Best Practices

Recruiting Capacity: The Next Step

Megan Hemmings

While good Recruiting teams plan based on a capacity model, once your Recruiting team expands to include a Talent Acquisition leader, it’s time to introduce another layer of strategy to your capacity plan. One way to do this is to decide how fully staffed your recruiting team should be. Do you want them to be staffed to hit 80 percent of the hiring plan? 100 percent? What about 110 percent? Each of these strategies provides advantages and disadvantages.

80 Percent Capacity

As any recruiter knows, not all positions require the same amount of time and effort to fill. At 80 percent capacity, recruiting teams will not have the capacity to spend extra time searching for the perfect candidate for hard to fill roles such as executive level positions or highly competitive roles such as software developers. 

With a Recruiting department that is staffed to hit 80 percent of your hiring goals, you will most likely need to contract out some of your recruiting needs. Your internal team will simply not have the resources to fill every open position. Their focus will be on getting people in the door as quickly as possible so that they can focus on filling the next position.

This strategy works well if your goal is to keep the Recruiting team hungry, you’re willing to use outside resources and you’re okay with the possibility of not hitting all of your hiring goals. But be careful not to burn your team out.

100 Percent Capacity

At 100 percent capacity, the Recruiting team is able to comfortably meet your hiring goals. They will be staffed to meet the demands of the current plan but may not be equipped to handle unforeseen needs. They will be able to spend a little extra time looking fo the right candidate for each position rather than the first candidate and will have the capacity to dedicate reosurces to those harder to fill positions. Though unlikely, you may need to use outside resources if there are drastic changes to your needs or other unplanned events occur (turnover increases, your hiring needs increase, a hard to fill position becomes available, etc). On the other hand, if hiring goes smoother than expected, they may have some time to lean into special projects and evaluate your overall hiring process.

110 Percent Capacity

At 110 percent capacity, the Recruiting team can start to think more long-term and start acting in more of a Talent Acquisition capacity. This team can dedicate time to high-value projects such as improving the candidate experience, focusing on diversity, equity, and inclusion programs, building employee retention programs, and dedicating more time to those hard to fill positions. The ability to do these special projects in addition to recruiting can in turn create a better candidate experience and change the way you hire for the better. A team staffed to 110 percent can be more strategic overall and has a little breathing room to do so.

This is a good strategy to use once you are ready to level up your hiring to attract the best possible candidates, you are looking to create happier employees or your hiring needs may be slowing down temporarily and you want to keep your current staff.

Overall, the decision on how to staff your Recruiting department comes down to strategy - an experienced Talent Acquisition manager can help guide the discussion. Essentially, it all boils down to: are you looking for a lean and scrappy team with the option to lean into outside resources, or do you want to provide the space for special projects that help improve other aspects of your company as well?

If your team could use a little extra help managing hiring and capacity plans, TruePlan can help. Book a 15-minute demo with us to learn how.

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