Ways to Manage a Recruiting Desk of 25 Reqs or More

Ways to Manage a Recruiting Desk of 25 Reqs or More

Hopefully, this does not happen to you, but there are many recruiters that have “req overload” on a regular basis where they are managing over 25 reqs on their desk.

In today’s round-table session, we talk about ways that recruiters can get through their day and manage this type of req load… while keeping sane.

Listen in on what our panelists have to say.

This event is part of the “Let’s Talk Recruiting” series where a panel of recruiting practitioners get together online and have a conversation on a variety of topics related to corporate recruiting.


Click to Play the Recording


Our Panelists…

Name & LinkedIn Profile Group Title Company
Courtney Lewis Recruiting Atlanta Regional Recruiter & HR Generalist Open To Work
Mark Wollin Recruiting Dallas Senior Manager, Lead Technical Recruiter SiriusXm + Pandora
Michael Lishewski Recruiting Boston Senior Recruiter Wayfair
Mike Haley Recruiting Chicago Professional Hiring Lead Advisor - Talent Acquisition BP

We asked our attendees, “Do you have a tip that you can give for helping recruiters manage a large req load?”

Here are their answers:

  • Automating processes whenever possible and utilizing a task management tool can be helpful.
  • Be very organized
  • block your time!
  • Book time on your calendar strictly for sourcing
  • Bourbon
  • Breathe, and 1 thing at a time.
  • calendar reminders
  • Calendly, and Onenote
  • Continually evaluate the priority of a particular job
  • Crave out 2+hours a day to dedicate to tough to fill roles for consistent traction.
  • Focus on the priorities with once a week check in on the the others.
  • followup with client regularly to provide and receive req, status updates
  • Give updates as best you can to all parties
  • give yourself time to source. Interviews can overwhelm your schedule if you let them
  • Have a set time every day to review and call resumes. Also, set hours to conduct phone screens
  • I keep a spreadsheet of my openings and try to update my notes in real time.
  • I've not managed that many outside of agency. Interested to hear from the group.
  • Keep a To Do list every day!
  • Know the org priorities and fulfill them
  • Look at silver medalist candidates.
  • looking for suggestions
  • make managers commit to which req is the highest priority and prioritize based on that need
  • Organization
  • Organization
  • organization and pipeline
  • Organization, organization, organization. Combine efforts as often as possible.
  • organize & prioritize
  • Organize and bucket if possible, post master roles and manage from there
  • Partner with HMs / Establish expectations clearly
  • Partner with the hiring managers to reach out to their networks
  • Plan your day ahead of time, consistently prioritize your reqs, time management, long hours, hopefully good tools to work with
  • Precise time management
  • Prioitize
  • Priorities !
  • Prioritization & organization are key - determine which activities are most impactful and be sure to keep yourself organized.
  • Prioritization is key
  • prioritization, time management, alignment of similar req's, etc
  • Prioritize
  • Prioritize
  • prioritize against business critical initiatives
  • Prioritize and spreadsheets
  • Prioritize by urgency then easy to fill
  • Prioritize on historical hiring patters for each hiring manager
  • Prioritize reqs by urgency and include specific screening questions
  • prioritize with hiring managers, group roles for sourcing efficiencies
  • Prioritize with leadership and consistent periodic communication with clients.
  • Prioritize, Prioritize, Prioritize
  • schedule bi-weekly touch base meetings with the hiring managers for high profile searches
  • schedule focus time on each req - spend a couple of hours reviewing current status of candidates and reqs every week
  • Scheduling my day and blocking out time to focus on tasks helps me manage the work load
  • See what roles are similar to each other and group them - create pre-screen forms that can evaluate baseline competencies.
  • Set a schedule for how you work (e.g., review emails first, then reqs in priority order, etc.)
  • Setting up priorities
  • SOP/Larger team
  • Time management
  • Time/date blocking
  • tracking is key, make sure you use an ATS.
  • Understand your conversion rates from top of funnel activity so you can plan your calendar accordingly.
  • Use a great ATS system
  • Use time blocks to manage schedule
  • When sourcing look for the reqs that have the most similarities first to be able to utiliz multiple candidates for multiple reqs
  • Work 24/7 (jk)
  • Work smarter, not harder
  • Write It Down!

