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
|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
- 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 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
- 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 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)|
|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|