December 2, 2022
With talent acquisition becoming more challenging and hiring requirements scaling up for organizations today, it’s vital to set your expectations right with the recruitment team. As you step into a new quarter or year and brainstorm your hiring needs, recruiter capacity planning must be the priority. But what does it mean?
How many recruiters does it take to build a team of 12 developers in 3 months? What has the available manpower achieved historically and what’s the output the current resources are likely to produce in the future? Organizations need to know the crystal clear answers to these questions.
To find out the real potential of your existing recruitment team, you need to trace and connect the numerous dots of the recruiting process.
Once the recruiting process is broken down and analyzed thoroughly, map them to your talent acquisition requirements and you will be able to derive an action plan. Sounds too overwhelming? Don’t worry - we will make it simpler for you in this blog.
But why do you need to plan your recruiter capacity? As an organization, you set certain goals for talent acquisition. In order to meet the growing demand and set up your recruitment team for success without causing work overload, capacity planning is absolutely essential.
Let’s now dive deep into the nuances of recruiter capacity planning. Stick around till the end to discover:
Every talent acquisition team should know its ultimate truth. It’s nothing but the answer to – is your team realistically capable of fulfilling the hiring needs? Here’s where recruiter capacity planning comes in. It compares your hiring goals to the existing capacity of your talent team.
Recruiter capacity planning refers to measuring and optimizing the hiring resources required to meet your talent acquisition goals. Every organization needs to ensure its recruiting teams are equipped adequately to successfully build the teams that will lead business growth.
On the other hand, it also means your TA teams don’t get overburdened by the headcount requirements and convincingly meet expectations.
Suppose you decide to transform your product by adding significant new features and subsequently need to scale up your engineering team. Effective recruitment capacity planning will help ensure that you have enough resources to cater to the needs seamlessly.
Optimal capacity planning involves analyzing historical data in order to predict the recruiting needs and your team’s potential to fulfill them. Just like the recruitment process, there is no one size fits all solution for planning your recruiter capacity.
A number of factors – both external and internal influence the resource planning for a business organization (more on this later). The capacity planning model you build for meeting your talent requirements in the future uses historical hiring data to evaluate and modify your recruiting strategies.
Suppose your organization forecasts the hiring requirements for next year by Q4. By the time the recruiting teams are informed about the forecasted headcount needs, it’s already the middle of Q1. Now if you have the required resources to meet hiring requirements, planning your recruitment would take some time and you will only be a couple of months behind the yearly targets.
On the other hand, if you are not equipped with the required resources (which is often the case), you need to find and hire recruiters – which takes another couple of months.
Did you see what happened here? The hiring requirements forecast was given priority and ensuring enough capacity to meet those, was the second part. This sets businesses well behind their targets by a few months.
The goal of recruiter capacity planning is to prevent this from happening. To break it down further, you work towards ensuring that you have adequate resources to meet the upcoming hiring requirements of your organization.
Numerous reasons account for the importance of a recruiter capacity model today. Let’s take a look at the most significant ones.
First things first, forecasting your hiring capabilities depends on recruiter capacity modeling. In order to analyze your hiring potential – historical productivity analysis and predicting future performance correspondingly is the key. It’s vital to know how equipped your organization is for hiring the headcount growth you’re aiming for. Otherwise, you will be significantly overburdening the recruiting team, which causes more harm than good in the long run.
Now if your forecasted hiring requirements are more than what your current recruitment team can handle, you need to hire more recruiters. Building a recruiter capacity model for your organization will further help you in determining:
Effective recruiter capacity planning also enables you to build adequate talent teams.
Business growth and sustainability are directly defined by the talent that you possess and acquire along the way. Effective recruiter capacity planning is vital for consistently meeting the organization’s growth goals.
Suppose you have planned to expand sales internationally. Now you need to hire salespeople from multiple geographies to support you in this goal. Having the recruiter capacity analysis in place will help you determine if the talent team is equipped enough for meeting business goals. Further, effective planning will help you achieve those goals seamlessly. As you know everything about the hiring team and its capabilities - making a decision around resourcing becomes easier.
One of the most underrated advantages of recruiter capacity planning is the ROI analysis and optimization that follows. As you measure your recruiting team’s historical productivity and focus on metrics like cost per hire and time to hire – you can analyze the ROI with respect to the size of your hiring team.
