Managing your 'Maybe Pile': Why 'maybe' is often worse than 'no' ...

I've seen an awful lot of content and commentary regarding poor candidate experience (CX) when it comes to rejections and ghosting. However, this often seems to focus on the rejection itself or lack of response from Recruiters with volume usually cited as the main factor.

Overwhelming applicant volumes are certainly a major contributor to poor CX, but today I want to focus on a different piece I would consider to be one of the most badly managed aspects of recruiting: 'The Maybe Pile'.

In this article, I want to discuss why The Maybe Pile exists and the steps Recruiters can take to manage it more effectively.

What is the Maybe Pile?

In my experience, Recruiters will typically divide the applications they receive/source into three categories: 1) shortlisted candidates 2) the Maybe Pile (or longlist) and 3) the candidates to be rejected.

In theory, shortlisted candidates are usually those that meet all of the requirements, the Maybe Pile consists of those who meet enough of the requirements to make a 'longlist' and the rejected candidates should simply be those who don't have the requisite skills.

Current market conditions have added an additional challenging nuance as in many cases, the candidates on the Maybe Pile very possibly meet all of the stated requirements too and may only be failing to make the shortlist for minor, sometimes subjective reasons.

Shortlisted candidates usually hear from Recruiters very quickly and ideally, the unsuccessful applicants are declined in real time, but those on The Maybe Pile often get the worst CX because they're essentially in limbo - too good to be rejected but not quite good enough to make the shortlist. Moreover, it's very rare that candidates on The Maybe Pile receive any communication to explain their status which either delays them being brought in to the process or (more often) means they get rejected weeks later when the interview process concludes.

So in other words - the candidates on The Maybe Pile are viable candidates who meet most, or even all of the criteria stated in the JD, but are often the recipients of the worst CX. This makes no sense and managing this poorly is an own goal many Recruiters score on a startlingly regular basis.

Managing The Maybe Pile

Having a Maybe Pile is usually pretty inevitable and is created with positive intent. How you manage it, makes all the difference though ... Handling The Maybe Pile badly can be very damaging to your Employer Brand and will definitely make candidates think twice before applying again. Conversely, managing The Maybe Pile well can really enhance employer brand and create a great resource for future hires.

Here are some questions you can ask to help manage The Maybe Pile more effectively:

• Is your selection criteria tight enough? If not, you're already making life difficult for yourself as you'll likely generate too many candidates who meet all the requirements, making it hard to create a shortlist.
• How are you ranking the selection criteria - i.e. what is most important? In a scenario where a lot of candidates meet the criteria, understanding the weighting of the requirements is key to refining your shortlist.
• Will anyone on your Maybe Pile really be considered? This sounds obvious, but if your shortlisted candidates don't make the grade, you really need to examine whether anyone from the Maybe Pile will actually be called in to the process. It's brutal, but if it's more likely that you would go back out to market, maybe your Maybe Pile shouldn't exist ...
• Is your Maybe Pile too big? As per the previous question - will any of the Maybes realistically be added to the shortlist. If not, decline them ASAP.
• Has the Hiring Manager had any visibility on The Maybe Pile? Most Hiring Managers are only interested in the shortlisted candidates, but if your Maybe Pile is small, consider having them cast their eyes over the Maybes just in case they take a different view. This also might help you to rule people out more effectively.
• How are you communicating with candidates on your Maybe Pile? The chances are - you're not ... If your selection criteria is tight enough, your Maybe Pile shouldn't be big. This should allow you to create personally crafted communications to manage candidates' expectations, retain engagement and optimise CX.
• What are you communicating to the candidates on your Maybe Pile? Transparency is key. No-one likes to hear they've not quite made the shortlist, but if you can clearly explain the reasons and managing expectations for possible inclusion, this undoubtedly softens the blow. Some candidates will withdraw, but at least they know where they stand.
• Have you set a time limit on your Maybe Pile? This is essential. Being in limbo is not good for CX, so the sooner you can resolve a candidates' status, the better. I would advise setting a 14 day cut-off, or making a call on whether or not the Maybes will be needed immediately after first round interviews (whichever is sooner).
• Are you using your Maybe Pile to create Talent Pools? I hope so ... but if not, start doing this. This is particularly pertinent if candidates are missing out on time related criteria i.e. you only needed candidates with 5 years of experience, but you shortlisted all the candidates with 6 or 7 years of experience. I'd argue this is the wrong thing to do in the first place, but guess what - in a years' time, those candidates might be the ones you want. Better to have them in a talent pool than have to find them again or hope they re-apply.

Summary

Having a Maybe Pile is very normal but managing it well is key. The candidates in The Maybe Pile are more than likely very well-qualified candidates you will probably want to re-engage with. Don't fall in to the trap of alienating them. Reduce the number of candidates in your Maybe Pile, communicate effectively with them and manage their expectations fairly. If this is done well, it will reduce the risk to your Employer Brand and unlock opportunities for greater efficiency on future requirements.