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How to Reduce Your Time-to-Fill in Today’s Competitive Job Market

Updated: May 30

I think you can believe me when I say, “Struggling to fill a key position is awful”. As each day passes, the hole it has left is continuing to harm production, morale, and revenues. 

In the current labor market, many businesses must deal with this reality. Strong competition exists for great personnel, and protracted hiring procedures can result in lost chances and a tarnished brand. We’ll look at methods to shorten the time it takes to fill positions and attract the top candidates for your business in this blog post.

Key Metrics and Industry Benchmarks of Time-to-Fill

To overcome the difficulty of reducing time-to-fill, it is essential to first understand how it is measured. The time-to-fill measures the typical number of days it takes to fill a position from the day it is listed to the day an offer is accepted. Simply divide the number of positions filled during that time period by the interval between the offer acceptance date and the job posting date to calculate this metric.

Once you have assessed your organization’s time-to-fill, it is crucial to compare it to industry benchmarks. According to a 2021 study by Jobvite, the average time to fill across industries was 39 days. Comparing your time-to-fill with these standards can make it simpler to set appropriate hiring process goals and discover areas for improvement.

Crafting Effective Job Postings

An effective hiring procedure is built on a solid job description. Take into account the following advice to write captivating job postings:

  1. Use clear, concise language to describe the role and responsibilities

  2. Highlight the unique benefits and perks of working for your company

  3. Include accurate information about the required skills and qualifications

  4. Give them a reason to act now

If you know exactly who you want to hire, you can target them with keywords and search engine optimization (SEO). You may increase the visibility of your job descriptions on job search engines and draw in the best prospects by including keywords that your ideal candidates are searching for. Determine the most popular search terms in your business with the use of tools like Google Trends.

Harness the Power of Applicant Tracking Systems (ATS) 

By automating operations like resume screening, interview scheduling, and candidate communication, applicant tracking systems (ATS) can drastically speed up your hiring process. You may spend less time on administrative activities and more time concentrating on choosing the best candidate for the job by deploying an ATS. 


Artificial intelligence (AI), in addition to ATS, can improve your hiring procedure even further. AI-powered tools can evaluate a candidate’s skills and potential, allowing you to make data-driven judgments and lower the likelihood of making a poor hire. Examples of these tools are HireVue and Pymetrics. 

You should use some of this software to help you, but make sure to not use too much of it. It is very easy to go overboard and spend more time setting up and learning a new software than it would have taken to do it normally. 

Design Insightful Interviews

To streamline the interview process and reduce time-to-fill, it is important to consider several top recommendations. First, create a collection of structured questions to ensure a fair assessment of candidates. Second, assess both past performance and potential for the future by combining behavioral and situational questions. Third, plan concurrent interviews to save downtime and hasten decision-making.

While multiple interviews can provide insightful information, they can also prolong the hiring process. To achieve the ideal balance between detailed analysis and effectiveness, it is essential to specify a maximum of two or three steps for each interview. Early involvement of important stakeholders can help avoid delays, and utilizing video interviews can cut down on face-to-face time.

Make Effective Decisions with the Right Training and Resources

The hiring process depends on hiring managers since the speed at which they can make wise choices can have a big impact on how long it takes to fill a position. Giving your recruiting managers training on efficient interviewing methods and unconscious bias is crucial for empowering them. In addition, it’s critical to create a cooperative environment that promotes open communication during the hiring process and set clear goals and rules for those involved.

Hiring managers need to have the necessary information and skills in order to make the best judgments. They must be able to assess candidate fit based on both technical skills and soft skills, have a thorough awareness of the organization’s culture and values, be knowledgeable about the job needs and market trends.

Building Talent Pipelines with Recruitment Strategies

Proactive recruitment is the process of identifying and engaging with potential candidates before a job opening arises. This approach can significantly reduce time-to-fill by building a pool of qualified candidates ready to be considered for future positions, fostering relationships with passive candidates who may not be actively looking for a job, and reducing the time spent on sourcing and screening candidates when a vacancy arises.

To successfully implement proactive recruitment, it is important to focus on several key strategies. First, develop a strong employer brand that showcases your company culture and values. Next, utilize social media and professional networking platforms to engage with passive candidates. Finally, attend industry events and conferences to establish connections with potential talent.

Adapting Your Hiring Process

By routinely examining key performance indicators (KPIs) including time to fill, cost per hire, and applicant experience, you may discover areas for growth. Setting ambitious but doable objectives helps promote continuous improvement of your hiring process.

Utilize data analysis to find patterns, tendencies, and bottlenecks in your hiring process. Using this information, you may pinpoint issue areas and rank the changes that will have the highest impacts on reducing time-to-fill.

You must continuously adapt your hiring procedure in response to data-driven insights if you want it to remain effective and efficient. By embracing a concept of continuous growth, you can make sure that your company continues to lead the race for top people.


Reduced time-to-fill is crucial in the contemporary employment market for attracting top people and keeping a competitive edge. You may significantly enhance your hiring process and get better outcomes by reducing job descriptions, utilizing technology, refining the interview process, and implementing proactive recruitment techniques. Additionally, by empowering recruiting managers, monitoring results, and supporting continuous development, your company will stay ahead in the ever-changing field of talent acquisition.

You are now prepared to start your own journey toward shortening the time it takes to fill positions and expediting your hiring process thanks to the tactics and insights given in this blog post. Remember that continual evaluation and modification are the keys to success.

Are you prepared to shorten the hiring process for your business and hire top people more quickly than ever? You may rely on our team of professionals to guide you through the difficulties of simplifying your hiring process. 

And if you want to increase the speed of your recruitment process even more, talk to us today!

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