recruiting KPIs

KPIs for Effective Recruiting

In recruitment, there’s more to success than simply knowing your team is capable of filling every vacancy with new hires and, to get higher profile clients, you’ll have to prove it.  

Quality of candidates, suitability of clients, and other key metrics are all important factors to consider when creating an effective recruiting system and leveraging your success to engage new clients. This is where key performance indicators (KPI) an important role.

KPIs are effective ways to organize and assess company and individual recruiter performance, progress toward objectives, and probability of reaching strategic goals. Too often, however, organizations aimlessly adopt industry recognized KPIs and wonder why their indicators don’t reflect business performance or produce any constructive changes.

Knowing which key recruitment metrics to evaluate is just as important as evaluating metrics and benchmarks in the first place. Utilizing the top benchmark recruiting services, IT staffing benchmarks, and KPIs are vital to charting the success of any accomplished recruiting agency.  

Below are KPIs for effective recruiting that every firm should be tracking and leveraging when attempting to contract new clients.

Time to Hire

Time to hire is one of the easiest and most effective KPIs to measure. In short, time to hire is the time between when a candidate enters an application tracking system (ATS), to when they accept an offer. Because ATS tools make it easy to sort and rank job applications, it’s crucial that recruiting agencies take advantage of the easy-to-chart figures to assess their efficiency in hiring.

Time to hire is important for revealing potential problems in the hiring process of your recruitment firm or the hiring process of your clients. If it’s taking more than a few weeks or months to advance an offer, then it might be wise to consider how long it takes to screen and interview applicants. It may be an indication of delays in interviewing or hiring decisions made by managers. If it takes additional weeks or months for candidates to accept offers, clients may be presenting non-competitive offers or may not be communicating well in  offer negotiation.

While productivity and revenue are obvious concerns with a slow time to hire rate, it can also affect your firm’s brand and quality of hires, which also impacts your reputation with clients. In the time spent on screening or scheduling interviews, competitors could be taking advantage of the delay by extending offers to your high-quality candidate. This is why it is essential to monitor time to hire overall and in real time: to ensure that you don’t lose out on great talent that can easily be hired due to a process that drags on.

Quality of Hire

It’s not enough that recruiters provide clients with a sufficient amount of potential hires. In order to bolster company brand and return rates, quality of hires need to be maintained at a high level. How to evaluate quality of hires is more elusive than time to hire, but there are a few ways to evaluate this metric that can also be presented to win new clients.  

Reviewing performance and retention data is an efficient way to measure how well a candidate fits a client’s needs. If hiring managers and recruiters cull together candidates who have a history of leaving after a few months, then it might be possible that they’re screening for the wrong qualities.

Identifying where your recruiters are finding the best candidates can help agencies understand which candidates share the best traits and which screening methods help produce optimal results.

Once you’ve collected your quality of hire metrics through the performance figures of new hires and client satisfaction ratings, this KPI can be a goldmine for winning new business, especially for filling roles that you have a high rate of success with.

Offer Acceptance Rate

This is an easy and effective measurement of your talent acquisition strategies. An Offer Acceptance Rate (OAR) is the percentage of extended offers that are accepted.

OARs are solid metrics that indicate a team’s overall hiring effectiveness. Strong OARs reveal a robust pipeline of candidates, thorough interview processes, thoughtful candidate selections, and a competent understanding of what kind of candidates a specific hiring team is looking for.

Maintaining an authentic OAR system, however, is crucial in adequately evaluating acquisition strategies. The temptation to avoid documenting certain offers until pre-closing patterns are identified is appealing, but it turns the hiring process into a formality with little to learn from. Such practices can lead to an inflated OAR that reaches 100% but, as a result, trivializes potentially useful data and leaves you vulnerable to a plummeting OAR in the future.

Utilizing outside resources, such as a benchmark executive search or a benchmark temp agency, can help ensure clarity and consistency in the acquisition of stable KPIs.

Candidate Satisfaction

If a happy candidate makes a happy client, and a happy client makes a happy recruiter, then looking at candidate satisfaction is a good place to assess overall user experience.

Evaluating candidate satisfaction is integral to the long-term goal of expanding an agency’s candidate and client base. Knowing what is and isn’t working for candidates will ensure that your agency is competitive with other recruiters, up to date with the best job-search softwares, and continuing to meet the changing needs of your candidates.

Measurement of this metric, although sometimes tricky, comes in a few forms. Utilizing data from surveys is a solid method to measure candidate satisfaction on a large scale. A good strategy is creating your own surveys and comparing this feedback with the abundant survey data available to the public, demonstrating your performance compared to industry averages.

Reaching out to candidates effectively is important for gathering good data. Personalizing communications, as opposed to bulk messaging, should always be used.

To boost this metric, recruiters can present opportunities in a way that shows candidates how the role is right for them and how the role is a compromise from their ideal job. This honesty and openness will go a long way with building trust with candidates and driving high satisfaction. Another best practice for driving high satisfaction is being prompt in responding to candidate emails, requests, or concerns.

Positive candidate experiences translate to positive client experiences, which ultimately lead to long-term recruiting success, which can be leveraged with new clients and candidates alike.  

By tracking KPIs of individuals and for your firm overall,  you can optimize your firm’s recruitment process, leverage your success to win new clients and better match recruiters to the needs of these clients.

Loxo is an all-in-one recruitment platform that combines your ATS and CRM, making it easy to track both candidate and client metrics.

With automated sourcing powered by AI, you’ll be connected with the best candidates in your client’s industry and have the time to ensure your connection with them is strong and genuine. Additionally, Loxo’s reporting features make it easy to present key recruiting KPIs to new clients and instantly update current clients with status reports, driving greater client satisfaction.

To see how Loxo’s features support better candidate and client relationships and make it easy to leverage these metrics, you can schedule a demo here.


recruiting email templates

Email Templates for Recruiters

Email and InMail are the primary communication channels that you will use to begin and develop relationships with candidates, as well as manage candidates in the hiring process of your clients.

It’s essential for all emails you send candidates to be clear and courteous, leaving no room for misinterpretation.

You can use these email templates to help you save time when communicating with candidates at various stages of the talent lifecycle, and you can use Loxo to send these emails with our candidate marketing automation tools.

Candidate Email Marketing for Recruitment Agencies

Use these email templates when reaching out to candidates you want to recruit for your current openings and for candidates you want to form connections with for future roles.

LinkedIn Recruiter Email Template

Use this template to help you form connections with talented candidates through LinkedIn InMail, the most widely used platform for contacting passive candidates.

It’s important to be transparent with candidates, provide them value, and demonstrate that you are not just trying to shove them into a role you need to fill.You want to form a connection, so take some time to personalize their email in an effective way.

Hi [First Name],

Your profile caught my attention while I was searching for [Skill Set] experts.  

I was really impressed with the work you did for [Former Employer] and I think you will find the [Skill Set] work that [Client Company] is doing to be quite interesting!

If you think that a [Skill Set] role in the [Client Industry] Industry sounds interesting I’d love to tell you more about this opportunity.

[Job Description Link]

Just reply back with any questions you have or any times that work for a quick phone call.

Also please let me know if this role isn’t right for you and why. My goal is to better understand the kind of role you want to take on next in your career, whenever that may be.

Thanks,


[Your Name]

 

Candidate Referral Email Template

Candidate referral emails are effective because they give you a connection to candidates through their reference.

Before you reach out to referred candidates, be sure you understand the exact nature of their relationship to their reference, so you can sound authentic and more effectively leverage the connection your reference has with this candidate.

 

Hello [First Name]

I was working with [Reference] helping them [Recruiting Activity Performed for Reference], and they told me about your [Referred Candidate Role] experience.

I’ve worked with [Reference] for a while, and we’ve talked quite a bit about their career goals and what they want in their next job. This is where I like to start: learning what you want from your career so I’m not showing you jobs that you won’t be interested in.

Knowing what you want from your next job also helps me advise you on any job opportunities you come across, as I’ve seen quite a lot of [Referred Candidate Role] opportunities this year.

Right now, I’m working with a [Client Company Industry] company doing [Client Company Focus] work, and I think it could be a good match for you: [Link to Job Ad].

If you are interested in this opportunity, just let me know and I can get you set up with an interview, because of how highly you come recommended by [Reference].

If this [Referred Candidate Role] opportunity isn’t right for you, just let me know how this role isn’t right so I can show you opportunities you will find interesting.

Thanks,


[Your Name]

 

Confirmation Email Templates for Job Interviews

Use these email templates to confirm the best time for candidates to interview and to provide candidates with information to help them perform well in their interviews.

