Methods for Sourcing Candidates

In order to select the best sourcing method for your vacancy, it is first necessary to define your target candidate(s). For example, will they be found in this country, might they still be at university, or are they specialists who exist only in certain industry sectors? You should then consider any restraints you have in terms of time (when does the vacancy need to be filled by and have you got the time to devote to processing applications and conducting interviews?) and cost (can you afford to pay for advertising or for a consultant to undertake the task for you?).When choosing your sourcing method, it’s also important to consider the level of competition within the labor market. Are you likely to be competing with other organizations that might be more appealing to candidates in terms of size, reputation, benefits, etc? If so, you may need to be quite creative in the way in which you communicate with your potential candidates in order to beat the competition.

Sourcing Methods

Sourcing is about communicating the key details of your job vacancy in order to attract applications from suitable candidates. Here we outline the main methods:

1. Traditional Advertising

Advertising your vacancy in the press can be a highly effective way of sourcing candidates. National publications can reach potential candidates from across the country and specialist publications can help target certain industries and sectors. However, advertising space can be very expensive and it’s important to bear in mind what people might infer about the role and your organization from the size and positioning of your advert. For example, most senior/executive roles in large organizations are found on the first couple of pages of the appointments section. Such an advert may appear less attractive positioned on the last few pages of the appointments section, where the less senior positions are found.Adverts for very interesting and/or well-paid jobs can attract an overwhelming response. It is important, therefore, that you provide sufficient information about the selection criteria for the role so that potential candidates are encouraged to apply only if they fit the bill. For example, if it is essential that your candidates are fluent in French, say so and consider mentioning that there will be an oral test at the interview or even write the advert in French.

If you have concerns about how attractive a role might be to potential candidates, draw out the most interesting, challenging and/or developmental aspects of the role in an advert. However, you must still provide a realistic picture of the job.

Traditional advertising allows employers to easily reach large numbers of potential candidates whilst boosting the organization's profile at the same time. However, advertising can be expensive and has no guaranteed results. It is also unlikely to reach potential candidates who are not actively seeking work.

• Newspapers

Most national and local newspapers have appointments sections that are published weekly – often different types of jobs on different days, e.g. IT, secretarial, sales, etc. It is important to consider the readership of a newspaper to make sure you are targeting the right audience. If you feel confident that your position could be filled from the local labor market, a large advert in your local paper may be more cost efficient than a small one in the national press.

• Specialist and Professional Publications

Adverts in trade journals are probably the most effective method of targeting candidates from within specific or specialist industries or functions, e.g. engineering, the Civil Service and HR professionals. However, they tend to be published monthly or in some cases quarterly so, if you are working within a tight time frame, they may not be the best option. One advantage of advertising in a specialist publication is that you might also be tapping into a network where members or subscribers of the publication discuss issues, events and job vacancies. Your opportunity may well benefit from free advertising through word of mouth.

• Internal Organizational Publications

Many organizations recruit internally, either before or at the same time as advertising externally. This may be through the organization’s intranet, corporate magazine, noticeboards, etc. This medium is very cost-effective, and recruiters are less likely to make mistakes, as they will have a more complete knowledge of the candidate.

However, the response is likely to be limited to small numbers of applications. If an organization requires a wider range of qualifications or experience than is in the existing talent pool, they may decide not to recruit internally.

• Job Centers

Job centers are not just places to advertise vacancies (both in the center and on their website) but they also provide advice and support with recruitment planning activities. Job centers have a national reach and are used extensively by a number of key industries, for example, construction, transport, retail, hospitality, manufacturing and security. Job centers are free to use and are established as a recognized source of jobs for those currently out of work. However, job centers are unlikely to provide specialist candidates, and individuals who are not appropriately qualified may apply.

2. Professional Recruiters/Consultants

Hiring a consultant to handle all or part of the recruitment process can sometimes be the most time-effective and cost-effective way of filling a vacancy. Specialist consultancies that work in specific fields of expertise can often reach a greater number of potential candidates through their knowledge of the function and database of personnel.

• Recruitment Agencies

Recruitment agencies work on a contingent basis whereby people looking for new opportunities register with the agency and are contacted by them when suitable positions come in. Recruitment agencies will also advertise job vacancies on behalf of their clients and handle the responses. They are traditionally associated with more junior roles and secretarial, administration, finance and IT functions. Agencies generally charge a fee, based on percentage of salary, on the successful placement of a candidate. Agencies can take care of the entire recruitment process from beginning to end, dedicating a full-time resource to finding employees. Generally, agencies don't take a fee until a candidate starts work. However, agencies can be expensive, and time consuming in terms of contact with managers. They can also attempt to influence managers in terms of the final decision.

