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Our 6 Tips to Cut Your Time To Fill In Half

As a recruiter, you likely keep track of a lot of data to ensure you’re doing the best job and delivering results to clients. One of the most telling metrics is time to fill - The number of days from when a job is posted to when it is filled/closed.

Your time to fill can vary depending on a lot of factors like:

  1. whether or not you’re trying to fill a niche role
  2. how responsive your clients are
  3. how long it takes you to screen applications (if a high-volume position)

Still, the lower this number is, the better because it means that you’re providing a good candidate experience (and not dragging anyone along) and you’re delivering quality candidates, and results, to your hiring managers.

If you’re struggling with your time to fill, here are 6 of our best small changes to get back on track.


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Make The Job Description Right From The Start

We’ve said it before (and we’ll likely say it again, and again) - your job description is the backbone to your recruitment process. It seems like a no-brainer, but developing a job description that accurately describes a day in the life in the role and spells out specifically what is required - while keeping a potential candidate engaged - isn’t something that can be done on a whim.


When writing the job description, be sure to work closely with your client so you can get a clear picture of the “must haves” and “nice to haves” when it comes to skillset and experience.

Also, if there are multiple managers/decision makers be sure to get their input as well so that you don’t end up having to rewrite the description later.


Use the best and latest technology

With platforms like LinkedIn, Glassdoor, CareerBuilder, and Indeed, you’re likely not placing job ads in the newspaper anymore - so why wouldn’t you want to stay up to date with the latest technology that is created with the recruiter in mind?

The right ATS and interviewing platforms can help save a lot of time in the recruitment process. A good ATS will help you weed through applications faster and more effectively. Also, interviewing platforms like DeepHire allow you to have applicants answer questions on video - which can completely replace phone screens. Technology is evolving constantly, and there’s always a new way to help you do your job a little better.

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Keep Communication Going

It’s no secret that in order to keep candidates “warm” you need to constantly give them updates - even when the recruitment process is slower than you’d like.

However, it’s just as important to communicate frequently with your client to get feedback on the candidates you push through.

If a hiring manager sits on a stack of resumes for a week, it could result in one (or more) of the top options finding another job before you even get a real chance to present them - making your time to fill all the longer.


To remedy this, you will need to constantly follow up with your clients to ensure they are doing their part of the recruitment process. Better yet, when you select that updated technology mentioned above, make sure you pick one that gives you alerts when your client has reviewed candidates so you can follow up as soon as possible.


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Keep in Touch With Previously Passed-On Candidates

A good way to keep your time to fill number low is to always have a pipeline of talent ready at your disposal. You can do this by keeping in touch with candidates who may have come in second place for a role you had previously filled. By keeping notes and records of the candidates that were still great, but maybe not the right fit at the right time, you will always have a bank of talent that you can dip into if needed.


A platform like DeepHire is a great option for this, because it will save video interview questions. If you have a new position open up and want to put an old candidate up for the job, all you have to do is access the video and pass it along - which cuts out a big chunk of the process for both you and the candidate.


Use E-Signatures

Finally, when it comes time to close the deal, you don’t want to waste days by going back and forth on final offer and hiring documents.

If you are working remotely, you are likely used to accepting scanned signatures - but the fact is a paperless process is even better and more efficient. There are a number of great (free) websites you can use to gather legal e-signatures.

Considering using one to get your client/hiring managers signature on an offer letter - and then to later get the candidates acceptance signature.

This cuts out the unnecessary time it takes for people to print, physically sign, and scan a document back to you. Not to mention, it’s good for the environment.


Metrics are key in understanding how well you’re doing as a recruiter. They will give you insight into your performance and client satisfaction. Not to mention, good performance data can be used to secure deals with new clients who want roles filled as quickly as possible.


If you’re interested in learning more about how to reduce your fill time, check out or give us a call at 330-931-8770. We’d love to discuss your recruiting needs and give you access to video recruitment technology.