Interview Email Schedule to Candidate

Use this interview to send candidates a link to your Interview Calendar, so they can choose the time that works best for them, or inform you that they need to schedule an alternate time.

Hello [First Name],

I’m happy to inform you that interviews for the [Open Job] role will begin soon!

The first week of [Interviews Type (Phone Interviews, Initial Interviews, etc.)] will be [Start Date - End Date] and will resume between [Start Date - End Date].

Follow this link to our Interview Calendar so that you can select the interview date and time that works best for you.

[Interview Calendar Link]

If none of the provided dates and times work for your schedule, please let me know so that we can accommodate you.

Thanks,

[Your Name]

 

Interview Confirmation Email

Use this email template as your automated response triggered by candidates choosing an interview time on your Interview Calendar.

 

Hello [First Name],

Thank you for selecting your interview date in our Interview Calendar!

Your [Interview Type (Phone, Initial, etc.)] is scheduled for [Interview Date] at [ Interview Time].

We will be sending you an interview overview email in the meantime so that you can become familiar with the people you will be interviewing with.

Thank you,

[Your Name]

 

Interviews Overview Email

This email should be sent the week prior to a candidate's scheduled email, to help them feel prepared for their interview and to become familiar with their interviewers.

 

Hello [First Name]

We’re excited to learn more about your [Skill Set] experience and get to know you a bit better in the process.

We want you to succeed in your interview, so here are the people you will be interviewing with and some background on what they do for [Client Company].

This interview does not require you to bring any tools or supplies, but you will be asked to complete technical questions during the interview. We’ve included some sample interview questions below as well.

Interviewer 1

[Interviewer Name] [Interviewer Role]

[Short Overview of Interviewer Responsibilities]

[Short Overview of Interviewer Relationship to Open Job]

Interviewer 2

[Interviewer Name] [Interviewer Role]

[Short Overview of Interviewer Responsibilities]

[Short Overview of Interviewer Relationship to Open Job]

General Interview Question Sample

Technical Interview Question Sample

 

 

Interview Update Email Templates

Use these email templates to update candidates about changes in the interview process, to ensure that all candidates are properly managed and don’t get a bad impression of you or your client’s company.  

Interview Update Email: Applicant Requesting Reschedule

Use this template to reply to candidates who need to reschedule their interview because of a schedule conflict.

 

Hello [Firstname],

Sorry you won’t be able to attend your interview scheduled for [Scheduled Date and Time], thank you for letting us know in advance.

Here is a link to our Interview Calendar. Interview Calendar Link

Most of the interview times have been booked already, but the following dates are still available.

[Interview Date 1]

[Interview Time 1]

[Interview Time 2]

[Interview Time 3]

[Interview Date 2]

[Interview Time 1]

[Interview Time 2]

[Interview Time 3]

If these dates and times do not work for your schedule, please reply with an alternate date and time so we can try to accommodate you.

Thank you,

[Your Name]

 

Interview Update Email: Requesting Reschedule from Applicant

Use this template when you need to reschedule a candidate’s interview. To ensure that all candidates have an equal opportunity in the interview process, this email states that no further hiring decisions will be made until all candidates have had a makeup interview.

 

Hello [First Name],

I’m sorry for the inconvenience, but your interview scheduled for [Interview Date] needs to be rescheduled due to [Reason for Reschedule].

No applicants will be advanced in the hiring process until you and other applicants being asked to rescheduled have been interviewed, to ensure fairness for you and all other candidates.

Here’s a link to our Interview Calendar so you can reschedule your interview between [Start Date - End Date] or Start Date - End Date].

[Link to Interview Calendar]

Please let me know if you cannot make it to an interview in the dates and times provided in our calendar, so we can accommodate your schedule.

Thank you,

[Your Name]

 

Interview Feedback Comments Update Email

Use this email template to update candidates on their performance in interviews with feedback from their interviewers. This keeps talented candidates engaged in the interview process and shows all candidates where they have performed well in interviews so far.

Hello [Firstname],

We were really impressed by your interview on [Interview Date] and look forward to seeing you in your next interview on [Next Interview Date].

I’ve included some of the comments the interview team passed on to me and some questions that they had following your interview.

I will be sending you a link to schedule your next interview this week.

[Interviewer 1] - [Interviewer 1 Role]

[Interviewer 1 Complement / Comment]

[Interviewer 1 Question]

 

[Interviewer 2] - [Interviewer 2 Role]

[Interviewer 2 Complement / Comment]

[Interviewer 2 Question]

 

Interview Status Email

Use this email template to inform candidates that they will not be getting the job they have been interviewing for.

Hello [First Name],

Thank you for taking the time to interview for the [Interviewing Role] position. I regret to inform you that you will not be advancing further in the interview process.

We appreciate your efforts in the interviews you have taken part in and, if you want to be informed about future [Job Type] interviews at [Client Company], please let me know.

Thank you again for your time,

[Your Name]

 

Email to Cancel Interview

Use this email to cancel interviews that have been scheduled with a candidate when there will be no re-scheduling of this candidate.

It is crucial that all candidates are given equal consideration for roles, so be sure that you aren’t cancelling an interview with a candidate for legally groundless or illegal reasons.  

 

Hello [First Name],

I’m sorry to inform you that your interview scheduled for [Interview Date] has been cancelled.

We have cancelled this interview because [Reason for Cancellation (You already made a hire, the role has been eliminated in a recent restructuring of the company, the candidate did not complete an interview requirement. etc.)]

We apologize for any inconvenience this has caused you.

(Include the following lines if the candidate is eligible for future roles.)

We hire for [Job Title] Positions frequently, however and we would like to keep you updated for our next opening because we think your skills would be a great addition to our team.

Please let me know if you would like us to keep you on file for future openings.

Thank you,

[Your Name]

 

When the time comes to send out your recruitment and candidate management emails, Loxo makes it easy to manage candidate email communications with our built-in marketing automation suite.

By automating emails and using Loxo’s chrome extension to connect on LinkedIn and other channels, you can send more personalized email more easily.To see how Loxo levels up your candidate email activities, you can schedule a demo here.


social media recruiting

Social Media and Recruiting: Everything You Need to Know

Social media can be one of the most effective recruiting tools at your disposal, but social recruiting isn’t automatically going to deliver great results.

To get the benefits that social media can offer your recruiting, you need to use these tools strategically, understand your audience on each social platform and use good social media etiquette when talking with candidates.

These social recruiting trends should demonstrate the importance of using these tools in your recruiting process:

  • 94% of recruiters use or plan to use social media in their recruiting this year.
  • 69% of candidates would not take a job at a company with a bad reputation (your social media reputation is your actual reputation).
  • 73% of millennials found their last position through a social media platform.

By using best practices for developing candidate relationships and social media sourcing strategies in this post, you can tap into the ever-expanding use of social media, and use these platforms to great effect in your recruiting.

Creating and Using Your Social Recruiting Profiles

The recruiting profiles that you use when reaching out to candidates need to be highly professional, but they should not lack personality. When you appear in a candidate’s inbox, you want to be recognized as a recruiter, but not easily dismissed as “just another recruiter.”

Your profile on each of the social recruiting sites you use should be tailored to the primary use of the social network (sharing images on Instagram vs. sharing industry articles on LinkedIn), and the candidates you hope to reach on this social network.

Here are some pointers for the top social networks:

LinkedIn - Known as the professional social network, LinkedIn is one of the best social networking sites for recruitment  because A) people display their entire careers on LinkedIn and B) people create LI profiles to network for job opportunities and to be contacted by recruiters. Your LinkedIn profile picture should be of you dressed like you would at an industry event: not so formal that you stand out, but definitely nicely dressed and appropriate for the crowd.

Facebook - Your Facebook profile should not be as formal as your LinkedIn profile, but you should still look professional. Joining industry, job or skill set specific groups can be a great way to connect with talent. Additionally, Facebook Jobs (Facebook’s job board platform) will be a great candidate source to leverage in recruitment projects for your clients.  

Instagram - Though this social network is less often associated with recruitment, Instagram is used heavily by millennial professionals and creatives in particular. Becoming popular on instagram can make the career of designers and other creatives, and contacting a talented digital artist through this network can be a great way to get their attention.

Twitter - Twitter is all about what’s trending and its 280 character format can be a great way to generate interest in your jobs. The profile you create should be named something like “Your_Name_YourRecruitingFirm,” so that people interested by your tweets know they’re looking in the right place for a job. Keep your tweets short and snappy, and use hashtags popular in your client’s industry for a chance to go viral when sharing job descriptions on twitter.

Here are some general guidelines for creating your social network recruiting profiles on different social networks.

  • Consider the industries you recruit for when choosing your profile pictures.
  • Find out which social media platforms are used most heavily in your industry.
  • Research which social networks will be most effective for recruiting candidates for various roles, seniority levels, skill sets, etc.
  • Find online forums that correspond with popular professional groups on social media.
  • Join groups on social platforms that talented candidates and fans of your clients have joined.  

Client Employer Brand and Social Media

Most candidates will research your client’s company on their favorite social platforms to evaluate their “employer brand,” or the work experience they can expect when joining the company. Because social media is so influential to candidates researching your clients, your clients need to have current content on each social profile that positively portrays their employer brand.

Here’s what candidates need to see in order to decide that your client’s company is a great place to work:

  • There need to be pictures showing what it’s like to work for your client’s company (office space, facilities, office building, company outings, etc.).
  • There need to be stories shared by employees about how great it is to work for your client’s company (video will engage more viewers).
  • There need to be positive experiences shared online by former and current employees.
  • There need to be positive feedback on professional networks like the company’s LinkedIn and Glassdoor profiles.
  • It should be easy to find your client company’s career page from any social profile.

With all of this content in place, it will be easy for candidates who see your client’s job description to research the company on social media and decide they want to work there.

Using Client Social Platforms and Social Content

The better supported you are by your client’s social media team, the more successful your social media recruiting efforts will be.

Always coordinate with your client’s social media manager to promote your job opening and to post content that will be enthusiastically received by candidates in your client’s industry.

For example, by learning which posts have received the most engagement from your target audience, you know what kind of content will help you get the interest of qualified candidates.

Your client’s social team will undoubtedly be posting the job description for your client’s open jobs, and sharing these posts using your recruitment profiles is a great way to expand the reach of these posts even further and monitor their popularity.  

Here are some best practices for coordinating with your client’s social team:

  • Always coordinate with client social media experts to learn about their social strategy and the content they post that is most popular.
  • Always consult with client social media experts to ensure your social promotion of their job opportunities is in-line with ongoing social marketing activities and correct for their target audience.
  • Always emulate and incorporate the brand and employer brand of your clients, but do so subtly and never as a cheap imitation of their own social recruiting efforts (this makes both of you look bad).

While you should never try and replicate the brand voice used by your clients on social media (this is often heavily managed), your tone should be similar enough to appeal to the target audience of your clients: the people they want to recruit.

For example, when recruiting for a game studio, your Twitter post should be similar to their internal promotion of an open QA job, but your promotion should be the “recruiter version” of their brand voice. This way, you can attract the interest of the kind of candidates they are looking for, and expose candidates to a post from the company that is even more in line with their interests than your introduction to the opportunity.

Here’s how your post can emulate a job promotion post from your game studio client:

@GameWorldJobs - Do you have the courage to face runtime bugs and other denizens of our QA cavern? GameWorld is hiring QA engineers for projects like Dragonworld 2 and we need your swords, arrows and enchantments in our intrepid QA team, who love playing RPGs as much as they love making them jobdescriptionlink

@Patricia_Davies_ABCRecruiting - Ever wanted to join a team that loves playing RPGs as much as they love working on them? This opening at GameWorld could be for you... linktoclientpost

By emulating the brand voice of clients, but not trying to copy it, you can attract the kind of candidates your clients want for their open job. By linking to your client’s posts promoting the job, candidates can see that your client’s company is the kind of place they want to work.

Understanding Your Audience on Each Social Network

People use different social networks for different reasons, and you should understand the audience of your clients on each social network you use for social recruitment. This way, you can get more interest for your client’s job openings.

For example, by looking at the profiles of professionals who have commented on your client’s page or liked their posts, you can see what professional and industry groups these highly engaged fans of your client’s company belong to. Then, by joining these groups, you can:

  1. See what kind of social content is enjoyed by and is being shared by people who are active fans of your clients.
  2. Learn what topics and professional concerns are top-of-mind for this highly engaged demographic.
  3. Get access to professional groups likely to contain people who would be highly interested in the job you are promoting.

You should also understand the general audience demographics you are reaching on each social network. For example, while you will find a broad demographic range when viewing Facebook users who have liked your client’s company, you will typically find a much younger demographic when viewing Instagram fans of your client on Instagram.

Here are some questions that will help you when researching your client's target audience on social networks:

  • Which posts by your client have gotten the most positive attention? What kind of content did they post?
  • Which of the people who have liked or commented on your client’s page seem to be of the right skill/experience level to be considered a good candidate?
  • Which online industry/professional/job/skill groups are these potential candidates part of? What is top-of-mind for people in these online groups? What are they talking about? What are they posting? What are popular and unpopular opinions in these groups?
  • What other pages and companies are being followed by your client’s followers?

Social Media Recruiting Tools

Social recruiting tools are tools created to help recruiters get the most out of their time invested in using social networks for recruiting. By investing in social media tools, you can level up your ability to discover and source candidates on social networks, but you should be sure that you’re choosing the right social recruiting tools for your needs.

You should use social recruiting tools that:

  • Save time while researching candidates on social platforms.
  • Help you uncover great candidates throughout one or multiple social networks.
  • Easily extract information from social networks to your ATS.
  • Give you tools to enhance communications with candidates on social networks.

Here are some social media recruiting platforms that are proven to deliver results:

LinkedIn Recruiter - LinkedIn Recruiter is one of the most popular social media recruiting platforms, giving recruiters advanced filters and suggestions for candidates based on their skills and “signals” that these candidates are more open to job opportunities. The social recruiting platform also allows you to monitor top candidates for updates to their profiles, allowing you to reach out at the perfect time. This LinkedIn social crm for dummies is frequently used by social media staffing agencies, for example a social media agency in New York.

Loxo -  Loxo is an all in one recruitment platform that has features of the best social recruiting software, allowing you to source from multiple social networks and post job openings to the social networks used most heavily by your target candidates. Powered by AI, Loxo takes your social media sourcing to the next level by searching social networks for the high quality candidates you’re looking for, then automatically sourcing them into Loxo’s ATS and collecting their contact info and social profiles.

To see how Loxo can boost the results of your social media sourcing and your recruiting efforts,  you can schedule a demo here.


interviewing for cultural fit

Interview Questions: Cultural Fit

You need hires who are highly skilled, but you also need hires who are a good culture fit with your company and the team they will join.

Evaluating the skills and experience that a candidate possesses will show you if they can do the job, but evaluating cultural fit will show you if they will enjoy doing the job and find meaning in it. And, in some ways, this is more important.

A new hire with a skill gap can be caught-up by a few weeks or months of training, but a candidate who does not feel a fit with your company or their team is destined to be disengaged or even a detractor from the workplace experience of those around them.

Hires who do not feel a culture fit will quit, no matter how much they’re being paid.

Hires who do feel a culture fit will come to work with a good attitude, engage with their teams and strive to improve their work as well as their working environment.

You can use our cultural interview questions and answers to see if candidates will feel a cultural fit with your company and the team they would join, or the company you are recruiting for.  

 

Cultural Fit Interview Questions: Candidate Preferred Company/Team Culture

 

Before you tell a candidate about your company’s culture, you should ask them questions about the company cultures that they have enjoyed the most and been the most successful in.

If you start by telling a candidate everything about your culture, they may change their answers to match your company’s work environment, which doesn’t help anyone.

These questions will show you the kinds company cultures that the candidate thrives in and the kinds of cultures that aren’t a good fit for the candidate.

General Company Culture Questions

  • What aspects of your job make you most excited to start your workday?
  • Do you work better when self-directed or at the direction of others?
  • What kind of work environment helps you do your best work and helps you feel comfortable at work?
  • What would the company culture be like at your dream job?
  • What are the red flags that you look for when evaluating a company’s culture?
  • What are some principals, policies or attitudes that should be part of every company’s culture?
  • What do you think a successful company culture looks like?
  • What do you need from your manager in order to succeed in your role?
  • Have you ever enjoyed working for a company but felt like there wasn’t a good fit between you and the company’s culture? Why do you think this gap existed?
  • What do you need from a company’s culture in order to work effectively? What do you need in your department’s or team’s culture to work effectively?
  • How important is it for a company’s mission, values and work to align with your interests?
  • Do you tend to befriend people at work or just “keep things friendly” without forming deeper bonds of friendship?
  • What expectations do you have for managers and senior leaders for their role in the company’s culture?

