In a candidate short market there is no doubt that recruitment agencies provide a valuable service in sourcing talented professionals within the industry. So why is it that some agencies are successful at filling their client's positions and others are scratching their heads wondering where all the applicants are?

Ten tips have been put together to give you a head start when it comes to successfully working with a recruitment firm and/or filling the position yourself.           

Tip 1. Recruitment Ethics 101

We work in recruitment so we know that qualifying our clients is an extremely important part of the recruitment process. Various reasons why a recruitment campaign derails or doesn't work include:

calling the candidate directly, because you recognise his/her name on a CV, changing the job description halfway through the interview process, not providing constructive feedback for the candidate and attempting to negotiate the payment terms or guarantee after the placement has been made. This raises ‘flags' with both us and the candidate. As specialists we are all taught to avoid those dreaded ‘red flags' and we generally find that the organisation that has the most structured recruitment process will secure the candidate.

Tip 2. Hire the person not the résumé

As an experienced business owner, we all invest in attracting potential new staff. Be passionate about selling your company to the candidates and get them excited about their potential new career opportunity with you. Recently we presented a candidate to a company who denied the candidate an interview. When we probed into why they declined the candidate the interview their only comment was ‘It was a gut feel' based on the résumé. Organisation's  that are recruiting successfully are the ones who find the time to meet with everyone who is recommended to them. Even if it's not a ‘right fit' now, you need to have laid the ground work as an attractive place to work in the future and will leave the candidate with a favourable view of your organisation which may also lead to referrals.

Tip 3. Leave a positive impression

In a candidate-short market, referrals are a great way to build your staffing numbers. What really surprises us is when businesses make basic recruitment mistakes when hiring their internal staff. For example, a candidate may only have one hour for lunch and the organisation will keep them waiting for twenty minutes for their interview. Always make the interview a positive experience regardless of the outcome -this will also generate referrals for your business.

Tip 4. Advanced negotiation skills at offer don't work

Often the client will be highly impressed with a candidate and they do a fantastic job at representing their company as a professional and appealing place to work. Then, the company makes an offer to the candidate less than the amount originally sought. In our experience, the candidate will not take the role under these circumstances. If you can't meet the candidate's salary requirements, then don't interview the candidate. Candidates are not impressed by your ‘advanced negotiation skills' and, after all that effort, you are now left back at the beginning of the recruitment process and frustrated that you can't find staff. Interview only within your budgets and if possible offer a little bit more than the candidate expects.

Tip 5. Companies think everyone will want to work with them

So you love your company, the culture, the pay and your job. Be careful not to automatically assume that an outsider will have the same passions for your company. Unfortunately, disgruntled ex-employees can speak in a negative way about the company you work for. We always make the recommendation to the candidates that they meet with you themselves and make up their own mind. If they get to interview and you're demanding reasons why they want to work for you, you will lose them - it's as simple as that.  Spend your time and energy in the interview selling the benefits of working in your business. It is a great way to repair damage done by non- performing employees who have been exited from your business.  Passion is contagious!

Tip 6. Racists, sexists, ageists and other discriminating agencies need not apply!

It's 2008 not the 1950s and, believe it or not, we can't tell you the candidate's age, whether they are gay or straight or whether they are married with children - so please don't ask!

There are also privacy laws relating to the candidate's alternative career choices and it is against the law to disclose confidential information about our candidates.  Recently one company asked a candidate who bills $150,000 a quarter ‘Are you gay?' Needless to say the candidate withdrew from the application process and that company is still looking for their new staff member.

Tip 7. Open your doors to emotionally stable and hungry managers

Over the years, as the market for employees has tightened, there is one sure way to increase your staffing requirement that has proven time and time again to be a huge success with your competitors. Taking on ‘mature' age workers who are returning to the profession not only brings a wealth of experience to your company but potentially a greater level of emotional maturity.

We are all attending seminars regarding ‘handling Gen Y' and while some company owners are getting up to speed on this, others are forging ahead with filling their vacancies for internal employees and managers. Candidates with 10-15 years' experience brings a mature attitude and a lot of energy!

Tip 8. Beginners luck!

Your competitors are hiring people with no experience. Train some fresh talent into your business. One of our clients has taken on four trainees in the last year. They had a return on their desks within twelve weeks of starting. These staff are loyal to the business and management because they are thankful for the opportunity given to them.

Tip 9. Don't change the candidate interview times

Set a few times aside when you will be available to interview potential candidates and make it a priority in your day. Employees are attending interviews, psych testing, meeting the teams and being offered and accepting roles within one to two weeks of starting the process. If you change a time or date that has already been agreed to, you are sending the candidate the message that they are not important to you. Also if you call back in a week saying you would like to meet a candidate, chances are they are either close to offer or have already spent a considerable amount of time building a rapport with your competitors. Be the first to interview and set a high benchmark for your competitors to meet.

Tip 10. Keep candidates fully informed of the interview process

One of the most concerning pieces of feedback we receive from candidates is that the company doesn't acknowledge receipt of their resume, or follow through with any acknowledgement at all.

In this market, again it is important to maintain your reputation. Set up a basic email template that advises candidates on what the selection process is and how they will be notified of the outcome.

Candidates will be extremely grateful if they know their resume reached the right person, even if they weren't selected for an interview.

Also be prepared to offer feedback to unsuccessful candidates you have personally interviewed.

SUMMARY

• Have a structured interview process and stick to it

• Meet everyone who is shortlisted or presented to you

• Make the interview process a positive one

• Interview and offer within your budgets

• Sell your company and its benefits

• Don't discriminate - maintain a professional approach

• Consider ‘mature' age workers

• Prioritise your internal recruitment with a sense of urgency

• Be diplomatic when discussing your industry and its players.