The Downsides of Having too Many Applications

Hiring cycles can be unpredictable. One moment, there’s a flood of applicants and the next, a drought. While a lack of potential candidates can be problematic, an overwhelming number of applications can be equally challenging.

It’s important to consider the ripple effects of such a surge in applications:

• Recruiters may struggle to keep up with the incoming applications and provide each candidate with the attention they prefer. This potentially jeopardizing service level agreements with hiring managers and deteriorating the overall candidate experience.
• Hiring managers might find themselves frustrated with the prolonged process, particularly when the candidate market is abundant and overflowing with potential hires.
• Candidates deserve to feel valued and fairly considered for positions they’re qualified for. Timely communication about their application status is crucial.

Let’s examine the workload of a recruiter during such a spike in applications:

• Assume a recruiter is tasked with filling three new positions each week.
• Each position receives 100 applications.
• Each application review takes approximately 1 minute.

This results in 6 hours per week spent reviewing applications.

• On average, recruiters will phone screen one out of every six applicants.
• Each phone screen takes about 30 minutes to arrange and complete (on the low end).

This equates to 50 hours per week spent screening applicants.

• One out of every three applicants screened by phone are presented to the hiring manager for further consideration. This process, including documenting the phone interview and debrief meetings, takes about 10 minutes per candidate.
• Coordinating a call with the hiring manager or declining a candidate takes about five minutes each.

This results in 4 hours per week spent presenting qualified candidates to hiring managers.

Even without considering the numerous tasks that follow the hiring manager’s phone interview, a recruiter is already looking at a 60-hour work week. How can they maintain a work-life balance, provide a positive candidate experience, and present top-tier talent to hiring managers?

There’s no quick fix, but recruiters can take immediate action to manage their workload more effectively.

Manage your Job Postings: Often, hiring managers and organizations post a job and leave it open for new applications until the role is filled. At times, this can be the root cause of a delayed hire.

• You can pause the job posting, even if temporarily, once you have enough qualified talent. This can preserve your candidate experience and save everyone time and energy. The time a recruiter spends reviewing excess applications, is time taken away from other open jobs that need support. Every application, if not managed well, can create a negative candidate experience.

Organization: Overwhelmed recruiters may feel compelled to revamp their work practices in an attempt to improve efficiency. This often results in less productivity and organization.

• The Power of One: This principle encourages simplification. By keeping all tasks in a single location, recruiters are less likely to overlook commitments.

Indecision: When recruiters are inundated with applications, they may find themselves paralyzed by indecision.

• Just Do It: If you are reviewing an application, make a decision before you move on. Trust your capabilities and avoid indecision.

Communication & Automation: Understanding the automation capabilities of an applicant tracking system (ATS) can save time and improve outcomes.

• Prevent Ghosting: Clear communication with candidates is vital to maintaining a positive candidate experience and protecting the organization’s employer brand. Most Applicant Tracking Systems allow for automated candidate notifications when a specific action is taken in the system. This cannot replace a personal communication, once you have spoken to a candidate, but it can ensure no one goes without an update as the search progresses.

Setting Expectations: When workload exceeds available time, it’s crucial to set realistic expectations with hiring managers.

• No one benefits from an overwhelmed recruiter. However, with a well-thought-out strategy, recruiters can minimize the risk of a poor candidate experience and personal burnout.