Don't Lose Sight of Candidate #2

Author’s Note:? This article focuses on the benefits of keeping your top applicants engaged throughout the course of recruiting to ensure a sound candidate is still on hand when you’re prepared to make an offer.?

Most of us will recruit for a new position on our teams, whether it be through growth or attrition. Once the position is posted we review countless resumes and select applicants for interviews. We may see dozens of candidates and ultimately choose a great fit (call them Candidate #1) who impresses in a very strong and favorable way. You present what is considered a good offer only to hear from Candidate #1 that they’re taking another position OR are accepting a counteroffer from their current company.? We’re left feeling we’ve wasted weeks or months on this process and now have to return to the resume pool to resume recruiting.?

Restarting recruiting prolongs the vacancy and likely increases workloads for the current team. Also critical is reduced productivity and delaying opportunities to execute important enterprise initiatives. What we often don’t do is to also identify at least one strong backup candidate who should remain in play until you have a firm acceptance from Candidate #1.

The Reality of Candidate #1

Don’t worry, you did everything right selecting who you feel is the best overall applicant. They have the needed experience, education, certifications, great references, and performed extremely well during interviews. Let’s be straightforward here: Candidate #1 undoubtedly applied to many postings. Other hiring leaders also see them as highly qualified. Candidates are “unrestricted free agents”, and they’ll look for the best career opportunity. In many scenarios applicants are also measuring their market value only to use your offer to solicit a counter from their current employers. This is a common and smart strategy from the candidate's perspective, but it can leave employers in a difficult position.

Keeping Candidate #2 In Play

During the recruiting and interview process be sure to have at least 1 solid secondary candidate as a viable backup. Here’s how to effectively manage this:

1. Be transparent and communicate separately to both Candidate #1 and Candidate #2 of your strong interest in them moving forward in your recruiting process. ?This isn’t an offer of employment; it’s a message they’re definitely in consideration. ?Being honest and upfront builds trust and keeps candidates informed about where they stand.
2. Ask, as a courtesy, for them to let you know if they get close to another opportunity so you can move forward with your own offer if the circumstance is right. This demonstrates you respect their time and decisions, and it also helps you effectively manage your own timeline.
3. Keep candidates updated on the status of the recruitment process (i.e. through periodic emails or phone calls). A brief update can make a big difference in keeping them engaged and interested.?
4. Express your appreciation for their patience and continued interest. Small gestures will go a long way in maintaining a positive relationship.? It also creates goodwill for your company.?

We’ve all occasionally experienced poor communications from hiring companies during our own careers. Keeping candidates engaged and informed sends a positive message about you and your company’s reputation and brand. A good experience generates positive word-of-mouth and helps attract quality applicants in the future.

(Note that your company’s HR Candidate Tracking System (CTS) may close out and release other applicants once a candidate is selected for a position.? Check with HR on this and let them know your approach so they can ensure your backup applicant remains active.)

The Benefits of a Solid Backup Candidate

Having a good Candidate #2 already identified saves the hassle of restarting the process if your 1st candidate doesn’t accept your offer. You’re not compromising your standards or settling for less.? It’s a strategic decision to have a strong candidate ready if needed. This ensures continuity and minimizes the impact on your team and the enterprise overall. It also demonstrates to all candidates that your organization is organized and respectful in its hiring process.

To sum up, work to keep your top candidates engaged and informed.? This maintains a flexible recruitment process that can adapt to unexpected changes. It proactively improves your chances of securing top talent while also bolstering your company reputation in the long run.

Author’s Note: Cost, time, and team morale are all impacted with a long recruitment process that must restart if a candidate doesn’t accept your offer.? ?Every candidate’s interaction is an opportunity to build a positive impression of your organization. This may be the time to review your organization’s current recruitment processes and policies to identify areas where you can implement these strategies. ?I’d be very interested if you would share your own comments, experiences, and tips in the comments section. ?

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