Best Practices

Staying Organized as a Recruiter

Megan Hemmings

As a recruiter, you are tasked with filling as many positions as possible as quickly as possible. With this comes a long list of requirements and tasks you need to stay on top of on a daily basis. In order to do so, you need to be organized and find ways to minimize input needed to move candidates forward. Here are a few tips to help you do so.

Set Daily and Weekly Deadlines

Setting realistic deadlines helps provide motivation and momentum throughout the day. By breaking large tasks into smaller chunks with deadlines throughout the day and week, you’ll be able to approach daunting tasks with confidence. The trick here is to set realistic deadlines you can actually meet, otherwise you run the risk of missing deadlines and loosing confidence along the way. Setting tasks on a daily and weekly basis helps keep your mind on both the short term (daily) tasks as well as slightly longer term (weekly) goals.

Create Checklists for Each Open Seat

While you may find yourself completing the same tasks every time a new seat comes across your desk, creating a detailed checklist prevents things from falling throught the cracks when things get busy. Additionally, checking tasks off your list provides a sense of accomplishment that can keep you motivated. Take a few minutes at the end of every day to review your lists and check off any tasks that were completed throughout the day or make note of ones that still need to happen.

Structure Your Workday

Set aside blocks of time each day for emails, sourcing, data entry, candidate follow up or whatever else you need to focus on. Blocking off time on the calendar for a specific activity sets a clear expectation with both yourself and anyone else who needs you around what you are doing and helps prevent going off task. 

Communicate with Your Team

Ensure everyone is on the same page with clear communication. Staying in sync reduces any potential scramble to fill someone in and avoids accidentally duplicating efforts. While it may not seem an obvious fit for a list about how to stay organized, clearly communicating with your team and ensuring everyone has accurate information can be a huge time saver down the road.

Use Technology

Whenever possible, enlist the help of technology to reduce or manage your tasks. Use a task manager to track your to do list, color code tasks by stage or bucket, utilize the tools in your ATS to track candidates, sync candidates in TruePlan to automatically close open positions, the list goes on and on. For extra bonus points, use a system that automatically tracks key recruiting metrics for you so you can save time on regular reporting with quick justifications of your time at any moment.

Staying organized can be a difficult task in the fast-paced world of recruiting. However, building in a little structure to your never-ending to-do list can make a big difference. If you’re looking for help organizing your tasks, TruePlan can help - from prioritizing candidates and auto closing open roles to creating detailed analytics - book a demo to find out more.

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