In the last article Denisa (recruiter and consultant) discussed the topic of onboarding - and how to set it up so that a new colleague doesn't leave after a few weeks. This time, we take a step back to discuss what must precede onboarding - namely a well-set up recruitment process. Recruitment is definitely not just about "finding someone". Denise points out: Knowing exactly who we are looking for. Be clear about the selection process, roles and deadlines and most importantly - be aligned with the hiring manager so that the best candidates don't escape us.
1. Initial meeting - without it, recruitment will not take off
The key to any successful recruitment is to clearly align expectations with the hiring manager right from the start. A generic definition of a smart person is not enough.
You need to clarify what exactly the job will entail, what skills are must-haves (without them you can't perform the role) and what is nice-to-have - extra skills that can be learned over time. It's also important to talk about salary expectations and what type of person will fit into the team - i.e. in terms of culture fit.
The more specific an idea a hiring manager has, the better HR can target the search - including selecting appropriate keywords for sourcing or targeting specific companies.
📌 A common mistake:
The manager dreams up the candidate as a mix of three senior roles. This results in an unrealistic advert and a minimum of relevant responses.
✅ What about it:
Help the manager distinguish what is truly a "must-have" and what is already a bonus.
Rather, set a smaller but realistic range of requirements - and supplement it with room for development or training.
Candidates will then better understand what is expected of them - and the chances of success will increase significantly.
2. The selection procedure must be on target
Once you're clear on who you're looking for, it's time to set up a specific and efficient selection process. We recommend clarifying at the outset how many rounds the selection will have, who on the team will be involved when (including future colleagues) and who has final decision-making authority. The key is to have a realistic timeframe - and most importantly, stick to it.
The hiring manager should be actively involved in the process. Quick feedback and firm deadlines greatly increase the chances of retaining the candidate.
📌 A common mistake:
Hiring manager does not respond to profiles or cancels interviews. Meanwhile, candidates lose interest - and go elsewhere.
✅ What helps:
Set a clear timetable at the outset and agree that recruitment will be a priority during that period.
It has worked well when a manager blocks specific times for CV reading and interviews.
And if the process is delayed? Keep in touch with the candidates. Even a short message like "we're still waiting for a final decision" will help build trust and maintain interest.
This approach has repeatedly proved crucial, especially in competitive industries.
3. An advert that catches the eye is half the battle
A good job advert is not a formality. Candidates today aren't just looking for a job - they're looking for meaning, environment and motivation. Instead of a dry list of requirements and platitudes, offer a natural and understandable description of the role, clear information about what the candidate expects, the reasons why they should want to work for you and what the company specifically offers.
Don't be afraid to be transparent - even about your pay. This is what builds trust and helps attract the right people.
📌 A common mistake:
A generic description full of internal acronyms and corporate speak. The result? No one will be interested in the ad.
✅ What works:
Write in the candidate's language, not the requirements table. Imagine someone reading your ad who has never heard of your company - what will attract them? What will help them imagine what it's like to work for you?
Give specific examples of what makes your company different, what the team is like, why people feel good about you. AI can also help to reformulate dry texts - just provide inputs and fine-tune the output according to reality.
💡 Bonus tip:
It works great if your teammates or hiring manager are visible on LinkedIn.
This way, the candidate also associates the role with specific people - and this significantly increases trust and interest in the position.
For example, Denise often had candidates look at her profile before the interview. Not only did they refer to it during the interview - but it also worked great as an ice breaker for first contact.
4. Don't underestimate onboarding - it decides the future of a newcomer
Signing the contract is not the end of the work. On the contrary, it is just beginning. Onboarding often decides whether a new colleague stays or leaves within the first few weeks. Have an onboarding plan in place: who will welcome the new person, what attitudes and techniques they will need, what they need to learn - even if it's a senior role.
Please note: senior does not mean he knows your tools or processes.
Don't start from assumptions, rather ask questions and clarify everything from the beginning. Open communication is key and will save misunderstandings and frustration.
📌 A common mistake:
On the first day, the newcomer doesn't know where to sit, who is waiting for him or how to log into the system. The result is confusion, uncertainty and rapidly declining motivation.
✅ What works:
Prepare an onboarding plan in advance and go over it with the hiring manager: who will welcome the new colleague, what they will need on the first day, what their first week at the company will look like. Don't forget the technical details, approaches and basic training on the tools you're using.
💡 Our onboarding checklists can also help you with this step - practical, clear and easy to adapt to your specific role.
We covered this topic in more detail in a previous article - check it out here if you are currently onboarding.
5. Have a clear plan - and stick to it
Successful recruitment does not depend on chance. It needs structure, clear rules and collaboration. Both HR and the hiring manager should be clear: who has what role, when to respond and what happens at each stage of the selection process.
Speed, communication and division of responsibilities are key to ensuring that the process does not bog down and candidates do not lose interest. If things do get stuck, keeping in touch with candidates is essential. Even a single email or quick phone call can be the difference between getting hired and losing a quality candidate.
📌 A common mistake:
Confusion of responsibilities, lengthy approvals and silence towards the candidate.
✅ What helps:
Before you start recruiting, clarify with your team who is responsible for what, how the steps will work, and where you are monitoring the process.
If there are delays, be proactive. Even a simple "we're still waiting for confirmation" message can keep a candidate motivated and engaged.
💡 Recruitment as a whole
Do you want your recruitment to work really effectively? Focus on alignment with the hiring manager, speed and human touch, clear expectations and communication, and thoughtful onboarding.
When all the pieces fall into place, you not only attract the right people - you also increase the chances of them staying with you long-term and happy.
🛠️ Download the practical checklist: 5 steps to effective recruitment
Want to make sure you don't forget anything during the recruitment process?
We have prepared a brief and clear checklist to help you set up the entire hiring process step by step - from the first assignment to the onboarding of a new colleague.
What can you find in the checklist?
- Key questions for the initial meeting with the hiring manager
- Points on the preparation of the selection procedure
- Tips for writing an advert that catches the eye
- Recommendations for onboarding
- Practical advice for communicating with candidates
