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What are the best practices for optimizing the time to fill metric?

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Time to fill is a key metric for measuring the efficiency and effectiveness of your full-life cycle recruiting process. It refers to the number of days between opening a job requisition and hiring a candidate. Reducing time to fill can help you save costs, improve quality of hire, and enhance your employer brand. But how can you optimize this metric without compromising on the candidate experience or the hiring manager satisfaction? Here are some best practices to follow.

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1 Define your hiring needs

Before you start sourcing candidates, you need to have a clear and realistic understanding of your hiring needs. This includes defining the job requirements, the hiring budget, the timeline, and the stakeholders involved. You can use a job intake form or a kickoff meeting to gather this information from the hiring manager and align on the expectations. This will help you avoid confusion, delays, and changes later in the process.

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Karen Hartshorn, CSAM, CPC

Connecting Excellence With Purpose
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In my experience, utilizing a job intake form and holding a kickoff meeting with the hiring manager are excellent strategies to align expectations and ensure a smooth process. These steps help in defining the job requirements and budget, identifying the key stakeholders, and setting a realistic timeline. This proactive approach can significantly reduce confusion, delays, and last-minute changes, leading to a more efficient and successful hiring process. To build momentum, it's essential to ask the tough questions to establish clear expectations.

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Alicia Thull

Sales & Talent Professional
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Immediately following an intake call with the hiring manager, create a calibration doc with 20-30 candidate meeting the criteria you just discussed Request quick turnaround for feedback Create outreach campaign Create Role of Interest Page with keywords, titles, years of experience, must haves, booleans, things to avoid, etc Set a realistic goal Start with a big push (1000 outreach min across multiple sources) One team - get multiple working on the role to get these messages out right away 3-6 follow ups Cold call the top 1% of candidates to turn around submissions day of intake call If no calls occur after 24 hours, send hiring manager list of calls scheduled Repeat for each additional role

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2 Streamline your sourcing strategy

Sourcing is a tedious and difficult process of the recruiting cycle. To source qualified and interested candidates, you should explore job boards, social media, referrals, and talent pools. To streamline your sourcing strategy, you can use tools such as Applicant Tracking Systems (ATS) to automate and track your activities and manage your candidate pipeline. Boolean search is also an effective technique to refine queries and find relevant candidates based on keywords, location, skills, or experience. Additionally, consider leveraging social media recruiting platforms like LinkedIn, Facebook, or Twitter to reach out to passive candidates and showcase your employer brand. Lastly, employee referral programs can be used to incentivize current employees to recommend candidates from their networks.

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3 Optimize your screening process

Screening is the stage where you evaluate and filter candidates based on their fit for the role and the company. To optimize this process, you can use pre-screening questions or assessments to eliminate unqualified or unsuitable candidates early on. Additionally, conducting phone or video interviews can verify the candidates' skills, motivation, and availability, as well as gauge their interest and personality. Furthermore, it's important to collaborate with the hiring manager and other team members to review the candidates' profiles and feedback in order to decide on the shortlist.

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4 Simplify your offer and onboarding process

The final stage of the recruiting cycle is the offer and onboarding process, where you seal the deal with the selected candidate and prepare them for joining your company. To simplify this process, you should communicate frequently with the candidate to keep them engaged and informed. Additionally, you should negotiate a salary and benefits package that is competitive and enticing. Furthermore, you can send the offer letter and contract electronically and allow the candidate to sign them online. Finally, create a structured onboarding plan to cover the administrative, technical, and social aspects of their integration.

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Tracey Johns

Partner/Executive Recruiter ????
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In my opinion, for most roles, more than three steps in an interview process, can be a pain point for candidates. Be transparent, ask questions. Do your research ahead of time for compensation. Clarify steps and needed information(references etc) from the outset. Automate referencing if possible. Remove any unnessary steps and use data to reveal and eliminate bottlenecks.

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5 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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What are the best practices for optimizing the time to fill metric?

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1 Define your hiring needs

2 Streamline your sourcing strategy

3 Optimize your screening process

4 Simplify your offer and onboarding process

5 Here’s what else to consider

Full-life Cycle Recruiting

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