8 Time Management Techniques Expert Recruiters Use

On average, talent acquisition professionals spend nearly 1/3 of their workweek (about 13 hours) sourcing candidates for a single role. [1] However, sourcing is not the only task that recruiters have to do. They also have to screen, interview, hire, and follow up with candidates, as well as communicate with clients and stakeholders. With so many tasks and responsibilities, how can recruiters manage their time? They need to work smarter and use their time more effectively by prioritizing their tasks and focusing on the ones that have the most impact. However, prioritizing is not enough. This is where our time management for recruiters tips come in to help you get more done while remaining productive.

8 Time Management Tips for Recruiters

Time management is the ability of recruiters to plan and control how they spend their time on various tasks related to finding, attracting, assessing, and hiring suitable candidates for their organization. It involves setting priorities, organizing your schedule, using tools and techniques to streamline the workflow, and measuring the results. In this section, we are going to explore some tips that will help you to do just that.

1. Assessing and Prioritizing Tasks

Prioritizing your tasks based on urgency and importance can save you a lot of headaches because not all tasks are created equal. Some tasks are more critical and time-sensitive than others. For example, interviewing a candidate for a vacant position is more urgent and important than updating your LinkedIn profile.

To prioritize your tasks, you can use different methods or frameworks, such as:

• The Eisenhower matrix: This matrix divides your tasks into four quadrants based on urgency and importance. The quadrants are: do first (urgent and important), schedule (important but not urgent), delegate (urgent but not important), and eliminate (neither urgent nor important.)
• The ABCDE method: This method assigns a letter to each task based on its priority. The letters are: A (must do), B (should do), C (nice to do), D (delegate), and E (eliminate.)
• The Pareto principle: The principle states that 80% of the results come from 20% of the efforts. Therefore, you should focus on the 20% of the tasks that have the most impact on your goals.

2. Creating a Schedule

Another step to effective time management is to create a schedule that allocates specific time slots for different recruiting activities. A schedule can help you manage your time more efficiently, avoid overcommitment, and meet deadlines.

Here are some different tools or techniques you can use to create an effective schedule:

• Calendars: Calendars can be used to plan your daily, weekly, or monthly activities. You can also sync your calendars with other platforms or devices to keep track of your appointments and events.
• Apps: Management apps like Todoist or Clickup enable you to create and manage your schedule on your smartphone or tablet. Some apps also have features such as reminders, notifications, timers, or analytics.
• Time blocking: You can use time blocking to divide your day into blocks of time dedicated to specific tasks or activities. For example, you can block one hour for sourcing candidates, two hours for interviewing candidates, one hour for a lunch break, and so on.

3. Delegation and Outsourcing

As a recruiter, especially when dealing with a high volume of candidates, you need to identify tasks that can be delegated or outsourced to other people or organizations. Delegation and outsourcing can help you free up your time, reduce your workload, and focus on your core competencies.

Some tasks that are repetitive, low-value, or outside your expertise can be delegated or outsourced, such as:

• Data entry tasks such as updating candidate profiles, resumes, or databases.
• Background checks like verifying education, employment history, criminal records, or references.
• Reference checks such as contacting previous employers or colleagues to get feedback on candidates.
• Social media management like creating content, posting updates, engaging with followers, or monitoring analytics can also be delegated.

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4. Utilizing Technology and Tools

Another strategy will be to utilize technology and tools that can help you save time and automate some of your tasks. With technology, you can enhance your productivity, efficiency, and effectiveness.

Some technology and tools that can help you streamline your processes, improve your quality of hire, and reduce human errors are:

• Applicant Tracking System (ATS): ATS is a software that helps you manage the entire recruitment process from sourcing to hiring. It can help you post jobs, collect resumes, screen candidates, schedule interviews, send feedback, and generate reports. For example, you can use a cloud-based ATS like Manatal to automate job posting, and candidate screening, reach out and keep a high volume of candidates in the loop, schedule interviews, and more.

• ChatGPT: This software can help you with research, and generate interview questions, and job descriptions. It uses a large language model developed by OpenAI. For example, if you need to find information on topics related to your industry or role, such as trends, best practices, or competitors, you can just ask ChatGPT and it will search the web for you and provide you with relevant and reliable sources. Also, the software can help you generate interview questions that test candidates’ knowledge, abilities, or fit for the position, skills, or experience you are looking for. Apart from this, the software is also good for generating job descriptions that attract qualified and interested candidates. Here is an example of some Job Description prompts using ChatGPT.

