Last updated on Jul 12, 2024

How would you handle a client's unrealistic expectations regarding time-to-fill for positions?

Navigating the recruitment landscape can be challenging, especially when you're faced with a client's unrealistic expectations regarding the time-to-fill for positions. Time-to-fill is the number of days from when a job requisition is opened until an offer is accepted by the candidate. This metric is crucial as it affects an organization's ability to onboard talent in a timely manner. However, clients may not always understand the intricacies involved in finding the right candidate. As an HR consultant, it's your role to manage these expectations effectively.

1 Educate Clients

When dealing with unrealistic time-to-fill expectations, education is key. Explain to your client the typical hiring process, including sourcing candidates, screening, interviewing, and the potential for multiple interview rounds. Highlight that a rushed process can lead to poor hiring decisions, which are costly in the long run. Offer insights into the current job market and how it affects the availability of qualified candidates. By providing a clear picture of the recruitment timeline, you can set more realistic expectations.

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Veronika Niznansky (Assoc CIPD)

Transforming HR | Employee Experience that Drives Innovation | Founder @OrgXcel | EX Strategies | Building Thriving Teams | Driving Growth
Education is crucial when managing client expectations. In my experience, I've found that showcasing data on average time-to-fill for similar positions in their industry can be a powerful tool for demonstrating the realities of the recruitment landscape. I also emphasize that a thorough and thoughtful hiring process, while it may take longer, ultimately leads to better hiring decisions and reduces the risk of costly turnover.
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Juliana Mundel

Proprietária Acelere RH Recrutamento e Seleção de Especialistas | Alta Gerência | profissionais Tecnológicos | contratação temporária |Treinamentos e Consultorias
Para lidar com as expectativas irrealistas de um cliente sobre o tempo de preenchimento de cargos, é essencial comunicar-se de forma clara e transparente. Explique detalhadamente o processo de recrutamento, incluindo etapas e prazos realistas. Forneça dados sobre tempos médios de preenchimento para funções semelhantes e discuta possíveis desafios que possam surgir. Mantenha o cliente atualizado com relatórios regulares sobre o progresso e ajustes necessários. Ao definir expectativas desde o início e manter uma comunicação contínua, você ajuda a alinhar as expectativas do cliente com a realidade do processo de recrutamento.

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2 Set Benchmarks

To align expectations, establish industry benchmarks for time-to-fill based on the role's complexity and the sector's demand for similar skills. Discuss these benchmarks with your client to give them a comparative perspective. If their expectations are still out of sync with industry standards, work together to identify potential roadblocks in their hiring process that may be extending the time-to-fill and strategize on how to overcome them.

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Veronika Niznansky (Assoc CIPD)

Transforming HR | Employee Experience that Drives Innovation | Founder @OrgXcel | EX Strategies | Building Thriving Teams | Driving Growth
This is a great point! Establishing industry benchmarks for time-to-fill can help clients understand what's realistic. I've also found it helpful to provide examples of similar searches we've conducted in the past, highlighting the factors that influenced the timeline, such as the complexity of the role, the candidate pool, and the client's own internal processes. This helps to set realistic expectations and create a collaborative approach to recruitment.
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3 Communication Plan

Implementing a robust communication plan is essential. Ensure that your client understands the importance of timely feedback and decision-making, which can significantly impact the recruitment timeline. Regular updates on the progress of the search and any challenges encountered along the way can help manage your client's expectations and keep them engaged in the process.

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Amna Yaseen

Senior Consultant at FAMCO Associates (Pvt.) Ltd.
Strategy is to communicating openly with client and setting the priorities mutually, educate and guide the client accordingly and offer alternative. I believe this could work.
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Veronika Niznansky (Assoc CIPD)

Transforming HR | Employee Experience that Drives Innovation | Founder @OrgXcel | EX Strategies | Building Thriving Teams | Driving Growth
Open and transparent communication is key! I always make it a point to establish a clear communication plan with my clients upfront, outlining how often they can expect updates, what information will be shared, and how we'll handle any unexpected challenges. This proactive approach helps to build trust and manage expectations throughout the recruitment process. I've also found that utilising project management tools or shared calendars can provide visibility into the progress of the search and ensure everyone is on the same page.
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4 Flexibility Strategy

Sometimes, market conditions or the specialized nature of a position can lead to longer time-to-fill periods. In such cases, discuss with your client the possibility of interim solutions, such as temporary hires or contractors, to bridge the gap. This strategy not only addresses immediate business needs but also buys time to find the perfect candidate without rushing the process.

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5 Realistic Goals

Work with your client to set realistic goals for each stage of the hiring process. This includes reasonable timeframes for reviewing resumes, conducting interviews, and making decisions. Emphasize the importance of these goals in maintaining a structured hiring process that balances urgency with thoroughness. It's crucial to ensure that quality isn't sacrificed for speed.

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6 Continuous Improvement

Lastly, encourage an environment of continuous improvement. After each recruitment cycle, review the process with your client to identify areas that worked well and those that need adjustment. This will not only help in refining the time-to-fill for future positions but also foster a stronger client-consultant relationship based on collaboration and mutual understanding.

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How would you handle a client's unrealistic expectations regarding time-to-fill for positions?

1

2

3

4

5

6

1 Educate Clients

2 Set Benchmarks

3 Communication Plan

4 Flexibility Strategy

5 Realistic Goals

6 Continuous Improvement

HR Consulting

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How would you handle a client's unrealistic expectations regarding time-to-fill for positions?

1

2

3

4

5

6

1 Educate Clients

2 Set Benchmarks

3 Communication Plan

4 Flexibility Strategy

5 Realistic Goals

6 Continuous Improvement

HR Consulting

Rate this article

Thanks for your feedback

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