to last.

It is important to collect data from the entire recruitment process. This invaluable data will provide you with insights into things such as who your main talent audiences are and how to attract the right talent throughout the recruitment process. Use these insights to fine-tune and optimize your company’s recruitment strategy continually. Doing so will enable you to stay ahead of your competitors and streamline your recruitment process.

You can simply start by checking how long your recruitment processes tend to last. You may be surprised that they are not as quick as you might have thought. Time flies! You should also check which steps in the process take the longest and move your focus there. Why do these steps take so long? Find the root cause.

What are the most important recruitment metrics? Check them out in our blog post.

Conclusion: Towards More Efficient Recruitment

What do you think about your recruitment process after reading this post? Where do you have the most to improve? Maybe your internal communication is standing in the way. Or perhaps your process is too manual, so you are buried in work.

Streamlining your recruitment process will help you save time and resources, recruit more top talent, and make your work life more fun! You can also focus on what matters the most: the people.

Miira Leinonen


Passionate about creating compelling stories and enhancing the world of recruitment. Helping companies to improve their Employer Brand with modern recruitment methods and superior Candidate Experience.