1. hidden time wasters: why your recruiting process is slower than you think
Many recruiting teams in the tech sector believe they are losing time, especially in sourcing. Hours of Boolean searches, countless profiles on LinkedIn or GitHub - that eats up capacity. However, the real problem is often not before the funnel, but therein.
Practical observations show that the greatest loss of time occurs in three situations:
- The briefing is incomplete or too general. As a result, the search starts in the wrong direction - which leads to several iterations.
- The response time to proposed profiles or interview reports is too long. Candidates drop out or doubt the professionalism.
- Decisions are delayed because responsibilities are unclear. Who makes the final decision remains unclear - as a result, the specialist department, HR and management block each other.
This type of time loss often remains invisible - it does not appear in any report. Nevertheless, it quickly adds up to several weeks per position. This is not a luxury problem: in highly competitive tech markets, speed is the key to success.
2. the three biggest bottlenecks in recruiting - and how to recognise them
1. the briefing dilemma Recruiting time trap
A good briefing is not just a "kick-off meeting". It is the strategic basis of the search. And this is where the first mistake often begins. If the hiring manager says: "We need someone who is familiar with Kubernetes", this is not yet usable information.
Instead, it needs:
- Clear must-haves and nice-to-haves
- Project context (greenfield? migration?)
- Technical details (versions, tools, methods)
- Stakeholder insights: Who does the person work with and how?
If this depth is missing, the sourcing team produces irrelevant hits. The result: a high rejection rate - and any feedback costs time again.
2. feedback silence - the invisible killer
The second major problem is that feedback takes too long. Many hiring managers only give feedback after several days or weeks. By this time, candidates have long since moved on - or feel they have been treated badly.
The solution:
- Binding feedback slots (e.g. Tuesday & Thursday, 30 minutes each for all active vacancies)
- clear expectations: Feedback within 48 hours is standard, not a luxury.
- Establish escalation logic: Who fills in when someone drops out?
3. decision conflicts - who actually decides?
Many processes fail not due to a lack of candidates, but due to internal uncertainties. Who makes the final decision? Is HR responsible? Or the specialist department? Does someone from the management have to give their approval?
If this is not clarified, the process becomes arbitrary - and decisions are postponed. Every department should have a clear decision-making process.
3. how to streamline your process - data-based & pragmatic
An efficient recruiting process doesn't need more tools - it needs more clarity. Three levers help to streamline the process:
1. measure what brakes Recruiting time trap
Many companies only measure time-to-hire. But that is not enough. Interim times are crucial:
- Time to First Feedback (TTFF): How long does it take for the hiring manager to respond to the first profile?
- Time to offer: How long does the entire process take?
- Iteration rate: How often is the search profile readjusted?
Those who track these key figures quickly recognise where most time is lost - and can optimise in a targeted manner.
2. standardisation: structure beats creativity
Of course, every job requires individual attention. But the process must be standardised. This includes
- A fixed catalogue of questions for briefings
- Defined feedback dates
- Clear phases with deadlines (e.g. "interview phase max. 10 working days")
- Release structures with substitution rules
Standardisation not only speeds things up - it makes processes comparable. And that reduces incorrect appointments.
3. clearly define roles and responsibilities
When there is a fire, it must be clear who has to decide what. Good processes not only define responsibilities, but also the scope for decision-making.
Example: The team leader may decide for themselves if the salary difference is a maximum of 10 %. Escalation only takes place beyond this. This avoids waiting times - and signals trust.
4. why speed does not kill quality - on the contrary
A common misconception: "If we take our time, we will make better decisions." In fact, the opposite is true. Speed does not mean haste - it means structure.
A structured process ...
- filters out unsuitable candidates more quickly
- Increases the candidate experience
- Signals professionalism internally and externally
- ensures greater acceptance by specialist departments because it can be planned
Candidates who are guided through a structured, respectful process within a few days are much more likely to decide in favour of the company making the offer - even if the salary is not the highest.
5. your recruiting time trap has a system - so build yourself a new one
If appointments take too long, this is rarely due to the market. It is almost always due to systemic gaps in the company's own process.
Those who recognise this can act:
- Professionalise briefings
- Making feedback measurable
- Delegate decisions
- Streamline processes
And if you want to know where exactly your bottleneck is? Then we can analyse your process together.
👉 Get in touch now
Because wasting time is not a necessity - it is an avoidable system error.