Further, you can find out ways to improve your performance through effective recruiter capacity planning. Different organizations have varying definitions of ROI as their goals vary. While some want to hire fast, others want to priorly optimize the cost and quality of hire.
Data-driven analysis of your hiring team’s performance and recruitment process immensely helps you in identifying the gaps in the entire cycle. If your hiring team is not producing results even after being equipped well, it’s a clear sign the recruitment process needs to be optimized.
On the other hand, if the process is alright but you’re still significantly behind your targets, the recruiting team needs restructuring. Finding and filling gaps in the recruiting cycle consistently is one of the most productive steps you can take to strengthen your organization’s growth in the long run.
Top-level executives and stakeholders do not know much about the ground-level work required in recruitment and hence need to be brought into such discussions. Now without a recruiter capacity model, if the team and the hiring manager keep missing out on key targets, it’s hard for the leaders to bank on them.
An effective recruiter capacity plan helps avoid this problem. How? As your organization is aware of the current and required recruiter capacities – the credibility factor significantly improves.
This step-by-step guide will help recruitment leaders towards effective capacity planning for their organization.
A large number of organizations surprisingly do not involve recruitment leaders in the initial stage of their talent requirements discussions. In that case, you need to initiate and be a part of the planning that goes behind headcount requirements for the upcoming quarter or the year. Additionally, recruitment leaders should be closely connected with various vertical heads and VPs including Sales, Product, Finance, Tech, Marketing, Customer support, and others. The key is to be a part of headcount planning communications consistently.
As a recruitment leader, you need to deeply understand the different requirements of each department within the organization. Only then you will be able to convey and initiate your team’s requirements to support the headcount needs of respective verticals. It’s a crucial step for building a recruiter capacity plan as you ensure that all the stakeholders understand the current capabilities and do not expect beyond what is possible.
If you’re provided with requirements that need much more resources than are available right now – convey the availability and needs of the recruitment team clearly. Being ambitious is good, but you need to be realistic and have the access to the necessary resources for chasing them.
Now that you know about the headcount requirements of each department, it’s time to sort out different roles. There’s no way you can linearly distribute the headcount requirements to each of your team members. This will create disparities as all the roles have varying complexities with respect to the effort required in sourcing and hiring.
So ideally you should set up a prioritization framework and sort the roles as per difficulty in filling them. For example – tech roles are always tricky to hire for, and take more time as multiple interview rounds are involved. Similarly, you can and should sort the open roles based on seniority. If you have been in recruitment for quite some time now, you would know how difficult it is to hire for VP or executive-level roles as compared to hiring entry-level roles or associates.
Apart from the complexity and seniority, a number of factors contribute to recruiters’ workload. Here are the top criteria you can use to assess the overall efforts required in hiring and distribute accordingly:
As your draw out the framework of a capacity model in this step – try to keep t fairly simple.
The basis for creating a recruiter capacity plan is knowing the historical recruitment metrics. You can also utilize recruitment industry benchmarks in case your organization is in an early stage and you don’t have the necessary data.
The primary recruitment metrics you would need to determine the team’s historical productivity are:
All of these metrics and more are combined to calculate the productivity-per-resource (PPR). While evaluating your historical recruitment productivity, you will find an emerging pattern that has led to the good, average, poor, and excellent performance of your productivity.
Measuring and assessing all of these metrics will help you understand the efforts required during the past few years. So that you exactly know the various activities involved in hiring a certain number of candidates for respective departments per quarter or per year. Divide that by the number of recruiters in your team and you will get the PPR.
Analyzing your productivity and working on relevant measures to improve the recruitment metrics which are concerning – can help your recruitment team improve their performance.
It’s now time to calculate recruiter capacity, our ultimate goal. Suppose a recruiter hired 6 entry-level software developers per quarter last year, there are high chances they will match the previous performance this time too. Here’s where Productivity Per Resource (PPR) comes in.
Knowing about the historical PPR of your organization’s recruitment team, you can get the recruiting capacity by multiplying the total number of recruiters with it. If you’re wondering – “But the team will have a mix of experienced and comparably junior recruiters”, you’re right. If your PPR per quarter is 6, some will hire 4 while some will hire 8, so the average remains around 6 throughout the cycle.
