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How do you manage expectations and communicate timelines with candidates and hiring managers?

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As a recruiter, you know that screening resumes is a crucial step in the hiring process. But how do you manage expectations and communicate timelines with candidates and hiring managers, especially when you have multiple roles to fill and limited resources? In this article, we will share some tips and best practices to help you streamline your resume screening process, provide clear and consistent feedback, and build trust and rapport with your stakeholders.

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1 Define your screening criteria

Before you start screening resumes, you need to have a clear understanding of what you are looking for in each role. This means defining the essential skills, qualifications, and experience that the ideal candidate should have, as well as the nice-to-have or preferred attributes that can set them apart. You can use the job description, the hiring manager's input, and your own market knowledge to create a screening checklist or a scoring system that will help you evaluate each resume objectively and consistently.

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Martine S.

Vice President of People Experience @ MGT | SHRM-SCP
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One thing I have found helpful is a strong intake or kick-off meeting with the hiring manager. Focusing on the role's KPIs is essential - as is, understanding what defines success in the first 30-60-90 days in the role. This more holistic understanding of the position supports a stronger screening for both the minimum requirements and attributes for success in the role.

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2 Set realistic timelines

One of the most common frustrations for candidates and hiring managers is the lack of transparency and clarity on the hiring timeline. To avoid this, you need to set realistic and achievable deadlines for each stage of the process, and communicate them clearly to all parties involved. You also need to factor in the time it takes to review, sort, and rank the resumes, as well as the availability and feedback of the hiring manager and the candidates. If there are any changes or delays in the timeline, you need to update everyone as soon as possible and explain the reasons behind them.

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Laurie Braddy

Career Coach-Job Search Strategist-Recruiter for small businesses
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Losing top talent during the hiring process happens all the time, but it doesn't have to. Communication, transparency, and constant follow up is critical throughout the entire recruitment process. Everyone must work together to make the hiring process seamless, that includes the hiring managers, HR reps, recruiters, and candidates. Working together is actually very simple if everyone is aware and follows the process. Unfortunately that is not always the case which then leads to unnecessary confusion, timeline issues, and most often, the loss of a great candidate. More effort on the front end=great hires!

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3 Provide regular feedback

Another key aspect of managing expectations and communicating timelines is providing regular feedback to candidates and hiring managers. This means acknowledging the receipt of the resumes, informing them of the next steps, and letting them know the outcome of the screening process. You should also provide constructive and specific feedback to the candidates who did not make the cut, as well as to the hiring manager who may have different opinions or preferences. By providing regular feedback, you can show respect and appreciation for the candidates' time and interest, as well as demonstrate your professionalism and credibility as a recruiter.

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Millie Marconi

Your hiring headaches ended yesterday | Co-founder @yesterdayAI
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Managing expectations and nailing the communication is the secret sauce in recruitment. Kick things off right. I sit down with the hiring manager and really dig into what the role needs and what success looks like down the line. It sets the stage for the whole screening process and keeps us all on the same page. Be clear about the timeline. I let candidates and hiring managers know upfront how the process will roll out. I talk about review times, interviews, and when they can expect to hear back. Feedback is key, I make sure candidates get the why behind the decision if the conversation has progressed. For the hiring managers, feedback is just as important. It's how we refine our search and make sure we're all looking for the same thing.

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4 Use the right tools

Screening resumes can be a tedious and time-consuming task, especially when you have to deal with a large volume of applications or a complex hiring process. That's why you should use the right tools and technology to help you automate and optimize your resume screening process. For example, you can use an applicant tracking system (ATS) to filter and rank resumes based on keywords, skills, or other criteria. You can also use a resume screening software or a chatbot to pre-screen candidates and ask them relevant questions. These tools can help you save time, reduce human error, and improve your screening efficiency and quality.

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5 Build rapport and trust

Finally, managing expectations and communicating timelines is not only about providing information and feedback, but also about building rapport and trust with candidates and hiring managers. This means being responsive, respectful, and empathetic in your communication, as well as being honest, transparent, and consistent in your actions. You should also show genuine interest and enthusiasm for the role and the company, as well as for the candidate's background and goals. By building rapport and trust, you can create a positive candidate experience, a strong employer brand, and a lasting relationship with your stakeholders.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Laurie Braddy

Career Coach-Job Search Strategist-Recruiter for small businesses
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All candidates deserve to be prepared and coached throughout the entire hiring process. Whether via corporate recruiters, HR, hiring managers, or 3rd party recruiters. Candidates should never enter any phase of the hiring process without knowing exactly what to expect, preparation guidelines, follow-up guidance, etc. Candidate guidance= great hires!

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How do you manage expectations and communicate timelines with candidates and hiring managers?

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1 Define your screening criteria

2 Set realistic timelines

3 Provide regular feedback

4 Use the right tools

5 Build rapport and trust

6 Here’s what else to consider

Screening Resumes

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