Recruiting Calendar

Recruiting Calendar

A recruiter’s time can be limited between attending recruiting events, phone screens, preparing candidates for interviews and sourcing new candidates. It is therefore essential to have a recruiting process . This includes a recruitment calendar.

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But what should be on your recruitment calendar? It all depends on your needs. Here are some tips for recruiters to ensure your success throughout the year.

January and February

For most industries, the start of the year is an excellent time to find a job. There is no better time to search for a job than now.

In January, things usually start slowly as people return from holiday vacations. But, things start to go smoothly by the second week. The next week brings a lot more phone interviews and first round interviews.

Furthermore, it is at this time of year that the majority of decision-makers are in the office together. Companies usually receive their new hiring budgets in January. This means that hiring, which was delayed in November and December, now has a chance.

Many companies pay annual bonuses in December so people wait until January to switch jobs. Due to this, companies make a lot of new hires in January and February. A new year brings about a need to change and an eagerness to explore new opportunities.

Priorities to add to your recruiting calendar.

  • Review last year’s performance. Were your goals met? You may need to adjust your goals this year.
  • Meet with them to determine what hiring managers are looking for this year.
    • Determine which roles could be filled from within versus externally based on the skills/potential of the current team.
    • Identify the roles that need to be filled and set a timeline for hiring them.
  • Plan and set quantitative and qualitative goals based on insights from last year and larger company-wide goals, and hiring manager goals. Establish a timeline.
  • A recruitment budget should be confirmed and communicated.
  • Ensure the budget is in mind when auditing current tools and researching new ones.

You should also include conferences, meetups, hackathons, talks, and other happenings in your hiring calendar, along with who you wish to hire and when. These events will help your team prepare for niche market recruitment. This should include who to contact, how they can be reached, when they are available, and what to send. Don’t forget to schedule internships, job fairs, and interviewing candidates for post-graduation dates during spring and winter college recruiting.

March, April, and May

There are a few reasons why these are still good times to apply and hire for jobs during these months. Usually, the hiring surges in January and February continue until the summer slump. Why? Many families take vacations and school breaks during the summer months. It is a good idea to get in touch with candidates, but you might also receive a slower (or fewer) response via email.

Spring also brings high school and college graduations, which means a new crop of job applicants. If you are willing to hire them, consider including new-to the-workforce candidates in your job descriptions. You must communicate with new grads, as they may not be familiar with the hiring and interview process.

Another thing. Even though remote work is becoming more common, late spring and early summer are the most popular seasons for those working in location-based positions. If you are looking to hire candidates who will need relocation assistance, this is the perfect time.

In short, both applicants and recruiters still have great times in March, April, or May. It’s best to be prepared.

Priorities to add to your recruiting calendar.

  • Take an audit of your career site and social media, especially LinkedIn, to revamp your employer branding. Are they communicating your values? How likely are you to work for your company as a candidate based on your online review?
  • To engage candidates, review your email outreach templates to ensure they are aligned with your brand.
  • For roles that are difficult to fill, update their job descriptions. Meet with your hiring managers to identify the obstacles that are preventing you from achieving your goals. Your hiring managers will be able to identify when adjustments are necessary by analyzing open, response, interest rates.

June, July, and August

In the summer, things typically slow down. You won’t get as many applicants. After all, you and your team are on vacation or reduced summer hours. It’s also more difficult to conduct a face to face interview or make a hiring determination when your recruiting team is spread out.

You may have filled many open positions within your company due to the hiring rush in January-May. There will be fewer open positions by summer.

But this doesn’t mean that you won’t get any applicants. Some people might be more open to changing careers as summer winds down and kids return to school.

However, your primary recruiting focus should be on the fall. The fall is a time when hiring tends not to go as smoothly as it did at the beginning. Hiring managers will be looking for positions in all industries at the end of the year, and candidates in high demand fields may feel overwhelmed by offers.

Priorities to add to your recruiting calendar.

  • Examine your goals at the end of the second quarter or the beginning of the third quarter. Will you be able achieve them by the end of the year? Are they necessary to be adjusted?
  • By August, you should ensure that your tools and processes are optimized in preparation for the fall hiring boom. What features aren’t being used in your current software? Are you able to have an even distribution between your team members’ work?
  • Assess your previous pass-on candidates and add them back into your funnel if they are a good fit for any new positions.
  • Also, the time is right to get into the recruiting mindset of “selling.” Therefore, practice your “sales pitch” and ensure you are offering competitive compensation/benefits.

September and October

Besides January and February, September and October can also be some of the best times for job applications. Why? The hiring process is often done in waves. After a slow summer, things pick up in the fall. This is especially true after vacations are over for the recruiting team.

Interviews happen more frequently, and the amount of downtime and waiting is reduced. The hiring process is more efficient and smoother from start to finish.

Priorities to add to your recruiting calendar.

