Human Resources Blog - Spark Hire
The Best Way to Handle Slow Staffing Clients

The Best Way to Handle Slow Staffing Clients

You’ve passed a top candidate on to a client and now the wait begins. Unfortunately, with some clients, that wait is entirely too long. While their slow hiring processes are out of your control, they can impact your placement rates and reputation. 

As wait times increase for candidates just to find out if they’re moving forward to the next interview, the candidate experience suffers, which they directly connect to you and your clients. 

Because of this, your staffing clients likely see a drop-off in candidates all together as well as candidate acceptance rates. Those clients unsure of the reason are potentially blaming you for not choosing reputable candidates for their talent pool. 

Neither of these scenarios is appealing. However, there is one thing within your control: communication. No matter how long your clients’ hiring processes take, you have the power to consistently check-in with candidates and clients to keep everyone on the same page. 

Here’s how you can use communication to remain in control through clients’ slowed hiring processes: 

Follow-up with candidates that don’t make the cut

As your staffing clients filter through candidates, they’ll begin weeding a few out of the process. Unfortunately, not all clients will inform candidates if they don’t make the cut. This leaves candidates sometimes waiting for months to not only find out they’re not moving forward in the process, but that they didn’t receive the offer.

Ask clients for frequent updates

Be an advocate for candidates. Ask clients to send you the names of candidates they eliminate at each stage of the hiring process. Confirm you have permission to deliver updates on their status before sending information to candidates. Then, be sure to fill clients in on any feedback offered during your conversation with talent. 

Follow-up in a timely manner

Communication is instantaneous for today’s candidates. Thanks to evolving technology, candidates’ expectations and definitions of “timely” follow-ups are changing. 

In fact, candidates in the 2018 Talent Board North American Candidate Experience Research Report who were interviewed and offered feedback by the end of that day were 52% more likely to increase their relationship with the employer. 

Mold time into your schedule to send candidates updates as you receive them from clients. Dedicate a set time at the beginning and end of each day to send follow-ups you receive the night before or throughout that day. 

Make it personal

According to the Talent Board report, positive candidate ratings jump upwards of 28% when they receive a phone rejection versus an automated email rejection. Still, 63% of candidates said they receive automated email rejection replies. 

Create a personalized message for candidates. This can be in the form of an email, phone call, or even branded video message. Use this time to inform candidates of the next possible steps or other open roles they qualify for currently. 

Inform clients when changes occur 

Your staffing clients also have uncontrollable variables slowing their processes. One of the trending issues is candidate ghosting. As the middle-person, you must keep your clients fully in the loop when candidates exit the hiring process. 

Follow-up when candidates are preparing to make a move

Casually check-in with candidates during the hiring process to understand their level of investment in your clients’ opportunities. Are they still searching for open roles? Did they recently have an interview? If so, is your client’s opportunity their No. 1 choice?

Then, inform clients on their candidate’s disposition. Those who really want your candidate may expedite their decision or may decide to move on to another candidate to ensure they’re not wasting time on an uninvested candidate. Either way, you’re putting the power in their hands. 

Alert clients when candidates exit their hiring process

A few candidates may be fully dedicated to your clients’ open roles. However, they won’t all wait around for long decision-making processes. In fact, according to recruiters in the 2017 Recruiter Sentiment Study by MRINetwork, candidates reject their job offers because of lengthy hiring processes (11%) and the acceptance of other offers (32%).

As you follow-up with candidates, you may find this is the case. Immediately contact your clients to let them know a candidate is no longer interested in their opportunity due to the time it took. Honest and open communication instills trust in your ability to keep track of their candidates and processes.   


How to Prove You're the Best Staffing Firm

Josh Tolan

Josh Tolan is the Founder and CEO of Spark Hire, a video interviewing platform used by 5,000+ customers in over 100 countries.