As corporate recruiters, we’re often in reactive mode. A requisition lands on our desk, the clock starts ticking, and the scramble to find the perfect candidate begins. We post the job, sift through applications, and hope the right person emerges from the pile. And nowadays, that pile is huge.  A recent scan of three random postings online:  118 Applicants in the past day (posted for one day), 243 applicants in the past day (11,018 total applicants),  75 Applicants in the past day (541 total applicants).  But what if there was a better way? What if you could step ahead of the demand and have a pool of qualified prospects ready and waiting?

This is possible with a little planning and dedicated time.  It’s the power of proactive pipeline development. And in today’s competitive talent landscape, it’s no longer a luxury – it’s a necessity.

The Pitfalls of Reactive Recruiting

You’re familiar with daily recruiting routine.  It’s a roller coaster of sprint, stop, change priorities, rinse, repeat.  Some pain points of reactive recruiting:

• Time-to-fill nightmares – The urgency of filling an open role can lead to rushed decisions and potentially settling for less-than-ideal candidates.
• Increased cost-per-hire – Last-minute sourcing often involves expensive job board boosts, agency fees, and lost productivity the longer the role stays vacant.
• Timing/Missed opportunities – The perfect candidate might not be actively looking when your role opens, and you could miss out on top talent.
• Burnout and stress – Constantly firefighting open roles takes a toll on your team’s morale and efficiency.  It’s exhausting.

80% of professionals consider networking essential for their career success

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The Strategic Advantage of Proactive Prospecting

Some hiring managers tend to want to use headhunters before they give the internal team a chance to find great candidates.  Why?  They trust that headhunters will find better candidates faster.  And the secret behind external recruiters’ success?  They’re often highly specialized and know the players in the market.  So recruiting for a role is not finding a candidate but presenting networking contacts the opportunity.  There’s no rule that states internal recruiters can’t do the same thing.  Building a talent pipeline before you have open positions offers a wealth of benefits that can transform your recruitment process:

• Reduced Time-to-Fill: Having a pool of engaged prospects significantly shortens the time it takes to identify and hire for new roles. You’re not starting from scratch.
• Lower Cost-Per-Hire: By nurturing relationships and building your own talent network, you can reduce reliance on expensive external resources.
• Access to Passive Talent: Many highly skilled professionals aren’t actively searching for jobs. Proactive outreach allows you to connect with these individuals and build relationships for future opportunities.
• Improved Quality of Hire: You have more time to assess candidates, understand their skills and aspirations, and ensure a better cultural fit.
• Stronger Employer Brand: Consistent engagement with potential candidates reinforces your company’s reputation as an employer of choice.
• Strategic Workforce Planning: A well-maintained pipeline provides valuable insights into the talent market, helping you anticipate future needs and plan accordingly.
• Enhanced Candidate Experience: Proactive outreach and engagement make candidates feel valued and considered, leading to a more positive experience, even if they aren’t hired immediately.

Referred employees have the highest applicant-to-hire conversion rate. They make up only 7% of applicants but account for 45% of all hires.

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How to Start Building Your Proactive Pipeline

I know what you’re thinking.  You don’t have time to recruit for your current openings so how in the world will you be able to proactively source for roles that aren’t even open?  And the fact that developing a robust pipeline doesn’t happen overnight makes the task even more daunting.  If you start small, say 30 minutes a week, and implement the strategies below you’ll be on your way to making a difference.  And if you notice any of the advantages mentioned above, add another 30 minutes.  Try these:

Measure Your Efforts: Track your pipeline growth, engagement metrics, and the impact on your time-to-fill and cost-per-hire.

Identify Key Skill Sets and Roles: Analyze your company’s strategic goals and anticipate future hiring needs. Focus on building pipelines for critical and/or high-demand roles.

Leverage Your Existing Network: Tap into your current employees (referral programs), past candidates (applicant tracking system searches), and professional connections (associations/networking).

Actively Source and Engage: Don’t wait for applications. Use platforms like LinkedIn Recruiter, industry events, and online communities to identify and connect with potential candidates.  Establish a connection and stay in touch with a 10-second message (“Came across your name today and thought I would check in.  How are things going with you?”).

Build Relationships, Not Just Lists: Personalize your outreach and focus on building genuine connections. Understand their career goals and interests.

Create Engaging Content: Share valuable insights about your company culture, career opportunities, and industry trends to attract and engage potential candidates.  One of my clients had leaders make 30-second videos highlighting different parts of the company (culture, benefits, research, etc.).  Recruiter would forward a video to prospects when the understood which aspects were important to them.

Host Virtual and In-Person Networking Events: Create opportunities for potential candidates to learn more about your company and connect with your team.  Takes time but can be highly effective.

Utilize Your ATS Effectively: Tag and categorize potential candidates based on their skills and interests for easy retrieval when a relevant role opens.

Nurture Your Pipeline: Stay in touch with your prospects through regular updates, relevant content, and personalized communication.

In the fast-paced world of corporate recruitment, being proactive is truly a strategic imperative. By investing time and effort in building a robust talent pipeline, you can move beyond the reactive scramble and position your organization for long-term hiring success. Stop waiting for the perfect candidate to apply. Start building the relationships that will lead you to them. Invest a little time to this activity and see where it goes.  Your future hires are out there – are you ready to connect?

ES Talent Solutions assists corporate recruiting departments in getting the most out of their resources. From process efficiencies to technology implementations, companies are reaching their hiring goals on time and under budget. If you haven’t had a thorough review of your recruiting ecosystem, you’re missing out! Contact Eddie Stewart (estewart@ESTalentSoluions.com) today for a free recruiting diagnostic to fully leverage your talent acquisition function.