Note: Recruiting
firms, staffing agencies, placement agencies and headhunters are all considered
equivalent for purposes of this article.
Be
honest with the recruiting firm about your needs and the reason for the opening. It is very difficult for a recruiter to help
you find someone if there are pertinent details you’re holding back or if
there’s doubt about the accuracy of your information.
Be Timely
If
something has changed in the midst of the search such as requirements, process,
other candidates, or timing, communicate the information to the recruiter
you’re working with. Don’t string along recruiting firms or candidates
indefinitely on searches.
Choose Carefully
There
are a variety of recruiting firms to choose from:
- Specialized vs. Non-Specialized: Many firms specialize in specific roles or industries.
- Large vs. Small: There are multi-national,
national or local firms. Decide what makes the most sense for the
locations and types of positions that you’re looking to fill.
- Permanent vs. Contract: Some recruiting firms specialize
in temporary placements, others focus only on permanent searches, and some
that do both. Align with a firm that understands your needs and works with
clients on similar positions to your organization
- Contingency vs. Retained
Searches: Contingency search
firms will not charge you unless they are successful in finding a
candidate that you hire. Retained search firms will charge you a retainer
(e.g. 1/3 of the estimated placement fees) upon beginning a search. Typically,
the more senior the search, the more likely you’ll want to work with
retained search firms. However, make sure to negotiate the terms.
Guarantee Period
The
guarantee period is negotiable (the typical range is 3-6 months), but can be
longer. Under the agreement, if a placed candidate leaves before the end of the
guarantee period, the recruiting firm will find a replacement at no additional
cost. The guarantee is considered a period to determine whether the successful
candidate can do the job and/or stays in the position and does not typically
cover restructuring changes, change in job responsibilities or other
non-performance related changes.
Fees,
terms and any other points on the search should be included in an agreement and
signed by both your organization’s signing authority as well as the recruiting
firm’s. Doing so will minimize any surprises later. If you don’t understand a
term or clause in a recruiting firm’s agreement, make sure to ask for
clarification and have the wording simplified if necessary.
You
can typically get a reduction in fees if you agree to use one recruiting firm
exclusively on a search or if there are multiple positions that you’re
searching for.
There
are pros and cons to working with more than one recruiter on a search. For
example, multiple recruiters will be able to cast a wider net for potential
candidates for your position. A disadvantage is that recruiters may contact the
same candidates to present your opportunity, perhaps causing confusion. If you
decide to use more than one recruiter, let each recruiting firm know they are
not exclusive.
Preferred
Recruiting Firms
There
are advantages and disadvantages of having a preferred list of recruiting firms
that your organization works with. While you may be able to negotiate better
rates overall, you may also be missing out on working with an excellent
recruiting firm not on your list. If you’ve negotiated excellent rates for
yourself, be aware that the recruiting firms may not work as hard on the
searches because they have other open searches that will yield higher fees.
Negotiate Rates
While
it is possible to negotiate rates, payment terms and other conditions in your
agreement, be careful not to nickel and dime the recruiting firm to the point where
they are less motivated to work on your search.
Meet in Person
Meet
face-to-face with the recruiters/recruiting firm(s) that you’re working with. It’s
difficult to add an addition to your “house” if the recruiting firm hasn’t seen
it. Establish a strong relationship with the recruiter(s) you’re working with
and communicate regularly.
Strategy for the
Search
Find
out from the recruiting firm the type of strategy they will use to find your
candidate(s). Are they simply advertising the position and reviewing responses
to the posting, or are they proactively searching for candidates? What
network(s) will they be accessing to find suitable candidates? Will they be
“headhunting” to find you candidates? Let the recruiter know at the outset if
the search is confidential.
Periodically
Evaluate
Has
the recruiting firm done a good job on your behalf? Take the time to
periodically evaluate to see if you need to look at other options.
Conclusion
While
you might feel that the fees a recruiting firm will charge for a search may be
excessive, keep in mind that there are years of experience, training and
overhead involved in finding and building a database of candidates by a
recruiting firm. It is simply not a
question of “pulling a name from a database” to present you with candidates. There
is a lot of work involved in finding candidates for a position and making a
successful placement.
**********************************************************
Marc
Belaiche is a 1990 CA and is President of TorontoJobs.ca, an Internet
recruitment business and recruiting firm located in the Greater Toronto Area in
Canada. Marc has been in the recruitment industry since 1995.
TorontoJobs.ca allows companies to post their positions online, search a resume
database to find candidates, provides outplacement services and full temporary
and permanent recruitment services. It also allows candidates to search and apply
to positions directly online and get career, interviewing and resume tips all
at no charge. Marc is also President of TorontoEntrepreneurs.ca, an
organization geared towards business owners (see www.TorontoEntrepreneurs.ca). You can reach Marc at marc.belaiche@torontojobs.ca and check out TorontoJobs.ca at www.TorontoJobs.ca.
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