How to Fill Open Positions Faster with Increased Candidate Response Rates

The human resources department is responsible for a variety of tasks, from payroll to benefits administration… and everything in between! One of the most important functions of the HR department is recruiting new employees. An effective recruitment strategy can help your business to attract top talent and improve your bottom line.

As an HR professional, what’s your number one recruitment goal to ensure you’re doing your part in your company’s success? Finding and placing top-notch candidates for your plethora of open positions. 

Here are five tips that will help streamline your HR recruiting efforts and talent acquisition efforts:

  1. Define your ideal candidate and messaging strategy. This will help you focus your search and target only the most qualified candidates with personalized messages.
  2. Source contacts. Finding contacts for targeted recruitment efforts can be difficult especially if you don’t know where to look. Reputable contact databases can be your answer to help in your outreach efforts.
  3. Use social media. Platforms like LinkedIn are a great way to reach out to potential candidates and learn more about their qualifications.
  4. Utilize employee referral programs. Your employees can be a valuable resource when it comes to finding qualified candidates. Offer incentives for employees who refer candidates that are eventually hired.
  5. Be responsive. Candidates are more likely to accept a job offer if they feel that their inquiries are being promptly addressed.

By following these tips, you can streamline your recruiting efforts and ensure that you are attracting the best candidates for the open positions at your company.

 

What Does Talent Acquisition Actually Cost a Company without a Defined Recruitment Strategy

First, let’s start with reviewing the reality of the costs of talent acquisition. It’s a hard reality but recruiting isn’t cheap. When you calculate the time companies spend on searching, vetting, and interviewing candidates, the average cost per hire is nearly $4,700. 

However, many employers say they spend three to four times that amount on each new hire. That means if you’re hiring for a position with an annual salary of $50,000, there’s a chance you could spend more than $150,000 to fill that role.

These costs don’t even consider the expense that results from making a poor hiring decision due to bad information. A bad hire can cost a company $240,000 after the recruiting, hiring, and onboarding processes are complete.

The cost to recruit your ideal candidate for your role increases further if the initial recruiting techniques you are using have low response rates through the above-mentioned tactics. This is why it’s critical to ensure that you are using the proper tactics to find your ideal candidates’ information and target them with personalized messaging. 

targeted email contact list

 

1. Build Your Ideal Candidate Profile and Messaging Strategy

Before developing your outreach strategy for your recruitment strategy, you’ll want to ensure you have a defined ideal candidate profile.   When it comes to recruitment, one of the most important things you can do is build an ideal candidate profile. 

This profile should outline the specific skills, experience, and qualifications that you are looking for in a new hire. By taking the time to build a detailed candidate profile, you will be able to more effectively target your recruitment efforts and make sure that you are only considering candidates who are a good fit for your organization. 

Here are some tips for building an effective candidate profile:

  1. Define the specific skills and experience that you require.
  2. Consider the qualifications that would be necessary for the role.
  3. Think about the personal qualities that would make someone successful in the role.
  4. Outline the salary range and benefits that you are willing to offer.
  5. Once you have developed your ideal candidate profile, you will use it as a guide during your hiring process. By taking the time to build an effective candidate profile, you can help ensure that you find the best possible candidates for your open positions.

Once you have your candidate profile developed, you will want to develop your messaging strategy. 

Determine Attractive Messaging with the Help of Your Sales and Marketing Team that Targets Your Ideal Candidate Profile

As an HR professional or recruiter, you have an eye for hiring qualified candidates. 

Most hiring teams have the skills to identify candidate green flags such as relevant experience, positive references, and clear career progression, that would make them a perfect fit within the company culture or red flags which could be gaps in employment history, negative references, lack of relevant experience, and unrealistic job expectations that would make them ill-suited for a role at their company. 

Just like you know which flags to watch out for when recruiting in sales and marketing, job applicants also understand how to read between the lines and understand the messaging in your job listings. Many HR professionals forget about, possibly, their most valuable and underutilized resources in the hiring process.

Using the same skills that your marketing and sales teams use when crafting the organization’s buyer personas (ideal contacts based on demographics and firmographics) will enable you to craft personalized messaging for your recruiting efforts. Marketing and sales copywriters live and breathe messaging every day so why not take a lesson from their playbook!

For example:

Personalize Your Candidate Messaging

Like a consumer, candidates engage with content that relates to them, including elements like their name, work or volunteer experience, previous places worked, and why the hiring manager feels they would be a good fit for the open role. 

We have to remember that job candidates are consumers and have similar expectations. 72% of people say they only engage with personalized messaging, which makes sense as people want to feel connected, not like they are getting spammed with the same messages as 50 other possible candidates.

Example of Hiring Messaging using Personalized Content:

“Hi, Jane Doe,

I was impressed with your recent article discussing the effect continuous noise exposure can have on our immune functions. John Hopkins Hospital is currently searching for a Director of Compliance Education and we feel your interest in patient care as well as your experience in your current role as Compliance Program Manager would make you a perfect candidate for this position.

I’d love to tell you more about the Director of Compliance Education. Would you have time for a chat tomorrow at 4 PM?”

This messaging utilizes:

  • Candidate’s name
  • Topic the candidate is interested in
  • Their recent work
  • Position the HR department is hiring for
  • Where the HR department is hiring
  • Why the candidate would be a good fit for this new role
  • A previous position the candidate held
  • A strong call-to-action

 

2. Sourcing Contact Information through a Contact Database 

Accurate contact information for your ideal candidate profile is extremely important when building your talent acquisition strategy. Contact databases simplify your recruiting efforts, allowing you to easily look up a list of emails, names, and other contact information based on the demographics by which you would like to filter.

