Companies that take too long to hire risk losing top talent to competitors. A LinkedIn study found that the average time-to-hire across industries is 41 days, but top candidates are off the market in 10 days.
This gap results in unfilled positions, lost productivity, and higher recruitment costs. Research from the Society for Human Resource Management (SHRM) indicates that reducing time-to-hire by just 10% can improve retention rates and reduce hiring costs by up to 15%.
With hiring speed directly impacting business performance, companies must optimize their recruitment process. Below are seven data-backed strategies to reduce time-to-hire without compromising quality.
Best Ways to Improve Time to Hire
1. Automate the Grind
If you’re still manually screening resumes or sending calendar invites back and forth, you’re wasting valuable hours. Automation can handle repetitive tasks so your team can focus on making decisions, not chasing logistics.
Start with:
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Applicant Tracking Systems (ATS) to filter resumes based on relevant keywords and experience.
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Automated scheduling tools like Calendly to eliminate the email ping-pong.
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Template-based email updates to keep candidates informed throughout the process.
Let tech do the heavy lifting. Your recruiters should be spending time on interviews—not inbox management.
2. Create a Repeatable Hiring Framework
Unstructured hiring causes delays, inconsistent experiences, and slower decision-making. A solid hiring framework brings consistency and speed.
Here’s what that looks like:
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Define time-bound stages. For example, commit to reviewing applications within 72 hours and completing interviews within 10 days.
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Use scorecards. Standardized evaluation criteria keep interviews focused and help teams compare candidates objectively.
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Assign ownership. Know who’s responsible for each step—no more waiting for “someone” to follow up.
According to SHRM, companies with a structured process fill roles 35% faster than those without one.
3. Build (and Nurture) a Talent Pipeline
The best time to source talent isn’t when you have an open role—it’s months before.
Here’s how to stay ready:
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Keep tabs on silver medalists. Those second-best candidates from previous hiring rounds? They might be a perfect fit now.
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Engage passive candidates. Share updates, send quick check-ins, or invite them to webinars or events.
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Centralize your talent pool. Organize potential hires in your ATS for easy access when the right role pops up.
Companies that invest in talent pipelines can cut hiring time in half by avoiding the scramble of starting from scratch every time.
4. Write Job Descriptions That Actually Work
Most job descriptions are either too vague or too bloated—and both repel the right candidates.
Here’s what to fix:
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Be precise. Replace buzzwords with actual expectations. “Strong communication skills” becomes “Can write clear, client-facing documentation.”
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Use inclusive language. Words like “rockstar” or “ninja” may seem fun but often discourage qualified applicants.
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Share salary ranges. It’s not just a nice-to-have—it filters out mismatches early, saving you time.
The clearer your job post, the better your applicant quality—and the faster you’ll hire.
5. Cut Interview Fat
Too many interview rounds kill momentum. Good candidates don’t wait forever—and they shouldn’t have to.
Here’s how to streamline:
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Limit rounds to 2 or 3. More than that usually signals internal misalignment.
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Combine stakeholders in panel interviews. Saves time and helps everyone align faster.
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Use asynchronous interviews for early rounds. Pre-recorded video responses can help shortlist strong contenders quickly.
Respect your candidates’ time if you want them to respect your offer.
6. Test Before You Talk
A quick assessment can weed out unqualified applicants without eating up interview slots.
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For technical roles: short coding tests or case studies
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For client-facing roles: writing samples or mock presentations
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For culture fit: brief behavioral assessments
Keep these under 30 minutes. You’re not trying to overwhelm—you’re trying to qualify.
7. Communicate Like a Pro
Silence is a dealbreaker. Candidates drop out when they feel ignored or left in the dark.
To fix this:
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Set expectations early. Share timelines and stick to them.
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Respond fast. Even a “we’re still reviewing” email shows respect.
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Follow up after interviews. A thank-you note or next steps update goes a long way in keeping top talent engaged.
One Talentegy report found that 52% of candidates drop out due to poor communication. It’s one of the easiest problems to solve—and one of the most costly if ignored.
FAQs: Addressing Common Hiring Challenges
1. What is considered a good time to hire?
A good hiring time varies by industry, but the global average is 41 days. High-performing companies aim for 20-30 days to minimize productivity loss and secure top candidates before competitors.
2. How can automation help in reducing time-to-hire?
Automation speeds up resume screening, interview scheduling, and candidate communication. An Applicant Tracking System (ATS) can reduce manual effort by 75%, ensuring quicker shortlisting and firing decisions.
3. What is the most significant cause of hiring delays?
Common causes include inefficient screening, too many interview rounds, slow decision-making, and poor communication with candidates. Streamlining these areas can cut hiring time by 30-40%.
4. How can companies reduce interview time without compromising quality?
- Limit interviews to 2-3 rounds.
- Use structured scorecards to make faster, data-driven decisions.
- Conduct panel interviews to assess candidates in a single session.
- Use pre-employment assessments to identify top candidates early.
5. Why do candidates drop out of the hiring process?
The top reasons include long response times, lack of transparency, and better offers from competitors. Companies that keep candidates engaged with timely updates and clear timelines reduce drop-off rates by 16%.