Posted by Jonathan Kidder on October 4, 2018January 28, 2023

The ability to stay organized is crucial in the recruiting industry due to the multiple tasks and responsibilities involved. Recruiters must effectively schedule interviews with candidates, maintain accurate records of their contact information and qualifications, and communicate effectively with clients. A missed meeting with a candidate could result in a missed opportunity for a successful placement. In addition, losing notes or failing to properly organize client meetings can negatively impact the image of the recruiter and lead to wasted time.

Why do Recruiters Need to be Productive?

Meeting deadlines: Recruiters are often working with tight deadlines to fill open positions, and need to be productive in order to meet those deadlines.

Meeting client expectations: Recruiters need to be productive in order to meet the expectations of their clients. This includes identifying and attracting the best candidates for open positions, and providing a high level of service to clients.

Meeting their own goals: Recruiters may have personal or professional goals, such as filling a certain number of positions each month or year, and need to be productive in order to achieve those goals.

Staying competitive: The recruiting industry is highly competitive, and recruiters need to be productive in order to stay competitive and succeed in their role.

Cost-effective: Being productive can help recruiters be more cost-effective by identifying and attracting the right candidates and getting them to the right position in a timely manner.

Improving candidate experience: Productive recruiters can improve candidate experience by providing timely and effective communication throughout the recruitment process.

Building reputation: Productive recruiters can build a strong reputation by consistently delivering high-quality results for their clients and candidates.

Not having a system in place prevents you from working efficiently and likely means less revenue. Even if you do feel pretty organized, there are some great tools to help you become even more effective. Check out these seven areas to help you improve and bring your recruiting game to the next level.

Here’s Productivity Tools to help recruiters stay organized:

1. Calendar Scheduling Apps:

As a recruiter, I am sure you have a pretty packed calendar, after all the more candidates you talk to the more likely to find a good match! Think about all the ways a calendar scheduling app could help you save time and avoid missing appointments.

Some great options are Acuity and Calendly. They are super popular and really easy to use. Check out the previous post, 10 Best Appointment Scheduling Apps for Recruiters for a breakdown. One of the biggest ways a calendar scheduling app can help you is by reducing the amount of email you are engaged in.

2. Note Taking Apps:

Talking to a ton of candidates every day means you need to be able to keep their details straight as well as the jobs you are recruiting for. Evernote is an app that helps you keep all your notes in one place, allowing you to organize them as you see fit. It’s been around for a while because it’s easy to use and reliable. One downside is that you have to pay for some of the premium functions.

Another great option is Microsoft OneNote. It’s easy to use and is free, if you have a Microsoft account, you already have access to it. With this app, you can keep all your notes organized and even create task lists to check off each day.

I’ve written about more note taking app suggestions (here)

3. Time Management Apps:

It’s easy to get distracted throughout the day, but you need to stay on task to fill those roles! Time management apps are a great option to keep you focused on what you need to get done. RescueTime is an app that helps you stay on top of your list of tasks and even sends you a report to show how you are doing.

If you are looking for something simple, Asana is a free app that also lets you share tasks with other people on your team. While it does have many free features, you may have to upgrade at some point depending on what you need.

I’ve written about other time management tips for recruiters (here)

4. Writing and Editing tools:

Grammarly is the best option out there to help you with writing and editing. Get your job descriptions ready for publication, error free! Nothing will turn applicants off a job faster than a typo, it just looks unprofessional.

5. CRM Applicant Management Tools:

Google Sheets is a simple and free option to keep track of all your candidates. You can even create a Google Spreadsheet if you want to organize the data for candidates. The best part about using Google is that you can easily share your documents with other team members or clients.

STREAK for Gmail is a CRM that will easily integrate with your Gmail account. Because you are already familiar with Gmail, it will be easy to start using this program. STREAK allows your team to easily share candidates and notes to ensure the pipeline is flowing. One of the coolest features is the ability to share commonly used emails with your team. Save time by having drafts easily available.

Airtable is another great option to keep yourself on top of your tasks. Airtable’s design is clean and attractive, making it easy to see what needs to be an action for the day. There a ton of options to set up the system, allowing you to organize it how you want in a way that works for you.

6. Social Media Management:

Hootsuite is a great option to keep track of all your posting efforts. It’s one of the most well know social media management tools for good reason. You can even check out a 30-day free trial to see how you like it before committing. Scheduling your posts with a tool like Hootsuite saves time and ensures you are regularly engaging with your clients.

7. Automation tools:

Imagine never having to think about mundane tasks? You can make it happen with an automation tool. Consider using IFTTT to set up some automatic emails to candidates. It helps all your devices work together, making your life a little easier. Zapier may even be a bit more intelligent, with the ability to start a workflow from just about any app and complete the action you want. It’s simple to use and set up the workflows. Read more about how it can help your recruiting efforts and start making your life easier today.

I’ve written about more automation recruiting tool suggestions (here)

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Jonathan Kidder

With more than 12 years of recruitment experience, Jonathan has helped startups and small businesses find the talent they need. He runs the blog WizardSourcer, which explores the latest trends in talent sourcing, provides reviews of recruitment tools, and features interviews with prominent figures in the industry.