These tools enable human resource professionals, like you, to create segmented lists based on the open positions you have been tasked to fill. Once you’ve gathered the information for ideal job candidates—determining if the ideal candidate is a passive or active job seeker—you’ll know specifically who you are creating your recruiting messaging for.

Email lookup tools save HR professionals time and effort in the new hire process—which means saving money for the company as well. Not only does it take the burden of finding accurate contact information off of the human resources/recruiting team, but it also allows you to better filter and pre-qualify potential candidates who would fit well within your company.

 

3. Targeted Recruitment through LinkedIn

Along with message development, your sales and marketing team may use LinkedIn daily for outreach efforts. With 830 million professionals in more than 200 countries and territories worldwide on the platform, LinkedIn outreach can be the messaging platform your recruiting strategy has been missing.

InMail, specifically allows you to contact people on LinkedIn with targeted messages similar to if you were going to send an email message in the previous example we provided. However, just as mentioned before when discussing personalization, mass messaging will decrease your InMail open rates—not find you the right candidate.

“You never want someone to think they’re getting spammed,” Okta Senior Recruiter Maria Mencias says.

Personalization in your InMail messages increases response rates by 20%. However, the candidate, in many cases, won’t consider opening your message, let alone engaging with the content, if they feel like you’re not creating that message for them.

Below are some tips and tricks on crafting the perfect recruitment-focused InMail messages:

  • Grab people’s attention by including a topic that is relevant to the recipient in the InMail subject line.
  • While you have 80 characters for the subject line, 24-40 characters perform best.
  • Identify social triggers (like recent job changes, promotions, or mention of being open to a new position) to determine if it’s the best time to send your message. Some of these features may require a recruitment or premium subscription.
  • Design your message as a conversation starter instead of getting an interview right away.
  • Choose words that reflect your voice, as this shows the message is coming from a human, not a mass spam service.
  • Be brief and to the point. If your message is too lengthy, your possible candidates may lose interest.
  • Personalize the InMail message as much as possible.

Sample Messaging of an InMail Message:

Subject Line: [first name], I think you’d be a great fit at [company name]

“Hi Jane,

I am impressed with this your job experience at X Company. As the Lead Recruiter at John Hopkins Hospital, I’m always looking for professionals who can not only add to our hospital’s reputation of having excellent patient care but also those who can benefit from the many resources our hospital offers to its employees.

We are currently searching for a Director of Compliance Education and we feel your interest in patient care as well as your experience in your current role as Compliance Program Manager would make you a perfect candidate for this position.

I’d love to tell you more about the Director of Compliance Education. Would you have time for a chat tomorrow at 4 PM?”

This messaging utilizes:

  • The subject line mentions the candidate’s work
  • Candidate’s name
  • Topic the candidate is interested in
  • Their recent work
  • Where their recent work was found
  • Position the HR department is hiring for
  • Where the HR department is hiring
  • Benefits the new role would have for the candidate
  • Why the candidate would be a good fit for this new role
  • A previous position the candidate held
  • A strong call-to-action

 

4. Employee Referrals can Expedite the Hiring Process

Many employers find that one of the best ways to identify new talent is through employee referral programs. By encouraging employees to refer qualified candidates, employers can tap into powerful networks of potential recruits. Furthermore, employee referral programs can save time and money by shortcutting the traditional hiring process. When done correctly, employee referral programs can be an extremely effective way to find high-quality candidates. 

To get the most out of internal referral programs, employers should make sure to clearly communicate their expectations to employees and provide incentives for making successful referrals. With a little effort, employee referral programs can be a key tool in any employer’s recruiting arsenal.

 

5. Responsiveness in Recruitment Means Money 

Candidates are more likely to accept a job offer if they feel valued throughout the hiring process. When a company is contacted by a candidate, it is important to reply quickly to create a good impression and begin building a relationship. If a company takes too long to respond, the candidate may assume that their application is not being given the attention it deserves. 

In addition, the option to ‘Easy Apply’ has made applying for jobs easier than ever—it’s not uncommon for applicants to apply for roles at multiple companies, at the same time. Unfortunately, this means your ideal applicant is likely interviewing and may receive other job offers in the time you take to respond to their application. To avoid losing qualified candidates, it is essential to respond promptly to job application submissions and questions or concerns candidates may have. By doing so, companies can increase the chances that candidates will accept their job offers and start working for them.

 

Streamline Your Human Resource Recruiting Efforts with the Appropriate Tools

In today’s competitive job market, it is more important than ever to have a streamlined and efficient recruiting process. One way to do this is to use a contact database tool like RocketReach. This allows you to store contact information for potential candidates in one place, as well as track the progress of your recruiting efforts. 

RocketReach makes finding your candidate information effortless with our bulk lookups, Chrome and Edge extensions, API, and integrations tools. This can save you a lot of time and energy in the long run, and help you to make better hiring decisions. In addition, a contact database tool can also help you to keep up with the latest changes in the job market and make sure that you are always able to reach the best candidates for your open positions.

See how easy finding candidate contact information can be with RocketReach’s free Advanced Search tool today.

Supercharge your recruiting with RocketReach

FAQs

How can I save time during the HR recruiting process?

The average time-to-hire across all industries is 3-4 weeks. Data collection tools simplify your recruiting efforts by easily looking up a list of emails, names, and other contact information based on the demographics by which you would like to filter.

How do I increase my candidate response rate?

72% of people say they ONLY engage with personalized messaging. People want to feel connected, not like they are getting spammed with the same messages as 50 other possible candidates.

How should I format my InMail subject lines for recruiting?

Grab people’s attention by including a topic that is relevant to the recipient. While you have 80 characters for the subject line, 24-40 characters perform best.

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