However, your capacity model is still not ready. You need need to consider the attrition rate as well as the buffer time period. Attrition rate refers to the percentage of employees voluntarily leaving the organization over the course of your considered year.
So if your organization needs a total of 100 software developers in a year and the current headcount is 50, so you ultimately need 50 developers. Suppose your company’s attrition rate is 10%, you will be short of 5 software developers even though you hire 50. This happens if you don’t consider the attrition rate and plan your hiring accordingly.
The next factor you need to take into account is the buffer time for unavoidable scenarios. Your recruitment team too will face unexpected resignations along with sick leaves, parental leaves, and more which will delay the recruiting. Having a pre-decided timeline is important, but a buffer is equally beneficial when it comes to capacity planning.
In organizations with multiple recruiting teams and a dedicated talent leadership committee, you need to confirm if they are on board with the decided numbers with respect to current recruiting capacity. You calculated the PPR based on historical data but is their team equipped enough for delivering the decided number of hires per member?
A lot of factors contribute to the productivity of recruiters, including:
Getting the feedback of fellow recruiting leaders and adjusting the capacity model is critical for fulfilling the hiring requirements of your organization effectively.
Now that you have analyzed the historical data, forecasted the capacity, and taken feedback from recruiters - it’s time to lay down the action plan. First of all, you need to finalize the gaps between your recruitment team’s capacity and the organization’s talent acquisition goals. Some ways you can fill this gap are:
Nurturebox enables talent teams to amplify their productivity significantly with comprehensive candidate sourcing automation. With your sourcing pipeline streamlined, you can also automate targeted engagement campaigns. Overall, your recruiters get enough time to interact with candidates and deliver more hires in the same period of time.
Amidst today’s noisy digital world, brands find it challenging to create meaningful connections with their customer base and target audience. Getting the target consumer’s attention and persuading them to buy from you gets even trickier. Hence, content marketing has become more crucial than ever for brands to attract, educate, and retain customers.
Content creation is a top priority for 80% of marketers, and there is no reason it shouldn’t be. Consistent, high-quality, and engaging content impacts your audience’s decisions through education and persuasion.
Depending on your business goals and requirements, the role of Content Marketers you hire will vary. The primary responsibilities revolve around forming consistent brand messaging and deciding upon a unique and identifiable voice, style, and pitch across various distribution channels.
From raising brand awareness to attracting a relevant audience to your website, boosting social media presence and engagement, generating leads, and building brand loyalty – content marketing drives all the growth efforts for your brand. When done effectively, it can help you:
While content marketing is a broad role with numerous areas of expertise involved, it’s vital to thoroughly understand your company’s current marketing goals and the related requirements. In this blog, we will dive deep into the step-by-step approach to hiring a Content Marketer.
A Content Marketer must be deeply passionate about telling your brand’s story to the world. The objective is to educate and nurture the target audience to establish brand authority using thought-leadership and drive more people to buy from you.
As a candidate is expected to be a mediator between the brand and the target audience, they are primarily responsible for planning, creating, and sharing valuable content to grow their company’s awareness and engagement to bring more business.
To be more specific, the role of a Content Marketer requires a perfect blend of creativity and attention to detail in an individual. It’s a balancing role, as they need to ensure creating content that resonates and strengthens business relationships, using strategies that position your business as authentic and problem-solving.
Take a look at the core responsibilities of a Content Marketer that most businesses expect them to take over:
While the practices discussed above are primary responsibilities of a Content Marketer, they also need to be proactive with
Content marketing has become the key to driving growth for businesses. Unlike a few years ago, it’s not possible now to get away with a one-person team for content marketing. You need deeply trained individuals for specialist roles.
Let’s now dive into the step-by-step approach of hiring a Content Marketer. But before you even source your first candidate, you should have a clear expectation of the skillset and experience to look out for top content marketing candidates.
Apart from having relevant industry experience, a good Content Marketer must possess the following skills.
A Content Marketer’s prior skillset should be writing excellent attention-grabbing content. From long-form blog posts to website copy, ad copies, social media content, video scripts, emails, newsletters, e-books, whitepapers, and more – a Content Marketer should be able to adapt to the business’s specific requirements and create quality content.
