How to reduce time to hire and time to fill

How to reduce time to hire

Wondering how to improve time to hire metrics? If you’re struggling to secure top talent quickly, there are a few different approaches you can take.

Why is it important to keep time to hire and time to fill low?

Maintaining low time to hire and time to fill metrics is crucial for several reasons. Firstly, it significantly enhances the efficiency and agility of your recruitment process. In today’s fast-paced job market, the ability to quickly fill vacancies is vital. Delayed hiring can lead to missed opportunities and can negatively impact team productivity and morale.

Secondly, a shorter time to hire and time to fill improves the candidate experience. In a competitive job market, top candidates often have multiple offers. A swift and efficient hiring process can be the deciding factor for a candidate choosing your organisation over others.

Moreover, reducing these times can lead to substantial cost savings. Prolonged vacancies mean existing staff may have to cover additional roles, leading to overtime costs and potentially overworked employees.

Finally, a streamlined hiring process, indicated by low time to hire and time to fill metrics, suggests a strong employer brand, which is essential for attracting top talent. It reflects a company’s efficiency and commitment to ensuring a smooth recruitment experience, which can enhance its reputation in the job market.

Measure Time to Hire with Teamdash

How to reduce time to hire

Reducing time to hire is key to streamlining recruitment processes, ensuring quick and efficient talent acquisition. Here are some strategies for reducing time to hire.

1. Delve into data

Using the right data is essential for measuring and improving time to hire. If possible, find out how long you’re currently waiting until a role is filled. It’s also handy if you can determine how long it’s taking for candidates to move from one recruitment stage to the next. Once you have some numbers, see how well you’re doing against competitors within the same industry.

Sometimes, the root of a time to hire slowdown is down to the sourcing stage. Are you constantly dealing with an influx of applications from second-rate candidates? If the answer is yes and good applications are the exception, it’s no wonder your time to hire is moving at a snail’s pace.

2. Structured recruitment is crucial

A well-structured recruitment process is vital for reducing the time to hire. A standardised approach ensures consistency, fairness, and efficiency in each hiring cycle. By having predefined steps and criteria for each stage of recruitment — from job posting to interviewing and onboarding — you eliminate the need to develop new strategies for each vacancy.

This not only speeds up the process but also enhances the quality of hires, as it allows for a more thorough and systematic evaluation of candidates. Regularly reviewing and updating your recruitment structure to align with best practices and technological advancements can further streamline your hiring process, leading to quicker and more effective candidate placements.

3. Use talent pools to your advantage

Leveraging your talent pool, especially if you’re using an applicant tracking system (ATS), is a strategic way to reduce hiring time. This pool, filled with candidates who have previously shown interest in your company, offers a ready-to-access database of potential hires. These individuals have already been partly vetted, saving significant time in sourcing and initial screening.

To maximise the effectiveness of your talent pool, regularly engage with these candidates through updates about the company, new job openings, and relevant content. This keeps your organisation top of mind and ensures a quicker response when opportunities arise, thus reducing the average time to hire.

Learn to Manage your Talent Pool

4. Focus on candidate experience

Is your careers page making the right first impression? Most applicants are going to head here multiple times during the hiring process. It’s here they’ll discover the details of a new job opening. Should you end up offering them the job, they are likely to head here again to help them make a final decision.

If a highly desirable candidate is feeling indecisive, a second-rate careers page might deter them from accepting a role. If you’re regularly recruiting for sought-after skill sets, a lacklustre careers page might be costing you premium talent. Take another look at content and design to improve candidate experience, reduce applicant drop-offs, and prevent outright rejections.

Easily build beautiful Career Pages

How to reduce time to fill

Many of the same tactics to reduce time to hire will improve your time to fill metrics. However, you can go even further to streamline the hiring process and land quality candidates more quickly.

How to reduce time to fill

1. Introduce a referral program

Implementing an employee referral program can significantly accelerate your hiring process. Such programs tap into the existing networks of your employees, bringing in candidates who are often a better fit and more likely to be long-term assets to the organisation. This approach reduces the need for extensive advertising and screening processes, thereby saving time and resources.

To boost the effectiveness of your referral program, consider offering incentives for successful hires, which can motivate employees to refer candidates who are not just qualified but also likely to align well with your company’s culture. Regularly review and adjust your referral program to ensure it continues to meet your evolving hiring needs.

2. Implement Continuous Sourcing Strategies

Constant talent sourcing is key to maintaining a robust talent pipeline, ensuring that you’re prepared to fill roles as they become available. This approach involves engaging with potential candidates continuously, even when there are no immediate vacancies. By cultivating relationships through professional networks like LinkedIn, attending career fairs, and participating in industry events, you can create a pool of prospects who are already familiar with your company.