Work History Culture Questions

  • Describe the workplace culture at the last company you worked for.
    • What about this culture helped you to excel, feel supported and enjoy your work environment?
    • What aspects of your previous employer’s company culture got in the way of doing your work, feeling supported at work or enjoying your work environment?
  • Describe the culture and work environment of the department you worked in at your last employer.
    • How did your department’s culture differ from the culture of your company? Did you ever see these two cultures clashing?
    • What aspects of the department’s culture helped you to do effective work and enjoy your work environment? Which aspects detracted from your work or your enjoyment of the work environment?
    • How could your department’s culture have been more supportive of you and your work?
  • Describe the culture and work environment of the last team you worked in.
    • Which aspects of the team’s culture helped you do great work and helped you to enjoy your work environment? Which aspects did not help you?
    • How was your team different from and similar to other teams in your department?
    • What was the general tone of interactions that you had while in this team? How did this help or hurt your enjoyment of work and your performance?
    • How could this team’s culture have been improved to better support your work and your comfort levels while working in this team?
  • Describe the company culture that you enjoyed being a part of the most in your career.
    • How did this company culture help you to excell in your work?
    • How did the company support you and the work you were doing? How did your team support you and your work? How did your manager?
    • How did the company culture help you to enjoy your work environment and feel comfortable at your job?
  • Describe the company culture that you enjoyed the least or that interfered with your work the most.
    • Why did you have such a negative experience with the company’s culture?
    • Were the cultural problems pervasive or due to a group of bad actors?
    • What aspects of this company’s culture were the most disruptive to your work?
    • Have you ever enjoyed working for a company, but felt disruptions to your work that were caused by the company’s culture?
  • Describe a team with a culture that you felt was successful and that helped you do your best work.
    • What aspects of this teams culture would you say are absolutely necessary for any team to have?
    • What aspects of this team’s culture could be improved?
    • How did your team’s culture differ from the culture in your department? What was better about your team’s culture and what was worse?

Cultural Fit Interview Questions: Assessing Fit with Your Company

Now that you know more about company cultures that have been a good fit for the candidate, ask questions that reveal their attitudes about your company’s core cultural principals.

For example, if your company values employees who are willing to help their co-workers when they get stuck, you do not want to hire people who are unwilling to help their peers.

Before you select these questions for your interview or create your own, ask people in your company about their experiences with your company’s culture and what they believe to be the defining traits of your culture. This way, your cultural interview questions are more likely to show you which candidates will feel a strong fit with your company.


Questions to Test Fit With Your Company’s Culture

  • What have you noticed about the cultures of companies in our industry? What are your favorite parts of these cultural similarities and your least favorite parts? What do you wish was different about our industry’s culture?
  • What aspects of our company’s mission, our values and our work do you identify with the most and the least?
  • How closely does the work that we do here align with your interests?
  • What changes in our industry are you most excited about and which changes are causing you to worry?
  • What is a manager’s role in a company’s culture? How should managers be an extension of a company’s culture?
  • If you were packing up to leave and your manager assigned you a task, how would you react?
  • What is your ideal work-life balance and what policies have helped you achieve this balance in past roles?
  • Do you believe it’s important to help co-workers when they need help or do you think these people should be more self sufficient?
  • Are you more effective as a self-directed learner or do you learn better from instruction?

Team Culture Questions

  • How would you describe the role that you most often play when working in a team?
  • How would you describe the general tone of your interactions with teammates? Why do you think this is the case?
  • How do you speak about clients and customers to your co-workers when these clients or customers are being frustrating?
  • What management style do you respond best to?
  • What management styles do you think are ineffective or get in the way of your work?
  • Do you feel that teammates should always help each other when someone is stuck or experiencing difficulty?
  • If you went out to eat with your team, what would they learn about you?
  • What have been the most effective team building exercises you’ve ever participated in? Which team building exercises have been the least effective?
  • If you were asked to receive training in a skill that you already know well, how would you react?
  • If you were asked to offer assistance to a colleague who was struggling to meet performance standards, how would you react?
  • If you were working with a colleague who is acting different from their usual behavior, how would you manage this situation?
  • If you were to accept this job, what would you want from your team members to help you start on the right foot? Is there anything you wouldn’t want your team members to do?
  • Here is an overview of the team that you would join if hired for this role. What is your initial reaction to this kind of team environment? What makes you excited to join this team and what makes you cautious?

Diversity and Cultural Fit

You’re looking for people who fit well with your company with these cultural fit interview questions and answers, but you should always emphasize diversity when hiring.

Beyond the ethical and legal obligations of creating a diverse workplace, having too few points of view will always leave an organization vulnerable to short sightedness or even blindness.


Diverse companies draw on the many backgrounds, experiences and viewpoints of their employees to outperform monoculture companies, which lack diversity in backgrounds, experiences and viewpoints.

Loxo helps recruiters identify cultural fit for their clients by providing unparalleled sourcing abilities powered by AI and tools to enable easier communications with candidates. The more you know about candidates, the better equipped you are to connect them to companies with cultures that they will thrive in.  

To learn more about how Loxo helps recruiters assess the culture fit factors of candidates, schedule a demo here.


how to start an executive search firm

How to Start an Executive Search Firm

Starting an executive search firm can be quite lucrative, but you’re going to have to work hard for those liquid assets.

Executive search projects are more complex and time consuming than other search projects, and success will require you secure the best people and tools to meet the demands of executive search projects.

We wrote “How to Start a Recruiting Company from Home,” to cover basic steps of starting a recruiting business, so this post will focus on starting an executive recruiting business rather than all of the boxes you need to check when starting a company.

Find Your Executive Recruiting Niche

The first step in starting a successful executive recruiting company is to find the best niche for your company.

For people with specialized careers who have mostly worked within a single industry or closely related industries, this niche will be easy to find. Simply look back over your career for the most successful executive search projects completed in this niche and leverage these examples to help your firm win business and excel on your home turf.

For generalists who have worked executive search projects in a variety of industries, it is also in your best interest to specialize. For instance, you could look back on your career to see whether you have been more successful on executive search projects for B2B companies or B2C.

No matter what niche you choose, specializing will only give you an advantage if you, your firm’s partners or your recruiters have direct experience hiring executives in this niche. As a new firm, you will be relying on successful work from the past to win your first client, making “breaking into” a new industry nearly impossible for a newly formed firm.

Finding Your Niche

  • What industry or related industries have you completed the most executive searches in?
  • What are the shared attributes of the client companies you have most successfully served (Company size, B2B vs B2C, product type, location, etc.)?
  • Which executive roles have you had the most success hiring for?
  • Which recruiters in your network are experienced in your niche and qualified to be a partner at your firm?
  • Which recruiters in your network are experienced enough in this niche to be a recruiter for your firm?

Proving Your Success in Your Niche

  • What are the highest profile executive search projects that your partners and/or recruiters have successfully completed in your niche?
  • Who are the highest profile executives you have personally placed for companies in your niche?
  • When was the last successful project you completed in for a company in your niche?
  • Which executive search projects completed outside of your niche can still be used as good examples for proving your abilities to clients in your niche industry?

Build Your Brand

Once you’ve defined the niche your executive recruiting company is going to dominate, start building a brand that goes hand in hand with your company’s focus.

These are the baseline brand assets you should launch your company with:

  • A logo appropriate for your company’s niche to go on business cards, letterhead, your website, your LinkedIn, etc.
  • A company website that is easy to navigate, responsive and visually organized.
  • A LinkedIn profile and/or a social media profile for your company on the social network that is used most widely by companies in your niche.

You don’t have to hire a consultant when building your brand. Just think strategically about your company’s target customers, the brands of the executive recruiting companies that work in your niche and how you can stand out positively from these competitors.

Who is in your Brand’s Audience?

  • Who is your target audience within your niche and what are good examples of companies that you can serve better than your competition?
  • Who are the decision makers within target companies that will decide to hire you and how will they decide that your company is going to provide value?
  • What are the shared executive talent needs of target companies and how are your competitors speaking to these common needs in their branding?
  • What are the major trends affecting your target client companies and how are these trends affecting their executive talent needs?

How Will Your Brand Stand Out?

  • What is the story of your brand? Why are you here and what are you here to do?
  • What advantage will choosing your firm give your target clients?
  • Why should your target clients choose your company over a competitor?
  • Who are the executive recruiting firms you will be competing with and how are they branding themselves?
  • What are the common themes in the branding of your competitors and how will you stand out from them without misbranding your company for your area of focus?

