Recruiting coordinator on the phone with a candidate.

Recruiting coordinators make the talent world go ‘round. As the unsung heroes of the hiring process, recruiting coordinators act as a candidate’s first impression of a company. RC’s juggle multiple tasks at once to keep this impression pristine and move the hiring process along. Yep, it’s a pretty big role.

However, as with any job—especially ones that involve a high workload (and stress)—mistakes happen. No matter if you slip up when emailing candidates, or stumble when coordinating interviews, the most important thing you can do is evaluate what went wrong and steer clear of it in the future.

Here are five common mistakes recruiting coordinators make, and how to avoid them to create an extraordinary hiring experience.

1. Sending Candidates Lackluster Emails

When sending email after email to candidates, it can be easy to go on autopilot and phone it in. We get it—coordinating interviews isn’t the most exciting task. 

But truth be told, the communication between RC’s and candidates plays a pivotal role in the hiring process. The last thing you want to do is send an unimpressive email. These emails inform candidates of your company’s tone of voice, and can either increase or decrease their excitement for their upcoming interview.

How to Avoid This: Whether you’re sending an email to gather a candidate’s availability, or to confirm their upcoming interview, there’s several steps you should take to refine this communication.

In order to add a sense of empathy to your communications, direct candidates to an email and/or phone number to reach out to if they have any questions. You never know what’s going on inside a candidate’s head.

Above all, always review your emails for the ABC’s of communication: accuracy, brevity, and clarity. That way, your emails will contain the most important information, will be an appropriate length, and will be abundantly easy to digest. Now, your email is ready to be sent out into the world.

2. Failing to Give Candidates Scheduling Flexibility

Flexibility is a growing priority for those in the world of work. In fact, 96% of US professionals say they require flexibility. 

Asking candidates to adapt to your hiring team’s schedule, or to make themselves available within a narrow time frame, conveys that flexibility is not a priority for your organization.

How to Avoid This : Make your hiring process flexibility-focused by putting candidates in the driver’s seat. Instead of expecting candidates to move their schedules around for your company, ask for their availability. Show that you respect their time by letting them schedule their interviews for whenever works best for them.  

At the end of the day, your candidates are probably chatting with multiple other hiring teams. They’re more likely to remember and value your interview process—and you as an RC—if you act with flexibility and understanding.

3. Coordinating Interviews Manually

If you’re still manually scheduling and coordinating interviews, you’re doing something wrong. Daily recruiting coordinator tasks become highly tedious and inefficient when they’re done without the help of technology.  

Today’s candidates have little patience for clunky, inefficient hiring processes that rely on manual operations.

How to Avoid This: The best way to keep up with candidate expectations and remain competitive in the talent landscape is by leveraging a tech solution that offers recruitment automation. Speed is crucial to a hiring process; automation gives you an edge by allowing you to coordinate in minutes, not hours.

Leveraging an automated hiring solution creates a quick and easy hiring experience. This sends the message that you value your candidate’s time. With less time spent on scheduling and coordination, you’ll have more time to focus on what matters: better connecting with candidates.

4. Viewing Candidate Relationships as Transactional

RC’s who have a transactional mindset interact with candidates with the sole purpose of turning them into new hires to boost their hiring stats. Too many recruiting coordinators operate this way, and it’s a problem. 

Candidates don’t want to be viewed as just a number. They want to form a genuine connection with your recruitment team. Navigating with this transactional mindset is sure to push them away.

How to Avoid This: Nurture the recruiting coordinator-candidate relationship. Spend some time learning what candidates look for when interacting with a hiring team, and apply those insights to your daily RC involvements.

Here’s an insight to start off with: 62% of employees cite well-being support as their top priority in their job hunt. Checking up on candidates and offering yourself as a resource if they have any concerns are both excellent, low-effort ways to show that you care about their well-being. 

You could also block off time to brainstorm what’s missing from the hiring process that could boost your team’s candidate relationships. For instance, if you don’t collect feedback from candidates, now is the time to do so. Allowing candidates to speak their mind lets them know that their opinions are valued.

5. Neglecting to Prioritize Upskilling

The life of a recruiting coordinator is sometimes downright overwhelming. With all of the tasks on your plate, making time to progress your skills and learnings can seem practically impossible.

Or, you might even feel guilty at the thought of putting aside the tasks on your to-do list to focus on your own career development.

How to Avoid This: If any of this resonates with you, know this: you must always fill your own cup. A hiring team that truly supports the success of their teammates understands that it’s crucial for everyone to invest in their own skills and knowledge once in a while.

Block off time on your calendar, notify your team that you’ll be heads-down and focused on upskilling, and ask your teammates if they could help out with any urgent tasks while you work on career development.

There’s a variety of online classes and certifications for recruiting coordinators. Some of the popular ones include LinkedIn Learning, The Recruitment Education Institute, Alison, and Recruiting Toolbox.

Unlock Your Recruitment Process’s Potential

Hundreds of companies have leveled up their recruitment process to stand out in the talent landscape. Patreon reduced their time-to-hire by 50%, Box reduced their time spent scheduling by 40%, and Deliveroo hired 700+ employees.

How’d these talent acquisition teams do it? Simple: they used GoodTime. And you can, too.

GoodTime Hire harnesses Candidate Relationship Intelligence to automate coordination, build relationships during interviews, and provide actionable insights to continuously improve your connections with applicants. 

If you want to take your recruitment process to the next level, learn more here.