• Interview scheduling software: These are software applications that help you schedule interviews with candidates without the hassle of back-and-forth emails or phone calls. They can help you save time, avoid conflicts, and improve candidate experience. You can use interview scheduling software such as Calendly, Google Workspace, or Doodle to create your own availability slots, share them with candidates, and let them book their preferred time. You can also sync your interview scheduling software with your calendar, email, or ATS to keep everything organized.
• Career page builder: This is a feature that allows you to create your own customized career page that showcases your employer brand and company identity. It can help you attract more applicants, increase your visibility, and enhance your reputation. You can use Manatal’s career page builder to create or link your career page in seconds. One good thing about Manatal is that you don’t need to know how to code, you can go ahead and start customizing using different colours, images, and layouts to suit your preferences.
• Recruitment CRM: This is a feature that allows you to manage your clients, communications, and pipelines in a centralized and organized way. It can help you prospect new clients, nurture existing relationships, track placements and revenue, and collaborate with your team. You can use Manatal’s recruitment CRM to create and separate organizations (departments, clients, etc.), manage leads and opportunities, send emails and notes, and generate invoices and contracts.

5. Minimizing Distractions

Distractions can interrupt your flow and waste your time which might limit your productivity. Here are some tips that can help you minimize distraction and make better use of your time:

• Checking your emails at specific times of the day, setting up filters or folders, unsubscribing from unnecessary newsletters, or using auto-replies can free up your time.
• Turning off your phone or putting it on silent mode, using voicemail or caller ID, or scheduling calls in advance.
• You can minimize social media distractions by logging out of your accounts, turning off notifications, blocking or limiting access to certain sites or apps, or using timers or trackers.
• Turning off or customizing your notifications, choosing which apps or platforms to receive notifications from, or using do-not-disturb mode.
• Wear headphones or earplugs, play music or white noise, or work in a quiet place.

6. Setting Realistic Goals

Setting realistic goals that are aligned with your vision and mission can help you motivate yourself, track your progress, and celebrate your achievements.

To set realistic goals, you can use the SMART criteria, which are:

• Specific: Your goals should be clear and well-defined. For example, instead of saying, “I want to hire more candidates”, you can say, “I want to hire 10 qualified candidates for the Sales Manager position by the end of the month.”
• Measurable: It should be quantifiable and verifiable. Instead of saying, “I want to improve my sourcing skills”, you can say, “I want to increase my sourcing rate by 20% in the next quarter.”
• Achievable: Goals should be challenging but attainable. Avoid saying, “I want to hire 100 candidates in one week”, and say, “I will hire 20 candidates in one week,” instead.
• Relevant: Your goals should be relevant to your role and organization. Rather than saying, “I want to learn how to play the guitar”, you should say, “I’m going to learn how to use a new ATS.”
• Time-bound: Use goals that have a deadline or a timeframe. For example, instead of saying “I want to expand my talent pool,” you should say, “I want to reach out to more candidates and expand my talent pool by the end of the month.”

7. Time Tracking and Analysis

Time tracking and analysis can help you evaluate your performance, identify your strengths and weaknesses, and make adjustments accordingly.

To track and analyze your time, you can use different methods or tools, such as:

• Timesheets: These are documents that record the amount of time spent on each task or project. You can use timesheets to monitor your productivity, billability, or profitability.
• Logs: These are records that document the start and end time of each activity. You can use logs to measure your efficiency, accuracy, or quality.
• Reports: These are summaries or visualizations of your time data. You can use reports to compare your actual time with your planned time, identify patterns or trends, or discover opportunities for improvement.

8. Building and Maintaining Relationships

Managing your time effectively while nurturing relationships with candidates and clients can help you enhance your reputation, trust, and loyalty.

To balance your time between communicating with candidates and clients, you can use different channels or platforms, such as:

• Emails: Emails can be used to send formal or professional messages, such as job offers, contracts, feedback as well as attachments or documents. You can also use email templates or signatures to save time and maintain consistency.
• Phone calls: You can use phone calls to make personal or urgent communication, such as confirming interviews, negotiating offers, or resolving issues.
• Texts: Texts can be used to send quick or informal messages, such as reminders, updates, or greetings.
• Social media: You can use social media to build your brand and network, as well as share content, insights, or opportunities.

Conclusion

Time management is a skill that you can learn and improve with practice. When you get it right, you will achieve better results, reduce stress, and improve your work-life balance. By implementing these strategies, you can:

• Save time and avoid procrastination by assessing and prioritizing your tasks.
• Manage time and meet deadlines by creating a schedule.
• Free up time and focus on core competencies by delegating and outsourcing tasks.
• Streamline processes and improve quality of hire by utilizing technology and tools.

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Citations

1. Linkedin Pulse