Chat Messages from the Session…

10:04:20 >> From  Tamara Garlett : Great point, Mark, however, what if the company releases 25+ roles at any one time and won’t assign priority – in other words ALL of the roles we are releasing to you ARE THE PRIORITY . . . looking forward to tips regarding this issue

10:06:15 >> From  Carol Ricciardi   to   All panelists : I move on to the next one and go back to it the next day.

10:08:33 >> From  Catherine Montoya : to add to Tamara’s comment- how are you handling the administrative things alongside the 25 roles being open all at once

10:08:48 >> From  Tracey Anderson : Also, Prioritizing the older reqs over the newer reqs

10:08:49 >> From  Abby Dooley : @Tamara I agree. How do you suggest the conversation with prioritizing

10:08:52 >> From  Antoinette Williams : I have done it; however, sometimes I have to make adjustments.  My managers typically do not want to see if they are not quite a fit.

10:09:02 >> From  Tracey Anderson : To ensure you are reaching your time to fill goal

10:09:57 >> From  Kirsten Barron : Yes Courtney!

10:10:15 >> From  Tracey Anderson : I concur Courtney

10:10:33 >> From  Darcy Connelly : All of my HM’s think they are at the top of the list!

10:10:57 >> From  Brandon Barber   to   All panelists : Of course Darcy 🙂

10:10:57 >> From  Nicole McDaniel   to   All panelists : Also, prioritizing on the managers that give feedback and respect the hiring process! I’m going to focus on the roles that I know I can get hired the quickest.

10:11:05 >> From  Daniella McDonald : In my last position as Manager of TA I had one recruiter who consistently had 40-50 positions. There was a spreadsheet she used with the hiring managers to review priority. Were there roles that had candidates in process or offers out that she could hold off on? Which positions were hiring managers going to recruit on or that were going to be filled by an agency? That helped “reduce” her workload a bit.

10:11:09 >> From  Antoinette Williams : i will typically ask the manager what is his/her drop dead time they need a butt in the seat.

10:11:31 >> From  Tamara Garlett : I find that providing Hiring Managers with workback calendars (hiring timeline – broken down week by week what is happening in the recruiting process) allows for Hiring Manager anxiety and misunderstanding of the process alleviation (somewhat). Over communicating versus under communicating seems to allay their anxiety . . .

10:11:53 >> From  Daniella McDonald : We also had biweekly meetings/calls with the hiring teams to review where things were with positions to determine where focus was needed.

10:12:01 >> From  Tamara Garlett : Great question @seanrehder

10:13:46 >> From  Cindy McWilliams : I like Tamara’s comment about overcommunicating to reduce hiring manager anxiety.  We do weekly recruiting touchbase meetings, even if there are only 10 minutes of updates to share, to maintain timely transparency.

10:14:15 >> From  Antoinette Williams : i agree with mark.  most of our positions are hard to fill and will take longer than 30 days.

10:14:57 >> From  Catherine Montoya : we do

10:15:08 >> From  Carol Ricciardi   to   All panelists : I have a spreadsheet color coded for my HM”s if needed, this helps them stay organized w/candidates in the interview process.  Works well.

10:18:05 >> From  Elaine DeWitt : When initially posting a req, I would do an intake with the hiring leader to determine the urgency and how they are managing in the meantime. For example, can they distribute some of the duties to others or do they have a TEMP assisting, etc.  

10:18:36 >> From  Carol Ricciardi   to   All panelists : me

10:18:51 >> From  Daniella McDonald : I have never had a scheduling coordinator.

