Time-to-Hire (TTH) is one of the key metrics for recruitment efficiency. The faster we fill job openings, the lower the costs for the business and the higher the chances of hiring the best candidates. In this article, I will explain how to measure TTH correctly, analyze the hiring process, and eliminate the main reasons for delays to speed up recruitment.
What is Time-to-Hire and How to Measure It?
Time-to-Hire is the period from the job posting to the candidate’s first working day. However, for a detailed analysis, it’s important to understand that several factors influence this metric, and it consists of multiple stages.
You can track Time-to-Hire manually using spreadsheets or with an Applicant Tracking System (ATS), which automatically records all actions of recruiters and candidates.
Why is a Long Time-to-Hire a Problem?
A lengthy hiring process negatively impacts both the business and the candidates:
Loss of strong candidates. The longer a company takes to make a decision, the higher the chance that the candidate will accept another offer.
Decreased productivity. While the position remains open, the workload falls on other employees, which can lead to team burnout.
Higher hiring costs. The longer the search takes, the more resources are spent on job advertisements, recruiters' work, and additional selection stages.
Weakened employer brand. If candidates experience a long and complicated hiring process, the company becomes less attractive in the job market.
Slower business processes. Vacant positions in critical departments can delay project launches, task execution, and overall company growth.
What Causes Delays in Time-to-Hire?
If the hiring process takes too long, it means there are delays at some stages. Let’s look at the main reasons for increased Time-to-Hire.
Long Resume Screening Process
When a job posting receives a large number of applications, processing them can take a lot of time. This leads to delays and the loss of potentially strong candidates.
How to fix it?
Use automated pre-screening tools to quickly filter out irrelevant candidates based on predefined criteria. These could include chatbots, AI-based solutions, or test assignments integrated into the application process. Such tools reduce the time spent on initial screening and improve the quality of candidates who reach the interview stage.
Too Many Interview Rounds
Too many interviews prolong the hiring process and reduce candidates’ interest. The more stages there are, the higher the chances that a candidate will accept another offer before receiving yours.
How to optimize?
Combine multiple interviews into one when possible. For example, a technical interview and a meeting with the manager can be conducted together, so the candidate doesn’t have to wait several days between stages. You can also organize panel interviews, where several specialists assess the candidate at once and make a collective decision.
Delays in Decision-Making
If offer approvals take too long, candidates might choose to go to competitors.
How to speed up the process?
Clearly define the salary budget at the start of the hiring process to avoid delays in offer approvals. If the budget is uncertain or requires long approvals, strong candidates may be lost.
Have a predefined salary and compensation range to respond quickly to candidate requests and offer competitive terms.
Set strict deadlines for final decisions.
Long Onboarding Process
A long notice period at the candidate’s previous job or delays in paperwork can prevent the company from filling the position quickly.
What can be done?
Discuss the possibility of a flexible schedule or part-time work before the official start date. Offer bonuses for an early transition if possible.
Step-by-Step Plan to Reduce Time-to-Hire
Measure key metrics and track the average time for each stage.
Analyze delays by identifying bottlenecks in the process—whether it's resume screening, slow feedback, or lengthy decision-making.
Optimize the process by eliminating unnecessary stages and automating routine tasks.
Implement SLAs (Service Level Agreements) with strict deadlines for each hiring stage. For example:
Recruiter response time to applications: 24 hours
Feedback after an interview: 48 hours
Offer decision: up to 3 business days
Improve candidate communication using clear response schedules, automated notifications, and effective collaboration between recruiters and hiring managers. Tools like hiring CRMs can help track candidate statuses and tasks at each stage.
Adjust the strategy regularly. Review metrics and adjust the hiring process every quarter.
Reducing Time-to-Hire is an ongoing optimization process. The faster and more efficiently we hire, the more opportunities we create for business and team growth!