  • Budgets for hiring teams are released during the closing quarter of each year. This is a great time to take advantage of the holiday season. You might want to keep a list with the most important tools and budgets for each one. You and your team should set up dates to learn about and select the most important tools through product demos and trials.

November and December

Candidates may also be slower to respond during the end-of-year holidays. You may have to wait until the next year to decide if you want to leave your job, or if you receive a bonus or vacation time.

Don’t contact candidates during significant holidays. Instead, you should consider engaging new candidates after mid-December, when the new year begins.

Also, December and late November are great times to take a vacation. There’s a good chance that you and your team are not even at work. It is also possible that you have put aside your hiring goals and put things on hold until next year.

Priorities to add to your recruiting calendar.

  • Take a look at candidate feedback from the past year. Do you feel it reflects your vision of their experience?
  • Make sure your budget is in order. What is your cost-per-hire this year? Can you lower your CPH next year without compromising your results
  • Recruiters should analyze their workloads and, if applicable, their recruiting teams’ workloads. How do you spend your time in comparison to your ideal routine? Is there a way to streamline your process?
  • Take a moment to reflect on your personal experience this year. What did you learn and where did you succeed? The holidays may be a great opportunity to search for professional development opportunities that will help you improve your knowledge and skills in the next year.
  • Plan ahead for the new year. You’ll need to create a network of people who are ready to make a difference at the end of the year in November and December. This will give you an advantage in January.

7 Tips for Preparing a Recruiting Calendar

1. Each department’s hiring plans.

Set up a hiring forecast as each department sets its quarterly or yearly goals. These goals will help you prioritize which departments you want to hire first, how many employees the company plans to make, as well as when you plan to train and acclimate them.

Candidate dropoff occurs, among other reasons, due to the long period between your first contact with a candidate and the extended offer period.

2. Plan for potential hiring setbacks.

It’s essential to have flexibility in your schedule. It doesn’t matter how well you plan for recruitment, hiring, onboarding, and dealing with candidates, issues can quickly escalate. What should you do if someone suddenly resigns? What about layoffs.

Can the rest of the department take on the extra work if the new hire’s start time is not in line with the business goals? Your team should be aware that they may need to learn how to self-sufficiency when resources are limited. Your time-to-hire can also be shortened by identifying your best source of hires, historically, for your company.

3. You can batch build your day by creating time blocks.

To ensure maximum productivity, build your daily schedule in blocks. You can then color-code your time slots to make it easier to remember what task you have left to do next.

I also recommend batching similar tasks together. To avoid wasting time and to track candidates better, send candidate emails at the beginning of each day, lunchtime, or at night.

I would also dedicate Mondays to reviewing applications. Why? “HR managers are freshly ready to view their huge pile of CVs and start off their work right,” explains Sahar Halawi on LinkedIn. “As the days go on, resumes can pile up, and yours might get lost among many others on a recruiter’s portfolio.”

4. Be prompt with your responses.

“After each interview, candidates will be anxiously awaiting an answer as to whether they got the job,” writes Howie Jones in a previous Calendar article. It can be frustrating to receive feedback too slowly or not at all. “Worse, it can tarnish your company’s brand, hurting your ability to attract other applicants.”

“After each interview, set a reminder in your online calendar to reply to the candidate,” adds Howie. “They’ll be grateful that you reached out promptly, enabling them to move forward one way or the other.”

5. Use AI-powered candidate screening.

To hire the right candidate, it is crucial to screen them. Why? The recruiter can remove applicants not qualified for the job and instead focus on the most qualified candidates.

Nevertheless, you probably need to do this manually every day. It can be time-consuming and tedious. It is nearly impossible to hire only the best candidates if there are many applicants.

Is there a better way to do this? Artificial intelligence can be used to automate screening.

An applicant tracking system can be used to automate the selection of candidates. This will allow you to speed up your recruitment process and maintain high quality screening. This technology is also able to screen and review candidates continuously. The system is also free of human bias.

6. Keep your calendar updated.

Not keeping up with your calendar is considered poor calendar etiquette.

Recruiters may schedule an interview without knowing you’re out of the office, on vacation, or working from home. If you are out of the country, in another time zone or have a conflicting event, they will need to reschedule. This is a waste of time and can lead to poor candidate experiences.

Be sure to inform everyone in advance when you’re not available to participate in the recruiting process.

7. Establish your onboarding process.

Once you’ve chosen your favorite candidate, recruitment doesn’t end. Ensure a smooth transition from candidate to employee by creating an onboarding process. A welcome packet could be sent to the new employee on their first day. You might also consider virtual greetings, assigning mentors, and scheduling weekly check ins. An effective onboarding process can make your new hire feel at ease and prepare them to succeed. Create an onboarding process that outlines each step.

Image Credit: Sora Shimazaki; Pexels; Thank you!

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