10:19:00 >> From  Tracey Anderson : Me  either

10:19:19 >> From  Elaine DeWitt : Nor have I —– recruiters handled everything

10:19:26 >> From  Tamara Garlett : Scheduling coordinators are GOLD

10:19:29 >> From  Alicia Branon   to   All panelists : Finally just got someone who schedules for me & it is a game changer!

10:19:39 >> From  Brandon Barber   to   All panelists : It is a great thing to have

10:20:03 >> From  Simone Press : Most large companies have scheduling coordinators — but the reality is people NEED to ensure those roles are fully mentored and that coordinators have a path to long term success… You have to put time and effort into helping them get to the next career stop.

10:23:07 >> From  Tamara Garlett : @simone – completely agree

10:24:01 >> From  Nicole McDaniel   to   All panelists : @Cindy – same I send weekly emails on status of reqs

10:25:07 >> From  Bernard Boulos   to   All panelists : My req load is averaging 25 per quarter

10:26:01 >> From  Nicole McDaniel   to   All panelists : Agree- be consultative to the manager!

10:27:00 >> From  Farron McDonald : One thing I haven’t heard yet is reminding your hiring partners that recruiting is a team sport and while you are re-assuring them that you are prioritizing their role, if they have some downtime and are able to find any profiles on LinkedIn or even reach out to any profiles that they are interested in to help beef up the candidate pipeline, it engages them in the process and immediately adds talent to the pipeline where the hiring manager has already demonstrated some level of interest.

10:27:52 >> From  Kirsten Barron : Asking their help to solicit referrals from their staff helps too especially if you have  solid Referral program in place

10:29:07 >> From  Carol Ricciardi   to   All panelists : That is me, I am also involved in the intake, scheduling, preping, and final offer stage.

10:29:45 >> From  Daniella McDonald : I have never experienced the splitting of roles – someone reviewing and screening, someone else takes the rest of the process. My teams have always been full cycle.

10:30:14 >> From  Tracey Anderson : I have always been  a full cycle recruiter

10:32:11 >> From  Brandon Barber   to   All panelists : anything over 35 is pretty silly

10:32:20 >> From  Tamara Garlett : @sean – recruiter optimization studies show between 15 to 18 reqs

10:32:32 >> From  Antoinette Williams : i have always been a full cycle recruiter.

10:32:45 >> From  Antoinette Williams : i have had as many as 50 reqs.

10:33:06 >> From  Daniella McDonald : In a prior role I kept my teams at 12-15 positions, in my last position I had one recruiter close to 20, another as 40-50 and a junior recruiter at like 10. And as the Manager I had 6-12.

10:33:34 >> From  Tracey Anderson : I have had as many as 80 reqs

10:34:04 >> From  Elaine DeWitt : For those with under 30 reqs, what type of positions and industry?  I was a healthcare recruiter handling complex critical care nursing and Resp Therapists and always had over 50 reqs

10:34:18 >> From  Tracey Anderson : Sourcing in the evenings so I am ready for the next day.

10:34:27 >> From  Tracey Anderson : Making calls on Saturdays as well

10:34:59 >> From  Elaine DeWitt : Tracey – I have too!  I feel your pain.  I once had over 100 reqs

10:35:36 >> From  Simone Press : CALENDLY IS AMAZING!!!! And 100% integrates w most tATS

10:35:37 >> From  Heather Levine   to   All panelists : I worked for a huge home health company in the past and also had up to 80 reqs at once. Insane and you really can’t be productive or even fulfill some of the psotiosn.

10:35:44 >> From  Alicia Branon   to   All panelists : I use calendly for sure! It is the easiest way to book candidates!

10:35:49 >> From  yanin fucile : Modernhire

10:36:17 >> From  Kirsten Barron   to   All panelists : We use ModernHire as well

10:36:44 >> From  David Baker : to Elaine – I have 65 reqs right now (also in healthcare)

10:37:32 >> From  Elaine DeWitt : Kudos to you David!  I’m sure you work many hours.  We used “Time Trade” for our interview scheduling.