Secure Executive Recruiting Talent

To ensure that your first executive search project is successful, you should secure executive recruiting talent for your firm well before you sign your first client.

As a new firm, you will need to rely on your personal reputation and the reputation of your business partners to attract talent, but you will also need to provide a competitive job offer to get talented recruiters onto your team.

What do you Need from Executive Recruiters?

  • How will an executive recruiter’s past work be judged to determine their fitness for the work your company will be doing?
  • What attitudes are essential for successful executive recruiting in your target market and how will these attitudes be identified in candidates for your first recruiter roles?
  • What qualifications or experiences will separate a good executive recruiting candidate from a top executive recruiter candidate?
  • What is the company size of your target clients and how much experience should executive recruiters have working with companies of this size?
  • What industry or industries should your executive recruiters have experience in and what is an example of a useful connection for a recruiter to have in this industry?
  • What industry-specific certifications will your clients want and expect from you and your recruiters?

How will You Recruit the Executive Recruiters you Need?

  • How will your job description get executive recruiters excited to join your newly formed company?
  • Who are the contacts that can distribute your opportunity to the best executive recruiting talent in your industry?
  • Which recruiters are on your short list for your company’s first hires and what are you offering to convince them to join your team?
  • How will your executive recruiters be compensated and how does this compare to competitors in your area?
  • What is the value proposition you are offering to executive recruiters?
  • How will working for your company advance the careers of your recruiters?
  • What kind of work environment will your company provide? For example, not requiring recruiters to hold regular hours will appeal to independent people.

Secure Executive Search Tools

To ensure your executive recruiting company is a success, you need to secure executive search tools to support the effectiveness of your recruiters and the timely close of your search projects.

You should secure tools that:

  • Manage communications with clients and update them on the status of search projects.
  • Manage communications with executives being engaged in a client opportunity to prevent fatigue from too many messages and disengagement from too few.
  • Source executive candidates and automatically gathering extensive career information on these candidates.
  • Identify passive candidates and nurture these relationships into placements.

Loxo’s all in one recruiting platform uses a comprehensive CRM + ATS, automatic sourcing and contact creation powered by AI and a suite of candidate marketing tools to meet the extensive demands of executive search projects.

Our customers are leading executive search and boutique staffing firms that are tired of complex recruiting software that slows them down. Loxo is simple and intuitive so you can reduce your overhead and dramatically simplify the way you work.

Not only has Loxo automated your manual and mundane processes, we built smart tools into your recruiting experience. From finding contact information with the click of a button to automatically sourcing the top 10 percent of every market, it’s time for your software to work for you.

If want an executive recruiting tool that enhances the effectiveness of your team, schedule a demo to see how we’ll be improving search project outcomes for you and your clients.

Find Your First Client

You’ve got the brand, recruiting talent and tools required to make great placements, so all that’s left is finding the first client for your executive agency.

When you engage a potential client, your goal is to prove that you are trustworthy, experienced and capable enough to handle this company’s most important hires.

Identify New Client Leads

  • Which companies in your industry niche have recently acquired a new round of funding, were acquired by a larger company or otherwise gained significant capital?
  • Are there any prominent executives in your niche that have been experiencing friction with the public, other executives and/or their board of directors?
  • Are there any companies that have relatively new executive hires who have not had a positive effect on valuation, market share or other executive KPIs?
  • Are there any companies in your niche that are opening new branches or otherwise expanding in a way that will require more executive hires?

Use Your Network

  • Do your partners or recruiters have any leads or potential leads that you can use to win your first client?
  • Which past clients were highly satisfied with the work that you, your partner or your recruiter did for them?
  • Which executives expressed a high level of satisfaction with the placement or placements you have made for them?
  • Which of your contacts are most likely to share insider information on an impending executive transition?
  • Which past clients have acquired significant capital or are otherwise displaying a high likelihood of making high-level hires?

talent relationship management

What is Talent Relationship Management?

Loxo Blog

Talent Relationship Management (TRM) has a huge influence on the number of high quality candidates you are able to present to clients.

Actively managing relationships with talent allows you to strengthen candidate relationships over time, increasing the likelihood that they will engage in a job opportunity and become a successful placement.

To better understand Talent Relationship Management (TRM), it’s helpful to think about Customer Relationship Management (CRM) and the best practices for building strong relationships with customers.

Just like CRM tools help you build, grow and capitalize on value-driven relationships with leads, TRM tools help you to build, grow and capitalize on value-driven relationships with candidate contacts.

What is TRM?

Before we go any further, here’s our definition of Talent Relationship Management:

Talent Relationship Management:

  1. The practice of managing relationships with talented individuals with the goal of forming a strong, value-driven relationship that leads to their conversion into a hire.
  2. A candidate management/sourcing tool designed for talent relationship management through supporting, enhancing or automating actions key to building and managing relationships with talented individuals.

As you can see, TRM is both a strategy for creating more candidate relationships that convert into hires and a tool that supports this strategy with sourcing and communication management tools.

CRM works because better lead/customer relationships lead to more sales.

TRM works because better contact/candidate relationships lead to more hires.

TRM or ATS?

While both TRM and ATS tools act as a centralized database for candidate information, there are some key differences between the two technology types.

Applicant Tracking Systems

  • Act as a central database for resumes, applications and candidate info.
  • Automate basic hiring process tasks like job posting, resume screening, contacting candidates, candidate skill tests and interview scheduling.

Talent Relationship Management Platforms

  • Act as a central database for resumes, applications, candidate info and more complex information like candidate activity and communications with candidates.
  • Automate basic hiring process tasks like job posting, resume screening, contacting candidates, candidate skill tests, interview scheduling.
  • Automate complex processes like resume parsing, utility reporting, social media integration, mobile application management.
  • Improve candidate experiences with your company and strengthen your employer brand through these positive experiences.
  • Improve collaboration with team members to more effectively communicate with candidates from a centralized platform.
  • Have tools for nurturing candidate relationships pre and post hire.

To sum it up, TRM is like an ATS that has been optimized for starting, building and managing candidate relationships instead of just tracking candidates as they move through your company’s interview process.

Managing Relationships with Talent

TRM tools help you manage relationships with talent, but you still need to put your best foot forward with candidates and use candidate communication best practices.

It can take a long time to build trust with candidates, especially executives, and your focus should be on nurturing and strengthening candidate relationships over time, not badgering contacts to fulfill your current contract.

By playing the long game, candidate relationships become stronger and you become a trusted source of information instead of just another recruiter.

Then, when an opportunity arises that’s great for one of your contacts, you can use this strong bond to engage them in the opportunity and make a top-tier hire for your client.

TRM platforms give you the tools to build these long-term candidate relationships, but these best practices are still required for effectively managing and nurturing talent relationships.

Always:

  • Be polite and friendly.
  • Listen to candidate desires and learn what the candidate is looking for in their career and in their next job.
  • Show candidates that you have their career in mind, not the job you need to fill.
  • Provide value to candidates through your communications.
  • Keep tabs on candidates for opportunities to reach out (a new job, a move, a positive life event, etc.
  • Focus on creating candidate relationships that go past a single placement opportunity.

Never:

  • Try to sell a candidate on a job that isn’t right for them or their career goals.
  • Fall out of touch with candidates.
  • Forget that you are building a relationship for the long term, not a quick placement.

TRM and Executive Recruiting

Talent relationship management has always been essential for executive recruiting, even before there were TRM tools to assist in managing talent relationships.

Executives have worked hard to get to their current role, and getting an executive candidate engaged in a job opportunity can be challenging unless you have excellent rapport with them and an excellent understanding of their career goals.

Executive career transitions can involve a large number of moving parts and, as you may have experienced, can involve competition between many well funded companies.

TRM is essential for executive recruiting because:

  • Executives stay in positions for longer than other leaders (5.3 year average for a C-Level), which requires consistent communication over a long period.
  • Executives have more focused careers than other professionals, which makes their requirements for acceptable opportunities much more specific than other candidates.
  • Executives have less time than other candidates, which makes their tolerance for bad communication practices much less than other candidates.
  • Executives have high-profile careers and executives with strong reputations may be approached by dozens of recruiters representing prestigious companies.

Because of these challenges, managing relationships with executives over a sometimes extended period is essential for converting contacts into successful placements.

Talent Relationship Management with Loxo

Loxo was built to give recruiters an all-in-one platform for building and managing candidate relationships.

