How to Stay Organized (& Effective) as a High-volume Recruiter

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From dividing your day to annotating your reminders, this advice will help high-volume recruiters get (and stay) organized.

Recruiter smiling as she looks at her computer screen.

Credit: Adobe Stock

If you’re a recruiter, you’re almost certainly managing more roles this year than you were last year. According to Jobvite’s “2016 Recruiter Nation report”, 35 percent of recruiters anticipate filling over 100 openings in the next year, up from just 26 percent in 2015. Sixty-nine percent of recruiters say their company’s hiring increased in the past year, suggesting that requisition loads also increased.

If you’re responsible for filling more roles, you’ve got to keep on top of more candidates, managers, interviews, offers, emails, and calls. So how do you get and stay organized as a high-volume recruiter? Four Recruiting Social team members, adept at handling hiring sprees, share their best advice:

“Take it one role, one task at a time.”

Break it up and map it out

“Juggling multiple, urgent roles can feel overwhelming,” admits Teresa Holland, a Vancouver-based recruiter. “To make it work, you have to take it one role, one task at a time.” She suggests breaking down each role into specific tasks. “Both mentally and time-wise, it really helps to divide your work up so that it doesn’t feel like one huge thing,” she advises, “Make your workload into a bunch of little items that are easier to check off.”

Next, Teresa recommends using your calendar to allocate time for each role. “I divide my day so that I’m focusing on one role at a time, without a lot of back and forth. I might spend the morning sourcing and reaching out to candidates for one opening, the early afternoon working on another opening, and then closer to the end of the day I might go through any responses and do some scheduling.”

Give your memory a break

Sydney Paris, a recruiter at Recruiting Social’s Los Angeles office, agrees with the time-management approach to organization. “There isn’t any kind of secret: just learn to use your calendar.” She is a “huge believer” in setting calendar reminders for regular candidate follow-ups and check-ins, and recommends syncing all your devices, “so that reminders scheduled on your desktop pop up on your phone, too.”

Working with multiple candidates across different roles can get tricky. “It’s never good to be on a call with a candidate and refer to the wrong role,” says Sydney, “and what if you’re working with two candidates with the same name?” Her recommendation: write simple notations in your reminders so you always get the details right. “Anytime I write the candidate’s name, I include an abbreviated version of the job title in brackets,” she says, “that way I always know what position we’re talking about, or which ‘Chris’ I’m talking to.”

“Write simple notations in your reminders so you always get the details right.”

Get your team tracking together

Virtually all hiring decisions involve multiple internal stakeholders, from hiring managers to HR reps. Recruiting tasks for one role might be delegated to different talent acquisition team members. Keeping yourself organized is important, but staying organized as a team is also critical.

Gabriela de Sousa, a recruiter at Recruiting Social Vancouver, advocates using a project management application like Asana to keep everyone working together efficiently. “I was working with a few of our team members to quickly staff the new branch of a digital agency,” she recalls. “The hiring needed to happen very fast, and there were many roles on the go. Asana helped us keep track of how the team was progressing, what tasks were being completed, and delegating work to each other.” Other popular software options include Trello and Basecamp. What matters most, notes Gabriela, is that “the tool needs to allow really clear visibility – so everyone can see what everyone else is doing.”

Communication is everything

Getting organized is important, but like so much else in work and business, your success still hinges one one thing. “Clear communication will help you stay organized more than anything else,” says Aleks Keser, a recruiter in Toronto. “You need to be constantly sharing information with the other people involved in hiring, whether that be candidates, hiring managers, or your talent team. No amount of organization will help if there is a disconnect.”


Christian De Pape, Recruiting Social’s Head of Marketing and Content
About the author

Christian De Pape is the head of brand experience at Recruiting Social. Connect with him on LinkedIn.


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