How to Reduce Time to Review Candidates

Tips & tricks to review candidates faster and reduce time to fill those job openings!

Anam Javed
Reviewed by:
Faye Ameen
July 9, 2024
0 min read time
Anam Javed
Marketing Operations Manager

Reviewing a large chunk of CVs and applications to find the best candidates to fill job openings is challenging for many recruiters. Reviewing candidates is one of the most tedious and time-consuming activities in the recruiting process. But don’t worry; we have tips to help you review candidates faster and speed up hiring! 

The Society of Human Resource Management (SHRM) recently reported that the average time to fill job vacancies is at an all-time high of 42 days. This not only leads to increased hiring costs but also drives away potential top talent. In fact, research from Robert Half shows that 57% of job seekers lose interest if the hiring process takes too long. This means companies not only spend more to fill positions but also miss out on important candidates they want to add to their teams. 

To succeed in this competitive landscape, recruiters need to streamline their hiring process and reduce time to fill.

Suggested: Use a hiring guide for an effective and efficient hiring process.


What is Time to Fill?

Time to Fill refers to the duration from posting a job ad to a candidate accepting the job offer. Recruiters use two distinct metrics, "Time to Fill" and "Time to Hire," to gauge the efficiency of their hiring process. Time to Hire refers to tracking the candidate's journey, from entering the recruitment process to accepting the job offer. Understanding and tracking “Time to Fill” helps identify inefficiencies in the recruitment strategy and can help recruiters streamline the hiring process. As an employer or a recruiter, you must focus on reducing the time to fill to avoid losing potential hires to competitors and efficiently secure the best talent.

Why Reduce Time to Fill?

Reducing Time to Fill is significant for recruiters to save hiring costs and gain a competitive benefit in attracting top candidates. Recognizing the significance of Time to Fill and implementing effective strategies to expedite the process can enhance overall recruitment efficiency, improve candidate experience, and successfully attract and hire the best candidates to support the company's growth and success.

Recent data from Gartner’s Recruiting Effectiveness Survey revealed a concerning trend: time to fill increased by 18% from 2020 to 2021. This means that, on average, companies are now taking an extra two weeks to fill a position compared to the previous year. Such delays can harm businesses, leading to lost productivity and an increase in offer rejections. 

However, the good news is that effective strategies can help you reduce the time spent reviewing candidates and speed up hiring!

Let’s dive into how you can reduce time to review candidates? 

How to Reduce Time to Review Candidates?

1. Create an Accurate Job Description

A clear and compelling job description is fundamental to attracting suitable candidates and streamlining the review process. A well-structured JD should accurately outline the job responsibilities, required qualifications, and company culture. When candidates have a precise understanding of the role, they can better self-assess their fit, reducing the number of irrelevant applications and expediting the review process for relevant candidates. You can also use a free job description generator to make this task easier.

2. Automate Communication

Effective communication plays an integral role in reviewing candidates faster. It helps with keeping candidates engaged and informed throughout the hiring process. Recruiters can leverage various tools to automate personalized communication, such as interview reminders, status updates, and feedback emails, ensuring candidates feel valued and reducing the time spent on manual follow-ups.

3. Automate Interview Questions

Automating interview questions can save valuable time during the candidate reviewing stage. Generating customized interview questions relevant to the position allows for consistent candidate assessment. AI-driven platforms can even conduct initial screening interviews using pre-set questions, further reducing manual effort and speeding up the candidate evaluation process.

Suggested: Download our interview ebook for expert tips and templates on shortlisting, outreach, and effective interviews.

4. Build a Database

Creating a comprehensive candidate database or an HRMS can prove invaluable for reducing candidate review time. Storing candidate information from previous hiring cycles allows recruiters to quickly access potential matches for new openings. An organized database also enables recruiters to proactively reach out to previously interested candidates, saving time on sourcing and reviewing new resumes. 

5. Use an AI Recruiter

Using an AI recruiter can significantly speed up the candidate review process. AI recruiters can discover candidates from multiple job boards efficiently scan and analyze resumes much faster! AI recruiters are also a great way to identify the most qualified candidates based on specific criteria and keywords. By automating the initial screening, recruiters can focus their efforts on the most promising candidates, reduce the time to review candidates and streamline the overall hiring process.

Suggested: Explore and compare top hiring tools to make hiring practices easier.

6. Use Data-Driven Insights

Utilizing data-driven insights is essential to identify inefficiencies in the candidate review process. Tracking metrics such as time spent on each candidate, conversion rates, and candidate drop-off rates can highlight areas for improvement. By leveraging this data, you can fine-tune their approach, make data-backed decisions that expedite the reviewing process and optimize the hiring process.

Reducing the time to review candidates is crucial for recruiters to optimize the recruitment process, attract top talent, and gain a competitive edge. Organizations can streamline candidate reviews and improve the overall candidate experience by using AI, data-driven insights, and efficient communication. 

With a few promising strategies, recruiters can secure the best candidates swiftly and position themselves for success!

Read more: Explore the best newsletters for recruiters!


Hire Top Talent with AI
From a pool of 350,000+ top candidate