10:37:54 >> From  Tracey Anderson : Very important

10:38:05 >> From  Brandon Barber   to   All panelists : I think it probably depends a lot on the talent sector. High volume, etc. Tech takes a lot more hand holding.

10:39:00 >> From  Tracey Anderson : 2 hour slates for sourcing

10:39:16 >> From  Tracey Anderson : yes

10:40:04 >> From  Alicia Branon   to   All panelists : We’ve always done phone & video as preliminary screening & then interviewing. On-site is more of a final round.

10:41:00 >> From  Kirsten Barron   to   All panelists : Modern Hire has that capability.  OnDemand Voice and Video itnerviewws

10:43:21 >> From  Alicia Branon   to   All panelists : What is the best way to test Excel modeling skills? Any EEOC approved applications?

10:43:35 >> From  Kendall Lockwood   to   All panelists : what’s the name of the coding app used?

10:44:00 >> From  Tracey Anderson : schedule debrief calls with my hiring managers

10:44:00 >> From  Mark Wollin   to   Antoinette Williams and all panelists : Codebunk is what we use

10:44:06 >> From  Tracey Anderson : I put times on their calendars

10:44:24 >> From  Mark Wollin : Codebunk is what we use

10:44:35 >> From  Katherine Amato : yes that is best practice.

10:44:52 >> From  Alicia Branon   to   All panelists : Anyone willing to share their scorecards with me? I am in the process of creating one for our HMs.

10:45:58 >> From  Kendall Lockwood   to   All panelists : Thanks Mark! I’m excited to check this out. Sounds awesome!

10:47:39 >> From  Brandon Barber   to   All panelists : Big time saver

10:47:48 >> From  Natalya McCool : How do you spell that?

10:48:16 >> From  Tracey Anderson : Is there a tool like that in Google

10:48:34 >> From  yanin fucile : is quickparts like text recruit/ICIMS text engagement?

10:48:40 >> From  Mike Haley : big fan of Quick Parts in Outlook.. saves a ton of time.  

10:48:51 >> From  Brandon Barber : its a tool within Outlook. LIke shortcuts

10:50:28 >> From  Kirsten Barron   to   All panelists : Is it like saving Signature templates?

10:50:31 >> From  Mike Haley : We also use Textio to help us with JD’s and messaging

10:51:13 >> From  Mike Haley : Kirsten, it is similar to templates, but easier to use

10:51:26 >> From  Kirsten Barron   to   All panelists : Thank you!

10:52:07 >> From  Cindy McWilliams : Great conversation!

10:52:13 >> From  Katherine Amato : Thank you!

10:52:14 >> From  Natalya McCool   to   All panelists : Thank you!

10:52:15 >> From  Daniella McDonald : Thank you!

10:52:16 >> From  Elaine DeWitt : THANKS !

10:52:17 >> From  Antoinette Williams : thank you.


