3 Recruiting Tips for Working with Hiring Managers

An internal recruiter’s job involves managing hiring managers almost as much as managing candidates.

It is extremely important to set expectations with your hiring managers from the very start. Typically these managers are extremely busy (if there is an open job chances are they’re probably picking up even more slack), and you have to remember that hiring/interviewing is actually not a hiring manager’s primary role, as it is for a recruiter.

By taking the time to explain the hiring process, establish clear expectations, and schedule regular meetings you will be able to set the requirements you expect and need from the hiring manager from the get-go.

Here are three recruiting tips and best practices to utilize while working with hiring managers:

Set Expectations During the Kickoff Meeting

• Take advantage of your face time with the hiring manager during this meeting to nail down your process and establish what you need from him or her and when you’ll need it by.
• Agree on your timeline for feedback. A good expectation is to receive feedback within 48 hours of submitting a candidates.
• Explain why feedback is critically important to the search. A recruiter needs feedback not only to provide updates to submitted candidates, but also to use as a benchmark to source the correct profile.

Schedule a Weekly Meeting

• As previously mentioned, hiring managers are extremely busy with their own tasks and responsibilities. Make it easier to receive feedback (and to build a good rapport) by scheduling a weekly meeting or call. This is an excellent opportunity for both parties to check in on the progress of the search, discuss any potential impediments, and exchange feedback
• Make sure to hold hiring managers to this standard. Obviously, rescheduling here and there is perfectly acceptable, but consistent no-shows are not. Be clear that if there is not a solid feedback loop you will pause on the search until hearing back from them.
• A best practice when dealing with an unresponsive hiring manager is to follow up once with email and then proceed to call directly and leave a voicemail. If you still don’t hear back you may need to escalate the issue either to your Director or whomever the hiring manager reports to.

Weekly Update Emails

• Update emails are another opportunity to touch base with not only the direct hiring manager, but all stakeholders in the search who may not be involved with day-to-day communication.
• Choose a day (Friday usually is a good option) to send a high-level overview of the search’s progress and the candidates in process. When sending information to hiring managers, it is normally a best practice to over-communicate. If the search is not going as planned you can highlight impediments and a strategy for the following week. This way all stakeholders are on the same page and there are no question marks.

There will certainly be times when even after setting expectations, scheduling update meetings, and sending weekly update emails you will find a hiring manager to be unresponsive. If receiving feedback is becoming a serious impediment with the search you may need to meet with a superior and evaluate whether it makes sense to continue working on the search. However, by following these best practices, you will hopefully be able to establish a feedback loop that is consistent and productive.