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In the current hiring landscape, there is no shortage of potential candidates. As such, many companies turn to recruiting their own, rather than relying on the traditional hiring process. In our fast-paced world, telephone calls and personal introductions have taken a backseat to email as the primary method of communication for recruiters and job seekers alike.

There are many benefits to using email in recruiting, the most obvious of which is that it’s prevalent. Everyone uses email, and with the advent of smart phones and tablets, it’s readily accessible and allows for immediate interaction. Although beneficial in the long run, recruiters are met with a special set of challenges when seeking out top quality talent via email.

The first thing all recruiters need to consider is why potential hires should read your email. While you might feel compelled to send off a simple form letter, it’s wise to remember that there is a real person on the end of the email. Taking the time to write a thoughtful, personalized email that directly addresses the industry and specific needs tells the candidate that they are more than just a random person needed to fill a seat, but someone whose work and skills are valued. Candidates will be tempted to ignore the email otherwise, or worse yet, see it as mass marketing and send it directly to their spam folder.

So you’ve crafted the perfect email and sent it off to the perfect candidate. What’s the next step? The answer: Tempering expectations and seeing a resume for what it is: Potential. While some people look better than others on resumes, there’s no such thing as the “perfect candidate,” but rather the potential for a perfect candidate. It’s easy to narrow down a group of candidates based on specific skills and qualifications, but true perfection in any role comes through the right training and leadership.

Congratulations! You’ve recruited a pool of candidates you feel could exemplify your company’s values and fulfill your individual needs. The next step is arguably the most important for both the recruiter and the candidate, and certainly the most nerve-wracking: the interview process. For the recruiter, converting a top candidate is all about timing. By jumping on the first person too quickly you run the risk of being seen as desperate. For a quality candidate, this can be a red flag, and one that could result in the employer losing a potentially qualified employee. Conversely, by laboring over the interview process, you can be perceived as too indecisive . This could lead to the candidate seeking out other opportunities – and let’s be honest, they probably already are – and could in turn render them unavailable when you finally make a decision.

While every client is different, most companies should spend no more than three to four weeks on an interview process comprised of three to five interviews with multiple people. Not only will the subsequent interviews inspire confidence in the candidate, it will let them know they’re still being considered. Once you’ve finally made a decision, approach the candidate with an offer that is consistent with their skills and the industry. Finally, remain amenable to the candidate’s individual needs and concerns during the offer process. In doing so, you present yourself as willing to go that extra mile to secure the best possible candidate, thus increasing the chances of a mutually beneficial relationship for years to come.

By overcoming these common recruiting obstacles, you present yourself as someone who knows what they want and how to get it, which in turn helps you attract top talent and gain quality hires.

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