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Building a Working Relationship with an External Recruiter

Lena Volk
Lena Volk June 22, 2018

Как построить работу с рекрутинговый агентством

Almost every company has tried at least once to engage a freelance recruiter or a recruiting agency in their work. For some, this experience has been successful, while for others, unfortunately, it hasn't. Today, we want to share information with you on how to choose and establish working relationships with external recruiters. We hope this helps you build long-lasting relationships that yield results and bring satisfaction from the working process.

In this article, I won't differentiate between freelancers and recruiting agencies. Therefore, by an external recruiter, I will understand both freelance recruiters and recruiters from agencies.

When is it the time to have an external recruiter?

There are several situations where it makes sense to engage an external recruiter:

  1. Lack of an internal recruiter: This applies to small companies that are managing without an HR manager and recruiter but need strong professionals. In such companies, leaders often handle personnel recruitment themselves, usually with simple methods. However, if you don't have the time for independent recruitment, seeking help from a recruiter is a good choice.

  2. High workload for the internal recruiter: If you are unsure whether your company will have as many open positions a month from now as it does today, it may be a good idea to seek assistance. If the workload isn't decreasing, it's more practical to expand your internal recruiting team.

  3. Urgent or challenging vacancy: Have you exhausted all methods and given up hope? Try working with someone else. A fresh perspective from an external source might help you fill the vacancy.

How to choose an external recruiter/agency

Selecting an external recruiter is a critical decision. Recruitment is not just about finding personnel; it also affects your company's image as an employer. Recruiters become the face of your company, engaging extensively with candidates and conveying information about your company to the masses. Therefore, it's crucial that information is conveyed accurately. Additionally, providing feedback to candidates is essential. When a recruiter neglects to do this, candidates often become upset with your company.

Recommendations: Nowadays, more people turn to friends or acquaintances for recommendations. This approach works well in the business sphere too. Lately, I've seen situations where people look for agencies on Facebook, for example. You can post a request for recommendations for a trusted recruiter or agency.

If you're not a fan of social media, simply reach out to your contacts personally, inquire about their experiences, and gather their feedback. This way, you'll have a better chance of making the right choice.

Initial communication with the recruiter: Equally important is to have a personal conversation with the recruiter before deciding to collaborate. Pay attention not only to their responses to your questions but also to your overall impression of the individual. Remember, your company will be associated with them.

How to Establish the Work Process

To ensure that the work is carried out effectively, it's important not only to select the right person but also to establish a smooth collaborative process. Clearly define all the rules right from the beginning. Discuss deadlines, work stages, interview formats, the method of sharing information, and more.

  1. Provide Information: The more you inform the recruiter at the outset, the better the chances of filling the vacancy with the right person. Sometimes, company leaders are too busy to communicate extensively with the recruiter, providing only minimal information about candidate requirements. However, with such limited information, the chances of attracting a strong candidate become close to zero. Therefore, provide detailed information about your company, team, values, projects, and the tasks that the new person will be handling.

  2. Invite the Recruiter to Your Office: Recruiters find it challenging to work on a vacancy when they are not familiar with the company. By visiting your office and speaking with the hiring manager, the recruiter can better sense the company's atmosphere. This will help the recruiter understand what kind of person you need and make it easier for them to convey information about your company to candidates and answer their questions.

  3. Agree on the Working Format: If you want specific information to be included along with resumes, communicate this to the recruiter. If you want to receive weekly reports on the progress of their work, ask for them. This way, you'll have a holistic view of the process.

  4. Provide Feedback and Make Adjustments: If something doesn't meet your expectations or if you see ways to improve the process, make sure to communicate these points with the recruiter. Schedule a weekly call with the recruiter to provide feedback. Share what you're satisfied with and what you'd like to improve. This feedback will help the recruiter understand your expectations and work more effectively.

  5. Ask Questions: Inquire about the main reasons for rejections, difficulties in filling the vacancy, and how candidates respond to your job opening. This information will provide insight into how your company is perceived in the job market.

Additional Considerations

  • Blacklists: If the vacancy isn't new and you've already conducted several interviews, take the time to provide the names of candidates who didn't fit your requirements. It's not ideal for the same candidates to be contacted again for the same vacancy.

  • Exclusivity: If you have agreements with other companies not to poach each other's employees, communicate this to the recruiter. External recruiters actively engage with many people, and if they contact your partners' employees, it could harm your relationships.

  • Multiple Recruiters: It's not advisable to engage multiple recruiters simultaneously for the same urgent vacancy. The market is relatively small, and there are not many candidates. Within a week, a recruiter usually contacts most of the suitable candidates. Engaging multiple recruiters for the same role can lead to the same candidates receiving information from different sources. This not only frustrates candidates but also damages your company's image.

If you're not ready to entrust an urgent vacancy to a single recruiter, involve a maximum of two recruiters, introduce them to each other, and establish a shared blacklist. This way, you'll reduce the risk of candidate overlap.

The way you choose and collaborate with external recruiters or agencies affects not only the success of filling a vacancy but also your company's image as an employer. Take this seriously, invest your attention and time in the recruiter, actively participate in the process, and build a partnership. This will lead to satisfying results, and your company will attract suitable new employees.