Once again, full disclosure – I do not speak for every recruiter who ever existed. While my personal philosophy is that every direct applicant deserves fair consideration, I am well aware that there are crappy recruiters out there – some of them have actually left the industry and become coaches or thought leaders who like to brag about how they did their jobs poorly…. but that’s none of my business.
So what can recruiters DO when they’re overwhelmed by applicants with no end in sight?
First of all, some insight into how I have managed this throughout my career.
Job seekers and recruiters alike must understand that not every open position is bombarded with applications. Some may get thousands overnight. Others a few hundred… over weeks. There are as many variables as there are positions and companies – which is to say a metric sh!t ton. Job seekers need not worry about this – recruiters most definitely should.
I’ve worked in a variety of large and small companies working on highly specialized niche roles and entry level, high volume roles. My process for both (and everything in-between) can vary greatly depending on my workload, available tools/processes, and support. In those smaller companies (and even large companies when working on highly specialized roles) I just reviewed them all.
All of them. With my eyes. Usually in 10 seconds or less.
Here’s how that works: I dedicate the first hour or so of my day to cleaning up my applicant buckets. I literally block DAILY TIME to do exactly this part of my job – and it’s ultimately about 10-20% of my work week. I go into each requisition, review the basic qualifications and any notes I have so I am clear on my criteria, and do a quick pass. I can quickly move applicants to either clear yes or clear no piles. Yesses I come back for a more thorough review – nos I can get through in 10 seconds or less per resume. Here’s how. By doing this every single day, I’m usually able to keep up with applicant volume, which tends to slow down after a few days anyway.
But what about high volume roles?
Here are TWO specific, real world examples I lived at Google and Microsoft. Note this is based on my actual experience when working there – things may have changed, so verify with current recruiters if you’re curious.
High Volume Evergreen Reqs
Google posts “evergreen” roles – meaning positions that are intended to be a single entry point for multiple positions across various locations. I would work with my hiring managers to open internal roles, with specific criteria for our team. These reqs would be tied to an evergreen posting, and a Channels Specialist would review all those (millions) of incoming resumes then match them up to internal roles. Literally an entire team of screeners whose job was to review ALL incoming applications.
Boolean String Search
At Microsoft, we would do what we called a “boolean pull” – This was in an archaic old homegrown ATS called “e-rec” (we lovingly referred to as e-WRECK) – based on the needs of the role, I would hand my recruiting coordinator a basic boolean string, and they would run a search on everyone who met the criteria I set up. Those folks were pushed to “recruiter review” and I would look at the ones that were most likely qualified. Based on the results, I may still spot check the applications that weren’t pulled through, but it was very much directed by me as the lead recruiter – no bots! Shortly before I left Microsoft, we moved to iCIMS – once that ATS was in place we had KNOCKOUT QUESTIONS!! Woot!! These would be written by me, and I would configure the settings to disposition anyone who answered “no” to compliant, relevant, yes/no questions specific to the role I posted. While I could still spot check “rejected” applicants, I would normally find a good shortlist in the applicants that made it past this first screen.
Knockout Questions
I’ve already mentioned these, but they are a great and fair mechanism to help job seekers opt out. I realize that folks are going to insist on shooting their shot, and again – you’ve got the job search ammo to share? Knock yourself out. If you don’t meet the qualifications (or say no to those required questions) – we’re not going beyond your submittal. And lying on those questions? Well, those notes will live in the ATS long after you’ve and the recruiter have moved on… for me, not worth the risk.
So what’s a recruiter to do?
Inspect your req load
Do you have multiple positions for the same kind of talent? WHY are you posting the same position over and over again?? Look into a pooling or parent req which can compliantly be the “funnel” for multiple hiring reqs. By having a single entry point for applicants, you’re not bouncing around from role to role trying to catch up and undoubtedly reviewing duplicate submittals.
Set time constraints and realistic goals
Sorry recruiters, managing incoming applicants IS a critical part of your job. If you don’t want to do it? Don’t post roles. Go throw them in the hidden job market and give the rest of us a break. Carve out daily time (ideally) to heads down focus on clearing out your applicant buckets. This is time well spent – I promise.
Leverage compliant filters or knockout questions
There’s nothing inherently WRONG with these mechanisms, as long as applicants are getting fair consideration. See if your ATS is set up to allow for these options. It’s also ok to spot check your results to ensure not not missing great talent.
Remove postings
I mean it. If your roles are overwhelmed with applicants, take them down. TODAY. Get through the pipeline you have, and if you still haven’t hired (or built enough of a short list) you can post again. It’s absolutely ok to empty your cup before fill it up again.
Recruiters – if you’re still not sure how to dig out from your overwhelming workload, let’s set up some time! If you’re open to a coaching session with me, I will gladly talk through your concerns and see if we can get you some support or at the very least, some requests you can make of your leadership to solve these recruiter woes.
This week’s video available HERE.