• Recruitment Consultancies – Selection

Selection consultants are usually retained by their clients to both source and select candidates for more senior or specialist roles. They tend not to rely on just their candidate database but will more often than not advertise the vacancy and manage the entire process on behalf of their clients. Their fees are usually payable in two or three parts – an initial retention fee, presentation of a candidate short list and a final placement fee. The client will also be responsible for the cost of any advertising and candidate expenses.

• Recruitment Consultancies – Search Headhunters

Headhunters offer the same service as selection consultants in respect of sourcing candidates for senior of highly specialist roles. However, they are also able to search the labor market more covertly by employing research techniques to find suitable candidates and contact them directly on behalf of their clients. This method of sourcing is used extensively for very senior positions or in sensitive circumstances where advertising an appointment might be detrimental to an organization.

Search consultants are adept at networking and undertake complex research and tap into established networks. They will maintain detailed records of who is employed where and follow individual careers, keeping note of key developments and achievements. A search for a specialist appointment can take a very long time and fees are generally charged in three tranches and are based on percentage of salary (about 30%).

3. Internet

The internet is fast becoming the preferred method of sourcing for many organizations in both the public and private sectors. It offers international reach and a quick, simple means of attracting and processing candidates. Technology allows organizations to convey more information to potential candidates by attaching job descriptions, organizational profiles and/or links to relevant websites. Also, candidates are able to apply electronically either by submitting their CV or completing an online application form.

Vacancies can be posted on your own website and/or on dedicated recruitment websites such as www.monster.com. Remember to consider whether or not your target candidates are likely to be regular internet users before choosing this as your primary means of sourcing.

Recruitment websites allow employers to view a high number of potential candidates quickly, as well as tailoring search criteria to suit specific role requirements. However, it is important to be aware that subscriptions for recruitment websites usually come for a set period, so an organization can be paying for the service when not actively hiring. Furthermore, recruitment website services only provide employers with CVs; the rest of the process is usually dealt with by hiring managers in the organization, which may not be desirable if recruitment is not their main responsibility.

4. Recruitment Fairs

Recruitment or careers fairs present an ideal opportunity for potential candidates to speak to employers. They are used extensively for recruiting graduates and postgraduates but are increasingly being used for certain specialist functions, e.g. finance and technology. Recruitment fairs also give employers the chance to benchmark themselves against the competition in terms of brand image, roles on offer and compensation/benefits packages. Many universities organize graduate 'milk rounds' where potential employers can meet graduates with degrees in the specific discipline(s) required.

5. Networking

One of the main disadvantages with most of the above sourcing methods is that your message is likely to reach only the people who are looking for a new opportunity at that time. What about the people who aren’t currently looking but who would otherwise be very interested in your role? Using your personal and professional network to spread the word about your job opportunity can be highly effective in targeting quality candidates. Generally speaking, people like to help others and enjoy being seen as well connected and knowledgeable.

Networking, however, can be very time-consuming and may not be very fruitful. Always consult your organizational policy regarding the advertising of posts before embarking on any networking activities. Networking and advertising work effectively together to source candidates providing that they all go through the same selection process.

6. Open Days

Many organizations have open days, where they encourage candidates to visit their premises to see what sort of environment they operate in and what the company culture is like. Candidates are encouraged to visit and look around the organization and ask any questions. If properly advertised, then this can be a successful way of attracting a high volume of candidates. Open days are popular in industries such as hospitality, where large numbers of staff can be required seasonally.

Candidates attending an open day already tend to have some interest in the role and organization. Open days are potentially also useful when trying to hire large numbers of employees quickly, for example a company opening a call center. Open days provide a chance to meet and screen potential candidates before the interview stage. However, competitors can attend and gather information about rival organizations. Open days also need to be advertised and marketed, which has cost implications.

7. Employee Recommendations

Best used in tandem with other sourcing methods, employee recommendations work best where an organization has a long-term, regular recruitment need. Existing employees may know potential candidates who are not actively looking for employment via other channels. Potential candidates will have a good understanding of the role and the organization from the person who recommended them. Furthermore, the employee who recommended the candidate often feels a sense of responsibility towards them and helps guide them in their new role. Many organizations offer financial (or other) rewards for successful employee recommendations.