How to Recruit Passive Candidates (AKA The Hidden Talent).

Finding qualified candidates takes time, and requires far more than advertising via a job board or social media platform. The growth of your organisation should not be an uncertain one. Going directly to the talent, by reaching out to passive candidates, is the most effective way to secure the right talent for your skilled, senior and executive opportunities. In this article, we’ll share some valuable tips on how to recruit passive candidates and tap into the hidden talent pool.

Let’s dive in!

The ‘Handover’ or ‘Kick off’ meeting: A fundamental part of the process 

To kick off the hiring process, it’s essential to have a meeting with the hiring manager to understand the role and the ideal candidate profile. If this is a new opportunity then remember to challenge any unnecessary job requirements that might narrow the talent pool. If it is an opportunity that has been open for some time, consider what are the stumbling points and address them. A common issue that often acts as a block to finding candidates is the merging of 2 roles into 1. Make sure you vacancy is realistic, achievable and aligns with the skills that are out there. By fine-tuning your search, you can uncover the best candidates for the job.

Proactively sourcing passive candidates 

Firstly, what is a passive candidate? A Passive candidate is a person who is not active in their search for a new opportunity, and are likely employed and being successful in their current role. However, presented to them in the right way they will explore a new and exciting opportunity. Job postings on job boards, or your website, won’t find passive candidates. You will need to be proactive in your sourcing efforts. Here are some effective channels to consider:

1. Map out the talent: Online sourcing platforms like LinkedIn and popular CV libraries will help you to identify the candidates that are an ideal match to your vacancy. Use these tools to create a long list of the talent that meets the criteria of your open role. Leave no stone unturned, and if you are unsure of a particular candidate then add them to your list and aim to have a conversation with them, they may not be active on these platforms but do all of the relevant skills and experience required.

2. Track your reach out with an Applicant Tracking System: When reaching out to passive candidates it’s important to keep track of the conversations you are having. Some may not be ready now, but do have a specific date in mind when they are likely to explore a new opportunity. Keeping a record of this to keep you in the know, and allows you to react quickly, giving you the opportunity to secure them before anyone else does. An Applicant Tracking System will also allow you to effectively mange the talent pipeline of those who are interested in your vacancy now. It’s an essential tool, especially if you are hiring for more than 1 role at a time.

3. Employee Referrals: Your team members are your biggest advocates. Utilising their network can be a great source of referrals. Encourage them to recommend candidates who are suitable and make sure they are aware of the skills and experience that are required.

4. Progress your internal team of talent superstars: Don’t forget to explore growth opportunities for current employees to fill your open roles. This will help you to fill critical positions faster and is one of the best ways to retain your current team.

5. Be sociable on Social Media: Make use of your network and actively participate in relevant conversations on your social media channels. This is a great way to identify and engage with potential candidates. (Don’t forget to add them as a person of interest to your Applicant Tracking System!)

Engage with the candidates

When reaching out to passive candidates, it’s crucial to grab their attention and make them consider a vacancy within your organisation. Here are some best practices for crafting engaging candidate outreach messages:

1. Craft a Relevant and Catchy Subject Line: Stand out from the crowd by using a short and attention-grabbing subject line. Avoid generic phrases like “job opening for X” and instead try to write as you would speak it in a conversation. For example “Would you be open to a chat about a TITLE role we have please, NAME?”

2. Do some name-dropping: If the candidate is already connected to someone at your company, mention that person by name in the outreach message. Leveraging employee connections can help establish trust and increase the likelihood of engagement.

3. Personalise the Message: Show that you’ve done your research by mentioning a specific skill, interest, or accomplishment that stood out to you. Personalisation goes a long way in demonstrating genuine interest and capturing the candidate’s attention.

4. Highlight the Benefits: Since passive candidates aren’t actively seeking new opportunities, we need to clearly communicate what’s in it for them. Emphasise work-life balance, compensation, benefits, colleagues, and company culture to make the opportunity appealing.

5. Share the Next Steps: Conclude the message with a clear call to action that encourages the candidate to respond. Offering specific time slots for a chat or sharing our calendar can help facilitate a response.

6. Keep it Brief: While we may have a lot to say, it’s important to keep the message concise. Messages around 200 characters are the most effective. Stick to the high-level details that entice passive candidates to learn more.

Keep it Casual   

Once you’ve captured the candidate’s attention and they’ve shown interest, it’s time to have a casual conversation. Whether it’s a phone call, video chat, or face-to-face, the goal is to explore whether our opportunity aligns with their wants and needs. Tailor the conversation to address their specific motivations, such as career growth, work-life balance, or alignment with your company’s mission and values. This personalised approach helps you to sell the candidate on the opportunity and build a trusting relationship.

The Final Stages – Keep it simple 

To avoid losing passive candidates during the final stages, you need to make it simple and efficient. Streamline the application process by eliminating unnecessary steps and consider using the candidate’s LinkedIn profile to cross-reference the job specification. Many Passive Candidates will not have an up-to-date CV, and asking them to find time to do this may delay the process. Simplify the interview process by using video for the first interviews. Remember that passive candidates who are in a like-for-like role at another company will not need the same lengthy process that you use for all of your hires. You may also have to be flexible with reference checks, considering various types of references beyond current managers or colleagues.

Make Talent Pipelining a habit and thank yourself later

Remember, the hiring process often results in only one successful candidate, leaving many qualified individuals without an offer. To ensure you don’t miss out on future opportunities, it’s crucial to maintain long-term relationships with these candidates. Here are a few strategies to keep in touch:

1. Connect on LinkedIn: Stay connected with candidates on LinkedIn to engage with their content, congratulate them on birthdays, and acknowledge work anniversaries. Building this rapport ensures that when a new opportunity arises, you have a ready pool of candidates to consider.

2. Check-In from time to time: Reach out to candidates periodically to see how they’re doing and inquire about any changes in their career aspirations. Understanding their circumstances allows you to follow up at the right time with relevant opportunities.

3. Build Relationships: During conversations, take the opportunity to establish a genuine connection with candidates. Learn about their goals, aspirations, and any potential obstacles that may be holding them back. This information helps you to tailor future communications and demonstrate our ongoing interest in their success.

By adopting these practices, you can create a robust talent pipeline and maintain a network of qualified candidates who are eager to explore opportunities with our organisation.

You’ve got this!

Recruiting passive candidates requires a proactive and personalised approach. Building a talent pipeline takes time, so be patient. Don’t let the talent shortage hinder your recruitment efforts, adopting the techniques discussed in this article will help you stay one step ahead.

TIP: Whilst you build your process and your very own pool of passive candidates, utilise companies like Thrivve that provide professional outreach to pools of passive (and active) candidates on your behalf. Reach out to a member of our team for more info, or get in touch via our website.