Identifying user behavior is vital for framing the story in the right direction. So a Content Marketer must know how to identify and analyze the needs and pain points to develop a buyer persona. User research can be performed through social listening, relevant communities, in-person calls with customers, analyzing sales call recordings, and more.
Creating valuable thought-leadership content isn’t enough. Researching the right set of keywords is an essential skill to further educate your target audience on the Whys, Hows and Whats of your business, and have your website rank on Google.
Content that’s not backed by relevant data points does not build enough trust. Experienced content marketing professionals would always prefer data over hollow claims. No doubt that only data doesn’t help a content piece succeed, but it’s essential..
A Content Marketer is also expected to break down and analyze the pain points to turn keyword research into content ideas. So a professional must be able to identify and solve content gaps.
Further, they must know how to create a content calendar, decide the different types of content, and choose relevant platforms to publish and schedule marketing campaigns.
Creating a valuable content piece, for example - an ebook, isn’t enough. Your content marketing team needs to promote it proactively for bringing enough attention and engagement.
Setting up goals and plans is one thing, but continuously executing, measuring, and analyzing content performance is another. A Content Marketer should always be monitoring key performance parameters to figure out the upcoming plans with the necessary updates required.
Not to forget - stakeholders and marketing heads need the performance reports regularly. So Content Marketers must be able to collect and comprehend all the data to make it worth presenting.
Let’s sort out the priorities first, and decide the type of content marketing candidates you want to recruit. From exceptional research skills to storytelling, communication skills, relationship building, audience engagement, and more capabilities must be comprehensively considered. Identify and break down the skill requirements for Content Marketers:
Forming a candidate persona by answering all these questions would ensure you are not shooting in the dark while sourcing candidates. Further, it helps you determine the traits of the ideal candidate, and plan your sourcing and recruitment strategy further.
Next step is determining your role requirements suiting primarily to organizational needs and business goals. A content marketing professional is expected to own the entire content strategy, creation, and distribution. But what about your business’s unique requirements?
You might need someone comfortable with frequently creating long-form content pieces like blogs, ebooks, or whitepapers, or creating engaging video content based on your industry trends.
Talk to various relevant stakeholders for seeking the complete detailed company requirements for the role.
Before you enter the recruitment funnel, outline your talent acquisition process. Identify various strategies, channels, and other informational insights you would need – and maintain a collaborative document.
As you update the tactics and tweak your recruitment process for meeting hiring requirements optimally – keep your document up to date.
Once you have finalized the role requirements with respect to your current content marketing goals and team, you can start sourcing candidates. Preparing the job description is the first task you’ll need to do.
Here are the necessary components you must have in your job description:
The job of a Content Marketer is to perform competitor research, create user persona, and write plagiarism-free content for blog articles, social media, and the company website. They need to stay updated on the latest SEO techniques.
Once you have the tailored job description in hand, it’s now time to do the groundwork and source candidates. Create an attractive job post to promote your job across job boards and social channels.
Prepare an impactful job post and also execute paid job ad campaigns if required. The next step would be promoting your jobs on various job boards and hiring platforms. You can leverage the following platforms for hiring Content Marketers:
Not to forget - almost 3/4th of the workforce includes passive candidates, so you cannot miss out on passive talent sourcing as well. Reach out to qualified candidates on communities, LinkedIn, Twitter, and even Facebook to offer them suitable opportunities.
Once you have filtered candidates based on their experience and skills listed on their profile, it’s time to evaluate them deeply. Ask them to create a content strategy for your website, along with a value-adding content piece like a small blog. The topic of the article must fall within the scope of the strategy.
Interview the candidates whose profiles got shortlisted. Keep in mind the parameters covering skills, relevant experience, and personality traits of candidates.
Reach out to selected Content Marketers and communicate about the compensation.
Further, extend your offer letter to all the candidates who have been selected. In the case of passive sourcing, extend to only those who were aligned with you on the compensation and are willing to move forward.
Ensure having a deadline for the joining date and mention the necessary documents required by your recruiting team.
Inbound candidate sourcing doesn’t work effectively anymore. Do you also find challenges in closing quality candidates through job posts even after spending on ads?
Don’t worry, passive candidate sourcing can be an optimal solution for hiring top content marketing candidates.
Nurturebox is a one-stop talent sourcing and engagement platform which is powered by automation. Here’s how you can source product managers from LinkedIn using Nurturebox: