Maintaining Good Relationships With Candidates During the Hiring Process

By Ashley Paskill on September 20, 2020

When you are in the hiring process, it is important that you maintain a good relationship with candidates so that you do not scare them away, especially if they may be a good fit for the job. If your candidate has a negative experience with you during the hiring process, they may also tell their friends, which will turn away even more potential candidates. Knowing that you have to keep a good relationship is only half the battle. Knowing how to do so and actually putting it into action is even more important.

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Be mindful of an applicant’s time

It may seem obvious, but it is important to be mindful, and appreciative, of an applicant’s time. They put in the time to apply for the position, and if they were offered an interview, they had to take time to prepare for and come to the interview. While things may come up, it is important to do your best to be on time for the interview, especially since that is expected of the candidate. It is likely that the candidate put in applications for multiple jobs with other companies, so be timely in alerting the candidate of whether or not they are getting the position they applied for with you. That way, if they did not get the job, they can continue interviewing and applying for other jobs.

Keep communication open

As mentioned above, the candidate may be applying for other positions, so it is important that you let them know as soon as you decide on whether or not to hire them. However, it is likely that you are interviewing multiple candidates. Let your candidate know that you are interviewing others and are still working on making a final decision. If a candidate sends follow-up emails to check on the status of their application, respond to them in a timely manner and be honest about where you are in the process.

Also, throughout the application and interviewing process, your candidate may have questions that need to be answered. While these things may seem obvious to you, your candidates are not familiar with your company. As you go through the process with your candidate, be sure to be as informative as you can, even if the information seems obvious. Always be sure to ask them if things make sense or if they have any questions. This will make them feel comfortable with coming to you with any issues they have throughout the process.

Along these lines, it is also important that you are articulate and are able to communicate honestly with your candidate. You need to be able to get your information across well so that you can make sure you retain your candidate. Not only is it important to be articulate to be sure you hold onto your candidates, but to make yourself seem as knowledgeable and professional as possible.

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Provide information about the interview and hiring process

Applying for jobs can be intimidating, no matter how long a person has been in the field. Each company has its own hiring process, so it is intimidating for candidates to navigate different processes for different companies they are applying for. As you are preparing to set up an interview with an applicant, be sure to tell them how the hiring process works within your company. Be sure to answer their questions in a timely manner so they are not left in the dark. Let them know what to expect so they are as prepared as possible and so they are able to be as successful as they can.

Part of the information that you provide should be an approximate timeline of the whole process. That way, if the candidate is applying for other positions, they can have an idea of what to expect in terms of when they will know of your hiring decision and when they can take other interviews. This also gives the candidate a chance to know when to put in notice at their current job if applicable. If possible, try to avoid doing things at the very last minute so that the candidate is able to properly schedule time, especially if they have a current job.

Let them down easy

One of the most difficult aspects of job searching is not receiving any information about why you were not selected for a job. If you decide to not hire a candidate, give feedback about how strong of an applicant they are, especially if they are a recent college grad. Be sure to tailor the feedback to the job posting and be as specific as possible. Be sure to focus only on facts and not opinions and be as gentle as you can while being honest. Give the applicant advice and next-steps for future job applications and interviews, and be sure to tell the applicant their strong points as well as areas to work on. This will show your applicant that you actually care about their job search and that you are willing to help them grow as a professional, even if you decide not to hire them.

Being thoughtful in how you tell them they were not hired is important. Make sure you do so as personally as possible. Explain their strengths and tell them that they were just not the best fit. Avoid letting them know of the news in a robotic-sounding email that is sent to everyone who was not selected for the position. You may also decide to arrange a phone conversation about the rejection instead of simply settling for a generic email.

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Anticipate the needs of your candidate

If you are someone who has recruited for the company for a little while now, you are familiar with the most common needs of potential hires. Nothing puts a candidate more at ease than someone knowing exactly what they need before they even ask for it. It makes them feel seen and understood, which will help them feel comfortable with you. It is crucial that you are prepared for anything, as being prepared makes you professional and helps you be ready for anything.