This ongoing engagement means you’re not starting from scratch with each new vacancy, allowing for quicker, more efficient hiring processes. Additionally, passive recruitment strategies like content marketing and employer branding initiatives can attract candidates to your company proactively.

3. Focus on building your employer brand

A strong employer brand is crucial in attracting top talent. While a good customer reputation is important, a positive perception as an employer can be equally influential. This involves ensuring a pleasant and engaging interview process, maintaining transparent communication throughout the hiring process, and providing feedback to candidates.

Regularly soliciting feedback from employees and candidates can provide insights into how your brand is perceived and highlight areas for improvement. Address any recurring issues promptly. Enhancing your employer brand not only attracts better candidates but also contributes to higher employee satisfaction and retention rates, which in turn supports a faster and more efficient hiring process.

4. Identify recruitment bottlenecks

Many different bottlenecks can cause a blockage in your recruitment process. Most of the time, however, it’s a breakdown of communication between hiring managers and HR departments. To overcome this scenario, all parties need to be clear on recruiting objectives from the off. If recruitment is taking longer than expected, regular catch-up meetings are also important.

Other bottlenecks can arise during candidate assessment. Are applicants struggling to complete evaluation exercises within the allotted time? If giving them more time isn’t an option, consider other ways you can present the activity. More businesses are integrating gamification into their recruitment processes, so this is something to think about.

Stakeholders not being available to engage with the recruitment process is another common challenge. It’s ultimately down to hiring managers to assess candidates, but it’s often impossible for them to fully commit. If you want to sidestep this hurdle, it might be time to embrace recruitment automation.

5. Use of Technology

Embrace advanced technology, such as AI-powered screening tools, to swiftly and efficiently sift through a large volume of applications. These tools can accurately identify the most suitable candidates, streamlining the initial selection process. Additionally, integrating virtual or asynchronous interviews into the recruitment strategy saves significant time for both candidates and the hiring team, enabling quicker scheduling and reducing the logistical challenges of in-person interviews. Automation in interview scheduling further enhances efficiency, allowing for seamless coordination and minimising delays in the hiring process.

Learn more about Asynchronous Video Interviews

Impact of recruitment software on time to hire and time to fill

In the pursuit of reducing time to hire, one cannot overlook the impact of advanced recruitment software. Tools like Applicant Tracking Systems (ATS) are game-changers in streamlining the hiring process. These systems automate several key tasks such as posting jobs to multiple platforms, filtering applications based on predetermined criteria, and managing candidate communications. This automation not only speeds up the process but also ensures consistency and fairness in candidate screening.

How to improve time to hire

Moreover, recruitment software often comes with analytics capabilities, allowing you to track various metrics like time to hire and source of hire. This data can be invaluable in identifying bottlenecks and areas for improvement. For instance, if the data shows a high drop-off rate at the application stage, it could indicate that the application process is too cumbersome, prompting a review and simplification of the process.

Furthermore, some ATS platforms integrate with other HR tools and systems, providing a seamless flow of information across the entire HR function. This integration can significantly reduce administrative overhead for HR teams, freeing them up to focus on more strategic aspects of recruitment like candidate engagement and employer branding.

Incorporating recruitment software into your strategy is not just about efficiency; it’s about enhancing the overall quality of your hiring process. With features like automated communication, candidates receive timely updates, improving their experience and perception of your organisation. In a competitive job market, where top talent often has multiple offers, such a positive candidate experience can be a deciding factor.

By adopting a comprehensive recruitment software solution, organisations can significantly reduce their time to hire, improve candidate experience, and streamline their overall recruitment process. This technological approach is no longer just an option but a necessity for any forward-thinking company aiming to stay competitive in the fast-paced world of talent acquisition.

Conclusions on how to reduce time to hire and time to fill

In conclusion, effectively reducing time to hire and time to fill is pivotal for any modern organisation striving for recruitment efficiency and competitive edge in talent acquisition. The strategies outlined offer a roadmap towards achieving these goals. However, the integration of recruitment software takes these efforts a step further.

By harnessing the power of an Applicant Tracking System, organisations can automate key aspects of the hiring process, from candidate sourcing to communication and data analysis. This not only streamlines the recruitment cycle but also provides valuable insights for continuous improvement.

Utilising such technology can significantly diminish time to hire and time to fill, ultimately leading to cost savings, improved candidate experiences, and a stronger employer brand. In a job market where speed and efficiency are as critical as the quality of hires, adopting an advanced recruitment software solution is no longer just an option; it’s a necessity for sustained success.

Book a FREE Teamdash Product Tour

Triin Elias

Triin Elias

Customer Success Team Lead

Read about author
Next up

Time to Hire and Time to Fill: Everything You Need to Know

Read more
Time to Hire and Time to Fill