Loxo’s suite of marketing automation tools help you nurture and engage passive talent by personalizing and automating your outreach, letting you to cut through the clutter and connect with people who matter.

By automatically sourcing candidates and populating their profiles, Loxo frees you up to focus on building the strength of talent relationships and providing a better candidate experience than your competition.

From the very start of a new talent connection, Loxo gives you the tools needed to create connections with talented candidates and keep them up to date on opportunities that are right for their career. This way, when the time and opportunity is right, all you have to do is give them a call.


how to run a scuccessful recruiting agency

How to Run a Successful Recruiting Company

Success is measured in many ways, but there’s one measure of success that beats the rest: the financial success of your recruiting company.

To run a financially successful recruiting company, you need to have a reputation that clients can trust and make high quality placements for these clients before your deadline.

You can’t have success without delivering great results for clients, and these best practices will show you how to leverage the great work that you do into more new business and more success for your company.

Always be Closing New Business for your Recruiting Company

“Always be closing” is a classic sales motto that is essential to your recruiting company’s success, because gaps between major contracts hurts your bottom line.

The most successful recruiting companies manage a continuous schedule of clients, grow their ability and capacity to serve clients and successfully close a higher number of projects, earn more per contract or otherwise get the most bang for their recruiting buck.

Here’s how it’s done.

Always Be Closing New Business

To close more new business, clients need to see evidence that your company is the perfect choice for their hiring needs.

From the leads you choose to the evidence you provide, your pitch process needs to play to your company’s strengths and the expertise of your recruiters.

Use these best practices to hone your pitch and prove that you are the right company for a new client’s needs:

  • Find leads with similar hiring needs as past clients and with hiring needs that match the successful track record of your recruiters.
  • Prove to leads that your company is the right choice to meet their hiring needs.
  • Give leads an overview of your methods (tools, specialized recruiters, etc.).
  • Show them proof of your past success that is relevant to their hiring needs (testimonials, success rate statistics, high profile placements, etc.).
  • Show them the work you’ve already done for them (example candidates for an open job, a recruitment project plan for their open job, etc.).
  • Demonstrate your value and win more new business for your recruiting company.

Always Manage your Bandwidth

You need to close more new business, but you also need to manage your bandwidth to be successful.

It’s terrible for your company’s reputation to over-promise and underdeliver, so never spread yourself too thin as you take on more work.

By delivering great results on-time, you can generate a large volume of positive feedback, satisfaction statistics and testimonials, all of which will help you to close more business and start projects with higher levels of client confidence.

Use these best practices to help manage your bandwidth and maintain a fully-booked schedule:

  • Always complete projects according to your timeline, ensure the criteria of contracts are fulfilled and ensure clients are satisfied with their hires.
  • Schedule the initial work for new contracts to begin as current projects are successfully closed.
  • Collect feedback from clients and ask them to complete satisfaction surveys.
  • Always update candidates when a hire is made and ask if you can present them with job opportunities in the future.
  • Conclude projects with clients by asking them to consider you for their future recruitment needs and asking for referrals.

Always Choose the Right Recruiters for Each Project

To keep new clients calling, recruitment projects need to close successfully and on-time.

You will need good recruiting tools to provide this value to clients but, more importantly, you need to choose the right recruiter for the job for each new project that your company takes on.

Here’s how you choose the right recruiter or recruiters for new projects:

  • Choose recruiters who have successfully made placements for the same role at similar companies or for similar roles at similar companies.
  • Choose recruiters who clients favored when presented with them during the pitch process and/or recruiters specifically requested by the client.
  • Choose admin and research staff who are most experienced supporting recruiting projects for this role.
  • Evaluate the progress of your assigned recruiting team continuously to gage if more recruitment, admin or research employees should be assigned to the project.

Always Collaborate with Clients

You’re the one being contracted by your client, but collaboration with clients is essential for ensuring successful, accelerated conclusions to search projects.

By securing buy-in from clients at the beginning of projects and setting the expectation that they will get better results by cooperating you, better results is exactly what you will get.

From the increased insight you get into client hiring needs to greater client confidence in the candidates you present, having a collaborative process ensures better client relationships and better results for your recruitment projects.

  • Start projects by setting expectations for collaboration and outlining the case for collaboration (better insight into client needs and work environment, better communication, better referrals, etc.)
  • Start projects by introducing the recruiters who will be working on the project and ensuring that these people are communicative and easy to reach.
  • Start projects by collecting resources from clients, such as real examples of the future hire’s deliverables or competitors to target for talent.
  • Start projects by showing clients your recruitment strategy, and benchmark candidates whose credentials match the client’s requirements.
  • Start projects with getting client approval of the job description you will use.
  • Start projects with a clear timeline laid out and adjust benchmarks to be attainable.
  • Establish the method by which the client will be updated on your progress and the frequency of updates.
  • Have recruiters consult with client stakeholders to ensure that they are “on point” when portraying the client’s company to candidates they work with.

Always Present Ready-to-Hire Candidates

Every candidate you present to clients must be “ready-to-hire,” meaning that they are fit for the role, available now or in the near future and intrigued by the job opportunity.

If you can ensure all presented candidates meet these criteria, you will have happier clients who never choose a candidate that is unavailable, unqualified or uninterested in the role.

  • Ensure that research staff understand the criteria for acceptable candidates for each new project, the nuances of the client’s requirements and benchmark candidate profiles that were approved by the client.
  • Ensure that recruiters and research staff collaborate to qualify potential candidates who are worth contacting.
  • Ensure that recruiters gather information that proves candidates are ready-to-present: their fitness for the job, their interest levels in the job and when they will be available to take the job.
  • Ensure that the Candidate Assessment prepared by the project lead clearly communicates that the candidate is fit for the role, the candidate’s possible start dates and the reasons the candidate is considering the role.

Always Use Technology to Your Advantage

The success of your agency depends on the talents of you and your recruiters, but success also depends on keeping up with your competitors by using technology to your advantage.

Here’s how your company should be using technology to your advantage:

  • Use CRM and ATS tools to effectively manage client and candidate relationships.
  • Use the right business tools to support your company’s financial and administrative requirements.
  • Use communication tools to ensure good internal communication between partners, recruiters, researchers and admin employees.
  • Automate time consuming manual processes and integrate interrelated programs.
  • Use candidate sourcing tools that can aggregate data from every relevant online source.
  • Use tools that enhance your ability to engage, manage and communicate with candidates.
  • Use technologies that save time for your recruiters and make them more effective.

Loxo is an all-in-one recruiting platform created to improve outcomes for your clients, increase the effectiveness of your recruiters and generally get more done than your competition.

Utilizing tools like ATS + CRM and Loxo AI, the world’s first intelligent sourcing assistant, Loxo’s increases your output by unearthing top talent across hundreds of data sources, nurturing candidate relationships with built-in marketing and providing process automation and shortcuts to accelerate the successful close of search projects.

Our customers are leading executive search and boutique staffing firms that are tired of complex recruiting software that slows them down. Loxo is simple and intuitive so you can reduce your overhead and dramatically simplify the way you work.

Not only has Loxo automated your manual and mundane processes, we built smart tools into your recruiting experience. From finding contact information with the click of a button to automatically sourcing the top 10 percent of every market, it’s time for your software to work for you.


What to Do Before Opening a Recruiting Agency

Loxo Blog

Starting a new company is exciting, but there are many tasks to complete and boxes to check before you open your doors for the first time.

The more you plan and prepare, the smoother your recruiting agency’s launch will be and the better equipped you will be for succeeding in your company’s chosen recruiting niche.

We have also written posts on How to Start a Recruiting Business from Home and How to Start an Executive Search Firm to help you get your company up and running.

Here’s what you should do before opening a recruiting agency.

Create a Recruitment Agency Business Plan

The first step you should take before opening a recruiting agency is to create a business plan.

Creating a business plan will help you define your company’s strategy, plan the logistics of launch and operations, and showcase your company’s opportunity to potential investors and/or lending institutions.

These are the questions that your business plan needs to answer:

Who?

  • Who are you, your partners and your recruiters?
  • Who are you and what is your recruiting specialty?
  • Who are the senior partners in your agency and what are their specialties?
  • Who are the recruiters you will be hiring and what are their specialties?
  • Who in your agency has worked with the highest profile companies or on the highest profile hires?

Who are the target customers of your agency?

  • What industries are you and your recruiters most experienced working in?
  • Where do your target customers operate and why?
  • What separates a great potential client from a potential client that you will have a reduced ability to serve?
  • Which companies have been repeat clients of you, your partners and your recruiters?
  • Which companies in your area have the greatest number of jobs that your agency excels at hiring for?