Be candidate-focused

As a recruiter, part of your job is to fill any job vacancies at your company. However, the best recruiters are those who are focused on the candidate as well. This means that you are wanting to build relationships with your candidates and you want them to succeed for their sake and for the sake of the company. This means offering resources for candidates and building a strong pool of potential candidates for the future.

Focus on the candidate’s uniqueness

While your position may have one specific idea of the person to fulfill the position. However, each person who applies is unique and has their own background and story. When you are interacting with a candidate, bring up things that are unique about them. For example, if they mention that they have kids, ask how they are. If you know they like a particular show or sport, bring it up in conversation. This will help you build a relationship and will help you get to know your candidates on a more personal level.

Also, it is important that you focus on what your candidate can do. While you have specific requirements for the job, be mindful that each candidate brings a unique background and will be able to do a wide variety of things with the skills they have. They may not have the specific requirements or may not have each individual bullet in the job description, but be mindful of what they have done in the past and think about how they can bring these skills and their ability to learn to your position. Ask them how their previous job experiences can translate to the position you are looking to fill.

 

Share the benefits

One of the most appealing things about a job can be the benefits, whether it is weekly lunches or health insurance. Making sure that your candidates know about the benefits, even if they are not able to utilize them right away, can help you build rapport with the candidate. It shows that you know what truly matters to potential hires and lets them know that you care about what matters to them. For many candidates, it is not just about the money but also things like company culture, 401(k), and potential for growth within the company. Sharing these benefits will excite your candidate about the job they are applying for.

Make emails special

As mentioned before, it is important to keep communication open between you and potential hires. In these times of new technology, this means sending an email. While it may seem tedious to send personalized emails to each potential hire, it is important to do so to show that you are willing to go above and beyond for them. It also shows that you know something about them and are able to pull this knowledge into conversations with them. Some aspects of the conversation can be copied and pasted, but other parts of the email should be personalized.

Another key aspect is to be personable within your emails while also being professional. It is important to not sound robotic when sending emails, so add your own personality and a little bit of humor if and when appropriate. Doing so will help your candidates get a sense of who you are and will feel comfortable meeting you in person since they know a bit of your personality already. Just remember to keep it professional, especially if your company has a more formal atmosphere.

Eliminate hiring bias

While bias may be inevitable, it is important to eliminate it as much as you can, especially in a professional setting. Hiring bias occurs, but it is important to not let it interfere with your hiring process and your relationship with your candidates. If your candidates find that you are biased towards a candidate that is not them, they are likely to go apply elsewhere. To eliminate hiring bias, write more balanced job descriptions and eliminate gender coding, take blind submission, and aim for diversity. Doing these things will help your candidates trust that you are working to keep things fair and professional and will help them see that you value them.

Honesty is the best policy

Even if the candidate claims that this position is the perfect job and company for them, make sure to be open about any negatives about the company that will impact the candidate’s job and personal life. Letting them know about any potential downsides shows the candidate that you are considerate about a work-life balance and are willing to be honest about all aspects of the job and company. It is also crucial to be honest about the hiring process and the length of time it may take. This is especially important for those candidates who are applying for many other jobs. Honesty is key in any relationship, but it is especially important in a relationship between a recruiter and a candidate. Lying and hiding the truth will only make you lose candidates.

Be mindful of the interview environment

While it may seem normal to have a job interview within the company building in places like conference rooms, these can often feel boring and stale. They can also make the candidate feel even more nervous, especially if there is little to no color in the room. Consider meeting at a nearby restaurant, café, or coffee shop. Check with your company to see if you are able to treat the candidate to coffee or a bite to eat. Many times, there is room in the budget for this. If you have to have an interview within the company offices, find or create a space that is relaxing, colorful, and peaceful. That way, you are able to get a full glimpse of who the candidate is since they will be more comfortable.

Maintaining a good relationship with candidates throughout the hiring process is not only good for your current candidates, but it can have a huge impact on future candidates as well. These relationships reflect your company, so it is important that you remain professional yet personable through the whole process.

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