Even the strongest hiring process can lose momentum if expectations aren’t aligned or decisions take too long. Ultimately, the cost of delaying a hire can be high. Leaving a role vacant doesn’t just slow recruitment – it can increase pressure on existing employees, delay projects, impact morale, and result in missed opportunities for the business.
According to Cathy Stewart, Senior Managing Partner at Jeff Harris & Associates, many stalled searches have little to do with a lack of talent and everything to do with how organizations approach hiring. Here are some steps to help ensure you’re on the right track.
Build the Right Hiring Strategy
Before a search begins, it’s important to ensure everyone involved agrees on what success looks like. Hiring managers, executives, and interview panels often have different ideas about the ideal candidate, but Stewart says alignment upfront is critical for faster, more confident hiring decisions.
Another significant contributor to stalled searches is holding out for the perfect candidate. Stewart says it’s a common phenomenon – particularly when companies are paying for a search. “They think, ‘We’ve hired a recruiter. They’re going to bring us the exact perfect person, even if it is a purple unicorn,’” she says.
But she encourages employers to rethink that mindset. “You want somebody that can solve your biggest problems,” says Stewart, “not the person who’s absolutely perfect.” Instead, she recommends looking for candidates who meet around 80% of the requirements. Skills can be developed, but waiting for perfection often means missing out on great people.
Another factor to consider is whether the compensation you’re offering aligns with expectations. Stewart says organizations sometimes expect executive-level experience while offering mid-level pay, creating a disconnect that can stall a search before it begins. It’s also something the right recruiter can help with. “Part of being a good recruiter is being able to partner with the organization and make sure they’re in the right price range for getting what they want,” she says.
Maintain Momentum
Top candidates rarely stay available for long. This is especially true for passive candidates who weren’t actively looking for a new role but became open to an opportunity after being approached by a recruiter. Long interview processes and delayed decisions can give competitors time to swoop in.
“If you’ve got people that are meeting that 80% mark, you’ve got to capitalize on those people and move them through the hiring process quickly,” Stewart says. “And then let them go if they’re not the right one.”
Consistent communication between employers, recruiters and candidates is key to keeping the process moving. Candidates who wait weeks or even months for an update often assume the opportunity has gone cold and move on. Quick feedback and clear next steps help maintain engagement and prevent strong applicants from slipping away.
Remember You’re Competing for Talent
Hiring isn’t a one-way evaluation. Organizations need to remember that candidates are also deciding whether they want to join the company. This is particularly important when recruiters approach passive candidates who aren’t actively searching.
Unlike applicants who apply directly for a role, recruited candidates may not have entered the process knowing the salary range or actively wanting to leave their current position. Organizations need to communicate why the opportunity is worth considering and create a compelling reason for someone to make a move.
“Everybody wants to feel wanted,” Stewart says. A strong hiring process isn’t just about assessing whether someone is right for the role – it’s also about showing candidates why the organization is right for them.
Partner With Your Recruiter
The strongest recruitment outcomes come from partnerships, not transactions. Recruiters aren’t just there to provide resumes – they bring market insight, salary knowledge, and an understanding of candidate expectations.
Stewart says organizations that treat recruiters as strategic partners, rather than simply vendors, are better positioned to make informed hiring decisions. Recruiters can help identify when compensation is misaligned, provide insight into the talent market, and advise on how to move candidates through the process effectively.
When organizations are open to that guidance and maintain clear communication throughout the search, they’re far more likely to find the right person – without losing great candidates along the way.
A search is only as strong as the process behind it. By aligning expectations, moving decisively, and partnering closely with your recruiter, organizations can avoid unnecessary delays and secure top talent before the opportunity passes.