What?

  • What is the opportunity you will capitalize on?
  • What market trends and conditions will give your agency an advantage?
  • What client companies are you preparing to contract?
  • Which industries do you have extensive connections in?
  • Is there high demand for agencies with your specialty in your area or throughout the country?
  • How will you use technology to help you further capitalize on identified opportunities?

What is the specialty of your recruiting agency?

  • What industry or niche do you and your recruiters have the most experience working in?
  • What specialized recruiting skill sets do you and your recruiters possess?
  • What proof can you offer to clients that demonstrates the value of your company’s specialized services?
  • How will you use technology to further excel in providing your specialized services?

What advantage will you give to clients?

  • Do you have an advantage recruiting for a particular role, hiring volume, area, seniority level, industry, skill set, company size, etc.?
  • Can you offer recruiters to your clients who are entirely dedicated to one project?
  • Do you, your partners and your recruiters have industry and/or candidate connections that will give your clients an advantage?
  • Do you use cutting-edge recruiting technology to source better clients and place them faster than your competition?

Where?

Where will your agency be based?

  • What city will you be based in and where will your headquarters be?
  • What is the cost of living and the cost of office space in this city vs. nearby metro areas?
  • Will being based in your chosen area give you an advantage when attracting recruiting talent to your agency?
  • What are the major industries in the metro area where you are based?
  • Will clients from outside your area be able to easily travel to your office?

Where will most of your clients be based?

  • How many companies are there in your metro area that match the profile of your target customer?
  • Nationally, where is the highest concentration of companies that match the profile of your target customer?

When?

When will you launch your company?

  • How long will it take you to prepare for and complete your agency’s launch?
  • When will you hire your recruiters, researchers and admin employees?
  • When will you secure funding to cover startup costs and when will you have to make your first return payment on this loan or invested funding?
  • What opportunities do you hope to capitalize on in your first year of operation and how will you ensure that you are operational when the time comes to seize the opportunity?

When will you expand your company?

  • Which benchmarks must be reached before hiring more partners, recruiters, researchers and admin employees?
  • What is your maximum capacity to serve clients and when will this prevent you from signing a new client?
  • How will you expand your capacity to serve clients within the first year of operation?

Why?

Why are you opening your agency?

  • What are the opportunities that your agency will be seizing and the trends that you will capitalize on?
  • Why does it make sense for you to make this move at this point in your career and in the careers of your business partners?
  • Why is your company going to be positioned to seize opportunities in your area of operation and beyond?

Why is your recruitment agency going to be a success?

  • Why will your agency’s specialty be in high demand?
  • Why are you going to be more successful than competitors in your area?
  • Why should investors and/or banks help fund your agency?

How?

How will your company capitalize on the opportunity you have identified?

  • How has your career and accomplishments given you the knowledge and the clout to succeed in your company’s chosen niche?
  • Which partners and recruiters will be critical for capitalizing on identified opportunities in your area and/or industry?
  • How will technology increase your ability to capitalize on identified opportunities?
  • What innovations will you bring to recruiting in your chosen niche and how will you execute these breakthroughs?

How will you meet up startup requirements?

  • How are you funding the costs of starting your agency and the costs of your first 6 months of operations?
  • How are you going to find the recruiting talent your agency needs?
  • How are you going to find your first clients and become self-funding?

Your business plan must also answer the following logistical questions about your company:

  • What kind of legal entity will your recruiting agency be classified as?
  • What is the ownership structure of your company?
  • What are the startup and monthly operating costs of your recruiting agency?
  • What are your forecasted profits and losses for your first year of operation?
  • What are the initial staffing requirements of your recruiting agency?
  • What is your strategy for signing new clients and who will your first clients be?
  • What is your strategy for marketing your recruitment agency to potential clients?

Build Your Brand

Your recruiting agency needs an appealing, well-defined brand to give new clients confidence in your abilities and to grow the reputation of your new company.

These are the baseline brand assets you should develop before opening your agency:

  • A logo that fits your company’s focus and the clients you serve.
  • Business cards, letterhead, branded pens and other physical branded assets to give to new and potential clients.
  • A company website that is streamlined, appropriate for your company’s specialty and client base, and easy to navigate.
  • Social media profiles for your company on platforms used by your target customers.
  • Case studies and testimonials created from the work you and your recruiters have done.
  • (Bonus) Short blog or Linkedin thought leadership content that is relevant to your company’s focus.

Find Recruiters and other Staff

You may not need an army of recruiters to start, but you will still need to have major recruiting talent on your side to ensure your first clients are served successfully.

What are your requirements for recruiters?

  • How many recruiters will you need to employ for your first month of operations? First 3 months? First 6 months? First year?
  • What industry/niche experience will your first recruiters need to have?
  • What certifications will your clients expect your recruiters to have?
  • How many years of experience will they need?
  • What size of company must they have experience serving?
  • What roles must they have experience recruiting for?
  • What kinds of tools must they have experience using?

How will you attract recruiting talent to your agency?

  • What will a recruiter gain by accepting a job at your company?
  • Why should they take a job at your company over a well established competitor in your area?
  • How will you advance the career of the recruiters who work for your agency?
  • How will recruiters be compensated and how does this compensation compare to competitors in your area?
  • What specialized technologies will you provide for your recruiters to make their jobs easier and make them more effective?

Start Looking for Clients

Before you open your agency, you should have a few clients under contract or near signing a contract with your firm.

The last thing you want is to trip on your first step out the gate, so start looking for clients well before you start incurring operating costs to ensure a successful launch.

  • Request that all partners, recruiters, researchers and admin employees submit new client leads, such as repeat clients they have worked with in their careers.
  • Request that all partners and recruiters reach out to past clients to inform them that your company is launching and to pitch them on being one of your first clients.
  • Identify companies in your immediate and adjacent metro areas that match your target customer profile.
  • Identify companies matching your target customer profile that are displaying a need to hire (new branch opening, product launch, large amount of funding secured, etc.).
  • Contact companies that are broadcasting a need to hire via press release or other PR outreach.
  • Gather leads from landing pages on your website and social media profiles.
  • Invest in PPC advertising in metro areas with high search volumes for the specialized recruiting services that your company provides.

Secure Business and Recruiting Tools

You will need quite a few business and recruiting tools to ensure successful operations, so start researching the best tools for your agency well before you launch.

Here are the major functions of the tools your agency will need:

  • Identifying, sourcing and storing the data of candidates who match the requirements of your target customers.
  • Managing communications with active and passive candidates (optimized for drip conversion to save work hours for recruiters).
  • CRM to manage new and ongoing client communications, contracts, leads, etc.
  • Identifying and collecting new client leads.
  • Creating and managing marketing campaigns focused on specific areas, clients, social platforms, etc.
  • Managing finances, accounts payable/receivable, payroll, taxes, etc.

Loxo is an all-in-one recruiting platform with a complete collection of recruiting and business tools to increase the effectiveness of your recruiters, reduce overhead and save time for everyone at your agency.

Loxo includes an ATS + CRM, Loxo Connect (contact info finder), LOXO AI (sourcing automation) and a recruitment marketing tool suite, making it easy to identify talented candidates and move them from sourced to closed. With features like “click to call” and marketing automation, your recruiters will be happier, more effective and more likely to close projects successfully.

Loxo connects you with candidates by sourcing them through proprietary AI and populating Loxo’s CRM + ATS with their contact information. Loxo also helps you connect with candidates using a full suite of marketing features to grow candidate interest in your opportunities.

To learn more about how Loxo can help your agency, you can schedule a demo to see Loxo in action.


recruiting status report

How to Use Recruiting Status Reports

Recruiting status reports are crucial in maintaining positive relationships with clients and ensuring transparency from the very start of recruitment projects.

Whether created on a weekly or monthly basis, these reports help clients quantitate the progress you’re making and rest easy while you handle the heavy lifting of recruitment.

Status reports also help clients hold up their end of the bargain by staying on top of their interview schedules and making timely decisions on the candidates you have presented.

What is a Recruiting Status Report?

A recruiting status report details the progress that has been made on a recruiting project over a given period of time, most commonly on a weekly or monthly basis.

While these reports help clients feel good about their open job being filled on-time, the info in these reports also help clients stay organized internally and ensure they stay organized and on-schedule when reviewing candidates, interviewing candidates and making good hiring decisions.

Whether weekly or monthly, status reports needs to orient your client in the recruiting process and leave them certain of the progress that your company has made toward hiring a great candidate.

Recruiting status reports should contain plentiful data points demonstrating the progress of your recruiting project, such as:

  • The stage that the recruitment project is currently in (sourcing, interviewing, offer negotiation, etc.).
  • Interviews completed and scheduled: candidates interviewed, interviewers present and outcomes of these interviews for each candidate.
  • The activities performed and deliverables completed since the last progress report by individual recruiters assigned to the client’s search project.
  • Actions taken by the client’s hiring team (interviews performed, candidates approved, etc.), the dates of performed actions and the people responsible.
  • Satisfaction of client demands for candidates and the recruiting project (sourcing a candidate with X and Y experience, sourcing a candidate from a competitor, beginning interviews by X date, etc.)
  • Meeting of SLA (Service Level Agreement) requirements: communication practices agreement, minimum candidate quality/quantity, time per-interview, etc.
  • Job advertising spend vs total budget.
  • Short list of top candidates (candidates with X and Y experience).
  • Research that indicates an update to the client’s candidate requirements (if this is the case).
  • Explanation of why no candidates have met client criteria (if this is the case).

Including all of the data points we’ve listed in your report will give you happy clients, but the more detailed the report and the more frequently these reports are generated, the more time you lose to updating clients instead of getting work done for them.

When deciding how thorough your agency’s status reports should be, always balance the desires of clients with the time demanded of you and your recruiters to prepare these reports.

Are Recruitment Status Reports Still Necessary?

Recruiting status reports help to ensure good client relationships by giving them key information on your progress, but they can be a serious time-sink for your recruiters when prepared manually.

Instead of researching, discovering, sourcing, engaging and interviewing candidates, all tasks that advance the recruitment process, recruiters are stuck at their desk writing status reports.

If detailed status reports are being requested on a weekly basis, this procedure will eat away at the efficiency of recruiters and the speed of the hiring process, especially if they are preparing weekly reports for multiple clients.

So, are recruiting status reports still necessary?

Yes and no.

Is it necessary for clients to be updated with data that clearly demonstrates your progress with their recruiting project, as is contained in recruiting status reports?

Yes.

Is it necessary for this data to be prepared manually and input into a template labeled “recruiting status report?

No.

So, while the information provided in a recruiting status report is indispensable for keeping clients satisfied, collaborative and up-to date, the format of the report itself is secondary.

The Future of Recruiting Status Reports

In the future there will be no recruiting status reports, only recruiting project status data that’s easy to share with your clients.

Loxo is an all-in-one recruiting platform that eliminates the time consuming process of preparing recruiting status reports, by creating sharable reports in minutes.

All of the information that would be input into a recruiting status report from your project dashboard can be exported as a pdf, making it easy to share your progress with clients without taking time away from your work.

Now, instead of dropping what you’re doing to start an impromptu report for an impatient client, you can provide the information your clients want the minute they ask for it.

To see how easy it is to prepare sharable recruitment project data for clients, schedule a demo of Loxo and we’ll show you how it’s done.


Checklist for Starting a Recruiting Company

Loxo Blog

There are quite a few details to manage and quite a few boxes to check when starting a recruiting company, so we created this checklist to help you out!

Here are some other articles that go into more detail about starting a recruiting company:

  • What to do Before you Open a Recruiting Agency
  • How to Start an Executive Search Firm
  • Sample Executive Recruiting Business Plan
  • How to Start a Recruiting Business from Home

Initial Planning and Preparation

By thoroughly planning and preparing, your company can hit the ground running! Just be sure not to “over-plan” at the cost of a delayed launch date.

Write your Business Plan

Write a business plan that defines you company’s strategy and the advantages you will use to capitalize on identified opportunities. Your business plan should include a discounted cash flow projection based on your business model and a realistic work volume for your new company.

Strategize with Business Partner and Secure Buy-In

Show your business plan to your business partners and co-founders, so you can strategize solutions to identified challenges and so you can secure their buy-in for your company’s launch plan.

Begin Trademarking Your Company Name

Begin trademarking your company name by getting a domain name for your company’s website and creating a basic “coming soon” web page for your domain using Wix, Squarespace or another free website builder.

Develop Your Pitch and Pitch Deck

Develop your pitch and pitch deck using financial projections, identified opportunities and strategies used in your business plan.

Choose Business Structure

Choose the structure of your business (sole proprietorship, partnership, LLC, etc.).

Apply For an EIN

Apply for an Employment Identification Number.

Secure Funding for Startup

Engage investors, business contacts and lending institutions in the opportunity of investing in your company using your business plan and pitch deck. Private investors will want to see a Capt Table, Term Sheet, Discounted Cash Flow Projection, Balance Sheet and a Corporate Director Agreement if the investor would be a board member of your company.

Open a Bank Account for Your Business

Open a bank account for your business to ensure startup expenses are accurately accounted for.

Determine Your Tax Classification and Tax Payment Structure

Determine the tax classification your company falls into and decide which tax payment structure you’d like to follow (monthly, quarterly, etc.).

Apply for State and City Business Licenses

Apply for business licences for your city and state. Search “apply for business licence in (city)(state)” to apply online.

Pre-Launch

These are the tasks you must complete and the milestones you must reach to have a successful launch for your recruiting company.

Create your Company Website and LinkedIn Profile

Build out the “coming soon” site you created for trademarking purposes with information on your company’s recruiters, industries served, recruiting technology used and other info clients will want to see.

Create a Logo and Brand Appropriate for Your Company and Clients

Create a logo and brand identity that is appropriate for the clients you serve and the main industries you work in.

Nurture Connections in Candidate, Client and Recruiter Networks

Nurture connections that you, your partners and your recruiters have with potential candidates, clients and recruiters who are a good match for your business.

Test Technology and Begin Business Tool Subscriptions

Test the recruiting and business tools you will use by scheduling demos and signing up for free trials.

Choose Your City of Operation and Secure Office Space

Choose the city that gives you the biggest advantage for your operations (high candidate density, industry concentration, etc.).

Choose an Insurance Policy

Choose an insurance policy that protects your company, backs up replacement and other quality guarantees, meets workers comp requirements and satisfies the insurance requirements of your company.

Trademark Your Company

Complete trademarking your company name by registering with the US Trademark and Patent Office.

Create SLA, Replacement Guarantee and Other Client Documents

Create a service level agreement, replacement guarantee, recruitment project contracts and other documents for clients to sign.

Hire Employees Required for First 3 Months of Operation

Source the talent you will need for your first 3 months of operations and set their start date just before your official launch to onboard new hires.

Identify Potential Clients and Engage Them

Identify companies that will be a perfect recruiting partner for your business in your city, metro area, state and beyond.

Post-Launch

These are the tasks that you need to perform post-launch, to ensure that your company is set up for success now, and in the future.

Evaluate Recruiting and Business Tools

Evaluate the recruiting and business tools you have been using. Look out for clear advantages they provide (or fail to provide), time they save (or waste) and bottlenecks they remove (or introduce) in operations.

Optimize Use of Business Tools and Automate Manual Processes

Find alternatives for business and recruiting tools that are not performing optimally and automate time consuming manual processes by integrating tools and using tools with automation features.

Provide Mentorship and Training to Employees

Provide mentorship and training to all employees, especially recruiters and managers.

Track Recruiter Performance and Present Stats to New Clients

Track the success of your recruiters (placements made, success rate, time to fill, etc.) and present these performance stats to new clients to win business and increase new client confidence in your company.

Update Pitches for New Clients and Post Launch Investors

Update your pitch with performance figures from your first few months of operations. These stats will build investor confidence in your financial projections and the value of the investment opportunity you’re presenting.

Get Feedback Surveys, Case Studies and Testimonials from Happy Clients

Get assistance from happy clients in the form of feedback in satisfaction surveys, case studies and testimonials.

Ask Clients for Referrals At the Close of Projects

Ask clients for referrals in their industry and beyond at the conclusion of successful recruitment projects. Happy clients can be one of your biggest sources of new business.

Write Thought Leadership Posts on LinkedIn to Build Industry Stature

Write thought leadership posts on LinkedIn to build the strength of your brand, to elevate your personal industry stature and to create writing samples that interest client industry and recruiting blogs/magazines.

Allocate Income for Tax Payments

Allocate income required for your company’s state/federal income and payroll taxes.

Final Thoughts: Checklist for Starting a Recruiting Company

After you’ve gone through this list, make sure to schedule a demo of Loxo. Loxo is the industry’s leading recruiting software for agencies of all sizes with features that help you multiply and scale your efforts.