Some of the attendees…

Name & LinkedIn Profile Group Title Company
Antoinette Williams Recruiting Atlanta Recruiter KNAPP
Dan Baker Recruiting Atlanta Senior Corporate Recruiter Healthstat
Alicia Branon Recruiting Atlanta Talent Acquisition Specialist Jackson Hewitt Tax Services
Sean Fennelly Recruiting Boston Senior Corporate Recruiter Cole Haan
Cindy McWilliams Recruiting Chicago Talent Manager American College of Surgeons
Eileen Sullivan Recruiting Chicago Recruiter Ferrara Candy Company
Tracey Anderson Recruiting Chicago Executive Recruiter Veolia North America
Claudia Castaneda Recruiting Chicago Sr Talent Advisor U.S. Cellular
Heather Levine Recruiting Dallas Recruiter - Allstate Agency Auto Dealership Program Allstate
Kendall Lockwood Recruiting Dallas Principal Technical Recruiter Cambium Learning Group
Brandon Barber Recruiting Dallas Senior Technical Recruiter Hilton Worldwide
Matt Fox Recruiting DCBmore Technical Recruiter AMERICAN SYSTEMS
Christine Drelling Recruiting DCBmore Global Team Lead - Technical Recruiting Sitecore
Cindy Wong Recruiting LA Sr. Talent Acquisition Specialist Princess Cruises
Caroldean Ross Recruiting LA Construction Recruiter | Multifamily Carmel Partners
Simone Press Recruiting LA Whip Media Group Whip Media Group
Lance Hunsicker Recruiting LA Executive Recruiter Parsons Corporation
Katherine Amato Recruiting LA Senior Corporate Recruiter Guitar Center
Gilbert Baltazar Recruiting LA Senior Corporate Recruiter Herbalife
Caitlin Braulick Recruiting Minneapolis Talent Acquisition Specialist H.B. Fuller
Carol Ricciardi Recruiting NYC Senior Strategic Sourcing Specialists Takeda Pharmaceuticals
Stephen Echeverri Recruiting NYC Global Director, Early Talent Programs & Partnerships WPP
Elaine Dewitt Recruiting Phoenix Contract Recruiter HonorHealth
Julie Melton Recruiting Phoenix Recruiting Specialist SRP Companies
Betty Zabs Recruiting Phoenix Senior Corporate Recruiter Nordstrom
Tamara Garlett Recruiting Portland Senior Recruiter, Global Footwear Product Creation Nike
Randy Shelton Recruiting Portland Talent Acquisition Manager Peterson Cat
Karen Pesznecker Recruiting Portland Senior Talent Acquisition Specialist CorVel Corporation
Erin Doucet Recruiting Portland Sr. Technical Recruiter XPO Logistics
Kelsey Weber Recruiting Portland Senior Recruiter Finastra
Thom Macfarlane Recruiting Seattle Sourcing Recruiter F5 Networks
Melayne Smith Recruiting Seattle Talent Acquisition Specialist Washington State Employees Credit Union
Maya Skolnik Recruiting Seattle Senior Manager, Recruiting & Talent NanoString Technologies
Jessica Burgess Recruiting Seattle Director, Talent Acquisition Zones, Inc.
Abby Dooley Recruiting Seattle Recruiter (Technical) Edifecs
Farron McDonald Recruiting Seattle Senior Talent Acquisition, Leadership Tesla
Natalya McCool Recruiting SFBA Recruiter Berkeley Lab
Bernard Boulos Recruiting SFBA Talent Acquisition - Product Growth & Analytics (Data Engineering) Facebook
Staci Daley Recruiting SFBA Recruiting Specialist for Guckenheimer @ Google Guckenheimer
Nicole McDaniel Recruiting.Work Talent Acquisition Partner 2 Huntington Ingalls Industries
Katie Hoffmeister Recruiting.Work Talent Acquisition Recruiter H&A Architects & Engineers
Manisha Bavabhai TA Leaders Head of Recruiting Hudson MX
Daniella McDonald TA Leaders Talent Acquisition Leader Looking for Work
David Baker TA Leaders Sr. Director of Growth & Development/Brokerage Services One Homecare Solutions
Bennett Yang TA Leaders Director Talent Acquisition SoundHound
Candice Taylor TA Leaders Director Of Recruiting ChowNow
JoDee Klinker TA Leaders Director of Talent Acquisition Carson Group
Nancee Martin TA Leaders Managing Director Corporate Recruiting AvAirPros
Darcy Connelly TA Leaders Assistant Director | Talent Attraction and Acquisition Regional Lead | Business Consulting EY
Amy Clem TA Leaders Senior Manager, Talent Acquisition Chewy
Guiti Nabavi TA Leaders Director, Diversity & University Recruiting Hinge Health

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