Best practices: managing a successful recruiting project

In the contract recruiting world, we often work with several different clients over time. Some contracts require you to work alone, while others require you to build your own team. With a larger team, there is more room for error. We’re here to give you a few tips and tricks that have helped us build and maintain relationships with our clients while filling their open roles.

Communication with your team

  • Utilize Gmail chat for easy communication to share profiles and ask questions.
  • Encourage recruiters to ask questions about roles and different profiles.
  • Meet weekly with your own team to address any miscommunication.
  • Have at least one weekly call between your firm and the client.

Communication with your candidates

  • Customize LinkedIn messages to address candidates based on skills, interests, education or other details.
  • Scheduling a call within two days of initial dialogue.
  • Maintain good standing with candidates who are not interested to keep communication lines open.
  • Follow-up after calls to provide candidates with any information that would be helpful- blogs, articles on company culture, etc.
  • Share excitement and energy of your client through all communication to ensure excellent candidate experience.

Set expectations

  • Set sourcing standards- Target # of candidates per day, and make sure those goals are realistic.
  • Adjust sourcing standards through the process.
  • Hold information sharing sessions and go over ideal profiles, job descriptions, expectations, etc.
  • Share industry knowledge and keep track of changes in the industry, who may be going through layoffs or organizational change, and familiarity with recruiting trends.

Manage reports

  • Create monthly snapshots to track recruiting performance and forecast goals.
  • Manage recruiter performance and address any issues accordingly.

Fine tune your recruiting process

  • Find a structure that works best with team


  • If you started with all recruiters sourcing and conducting phone screens separately you will have an inconsistent process and quality of candidates submitted.
  • If you split responsibilities between a sourcing team and recruiters for calls,the process will become more streamlined, ensuring candidates had the most enjoyable experience

Share and create brand awareness

  • Share jobs, blogs, recent company news, etc. (Social Media, Linkedin, Glassdoor).
  • Potential candidates may see the posts and become interested.

Stay Organized

  • Use excel to keep track of candidates in the process along with your ATS.
  • Create different folders for different roles or department to manage resumes, templates, reporting metrics and job descriptions.