How to Finally Exit the Maze of Hiring Misunderstandings (Hint: Communication is Key)

Candidates, recruiters, and hiring managers all have different perspectives and expectations when it comes to hiring, and when those aren't properly set or communicated, frustration follows.?

But what if we could reduce that frustration, moving directly passed the highly preventable maze of hiring misunderstandings, simply by improving clarity and expectation setting?

“The primary source of frustration is unmet expectations.”

In every hiring process, there are multiple people with a vested interest. They all care, and they actually all want the same thing – a positive hiring outcome.

So, why does everyone consistently feel let down?

I can think of two primary reasons.

1. Poor expectation management
2. Assumptions about the other stakeholders

When there’s a void in communication, everyone assumes the worst.

Situation: The candidate hasn’t heard back when the hiring team said they’d have an update.

Assumption: The candidate assumes they’re rejected and/or gets a negative perception of how the organization treats its people.

Situation: The candidate takes too long to schedule an interview.

Assumption: The recruiter assumes they’re not interested or “disengaged”.

Situation: The hiring manager hasn’t received an update on screening efforts.

Assumption: The hiring manager assumes the recruiter is slacking off.

You get the point.

A Simple, Structured Framework for Everyone

If everyone is frustrated with this, why don’t we fix it??

Here are some easy principles for employers to follow:

1. Set expectations early and often.

The only thing worse than unmet expectations are those expectations that don’t exist.?

For hiring teams, this starts on the front end of the process. Collaborate with all stakeholders to align on a hiring SLA. This is a commitment between all parties on deadlines for specific actions at each stage. Better yet, incorporate these timelines into your standard hiring playbook so they’re consistent no matter the role.

When these timelines are set, evaluate all points you communicate with candidates throughout the hiring process and update your content to include these expectations.

2. Communicate updates every step of the way.

Things happen and changes to your timeline occur.

Was a stakeholder in the process sick which pushed everything back a couple of days? Let your candidates know.

Did someone have planned PTO, but you forgot to update expectations in your communication with candidates? No sweat, just let ‘em know!

There are so many reasons that you may reasonably deviate from the expectations you set. Just. communicate. that.

Even if it’s a “no-update update”, the communication to let a candidate know where you stand goes a long way.

Love this post from Katie Rakusin on the topic:

I’ve found that the easiest way to make this a habit is to simply include it as a non-negotiable event on your calendar.

Alysse Coe introduced me to the concept of “Turn Down Tuesdays” and “Follow Up Fridays” back in 2018 and this best practice certainly stands the test of time.

3. Ask!

That’s it. Just ask. Don’t assume.

I love to use candidates withdrawing from the process as a real-world example of this.

There are so many reasons a candidate may disengage from your hiring process and it may actually have nothing to do with you!

Here are some reasons I’ve heard:

• They were later in the hiring process with another org that extended them an offer.
• They received a promotion at their current job.
• A life circumstance changed their job search approach.

If they “ghost” you, before you rush to assume bad intent (“What a waste of time!!”) and move on, just ask.

Here are two quick messages (with personalized modifications) you can send:

Example Email 1:

“Hey, thanks so much for taking the time to learn more about our company.

We’re still really excited to continue the hiring process with you.

Is there any information we can provide or any questions we can answer to make sure you’re equally as excited?”

Example Email 2:

“Hey, thanks again for your interest in the role at our company. Hope we can stay in touch about future opportunities if you’re still interested.”

One of four things will happen, the candidate will…

1. Re-engage because their reason for ghosting had nothing to do with your organization or the role at all.
2. Give you feedback as to why they withdrew which is a learning experience for next time.
3. Provide you with clarity on a life circumstance that has changed their job search.
4. Not respond and you can simply move on.

If thou ask, thou must answer.

I strongly believe that all people involved in the hiring process have the right to ask for feedback – candidates, recruiters, and hiring managers.

But, if you’re going to ask, you also should be prepared to answer.

Also, I think it’s totally appropriate for your answer to match the stage of the hiring process and the effort already exerted by all stakeholders.

This is a good opportunity to use rejection feedback templates based on what you know to be the most common reasons you’re not advancing candidates. This enables you to provide some “reason” as to why a candidate didn’t move forward for people that were earlier in the process.

For candidates later in the process, a personalized approach is better and the scale shouldn’t be significant given you’ve whittled down your candidates to a shortlist.

Final Thoughts: Communication is Key, That’s It

Much of the stress in hiring can be reduced by setting better expectations and improving communication. When all parties understand what to expect — and stick to it — the process becomes smoother, fairer, and less frustrating for everyone involved.