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How To Work with Your Staffing Agency To Find The Right Talent Fast


When you need a new team member—and you need that person quickly—you want the hiring process to go as smoothly and efficiently as possible.

But did you know there are things you can do to help your staffing agency find the right talent faster?

We sat down with our team and brainstormed six actions you can take to help find a creative freelancer as quickly as possible.

If you need help fast, following this advice can really help speed up your search.

1. Reach Out Before You Have An Urgent Need

Many times clients will contact us when they have a pressing need for a freelancer. We can definitely help in that situation–but any hiring partner works best if you stay ahead of your staffing needs.

Meeting the team in advance, before a crisis, speeds up getting to know your company, culture, and overall staffing requirements. It also means you won’t have frantic conversations when you’re already understaffed, overloaded, and super stressed out.

Knowing hiring needs beforehand allows the time to work proactively to gather a pool of talent. That way the freelancers you need are pipelined and ready to go before you have an urgent role to fill.

2. Give Access To Your Hiring Manager (If That’s Not You)

We understand that hiring managers—whether they’re creative directors, project managers, or ECDs—are incredibly busy people, and if you’re in a recruiting role it may seem like you’re saving time by talking to us on their behalf. Unfortunately, the “telephone game approach” always slows down your hiring process and can lead to miscommunication and mixed signals.

If you’d like everything to go faster and more efficiently, let your agency have direct access to the final decision maker in the hiring process—and make sure YOU are involved as well. That way you remain in control, in the loop, and end up looking like a hero!

3. Don’t Forget The Power Of Verbal Communication

Email can be efficient in many situations, but often it’s not the best way to communicate when you need to hire talent quickly. Don’t be afraid to pick up the phone or ask for an in-person meeting when you’ve got a new role to fill or when you’re giving candidate feedback.

Even a short phone call will often save you plenty of time spent on back-and-forth emails and eliminate a lot of confusion or misinformation. Don’t be afraid to ask your recruiter to wrap up what they heard in an email to you after the call. Strong recruiters will know how to do this and you’ll get a chance to catch any misalignment on your search.

4. Have Critical Hiring Information Ready

We understand that crazy, last-minute situations come up, but in general the more information you have before you engage a hiring partner, the faster they will find you the talent you need.

The key pieces of information they’ll need to know right away are:

  • Date you need staff to start (and anything that can slow that start)
  • Your budget for the role and any financial deal-breakers
  • The “must-have” and “nice to have” skills (and what talent must NOT have)
  • An example of any visual design you can share to show the style and/or functionality you’d like to see in a portfolio

Missing some details? That’s okay! Great recruiting partners can always help you with particulars, but if you need staff truly fast, having these details can speed everything up and help your partner deliver better results.

5. Block Time For Feedback and Interviews

Slow feedback is one of the biggest reasons clients miss out on the hottest talent. The faster you can provide feedback, the more likely you will actually land the great, available candidates presented to you.

That’s why you should set aside times and dates on the calendar for candidate milestones in advance. First, set a time to provide feedback to your recruiter—ideally within 24 hours of receiving candidates for review. If you require interviews for your hire, set aside a block of 3 hours for either team interviews—or better yet, back-to-back interviews of 3 candidates—so you can decide quickly and get the talent you need.

Setting up these milestones at intake helps the whole process move significantly faster.

6. Show Off Your Office

True partners want to visit you! They need to know as much as possible about your company and your culture. A site visit can go a long way toward providing that critical information and provide insider insight that can win over talent on your behalf.

Telling a freelancer about your office and culture based on first-hand knowledge makes a huge difference. Your recruiting partner is an extension of your brand, so let them in. Small details like that awesome gumball machine in your lobby and your fun Friday gatherings with the CEO (those are fun, right?) can help a talent picture themselves as part of your team.

These days, top-notch freelancers have a lot of choices for work, so give them as many reasons as possible to choose you. Site visits provide more ways to talk up your company, beyond the project / role details and the pay. As your advocate, an agency can recruit talent using your voice and your values.

We’re Here When You’re Ready!

Remember: A talent agency has access to thousands of pre-screened candidates and—given the chance—can make your company and opportunity stand out above the rest. Even to those passive candidates who aren’t easily identified.

Imagine having a pre-screened, carefully vetted pool of talent to choose from next time you find yourself in the market for a creative freelancer. Sounds pretty great, right?

It is totally possible–you just need a real partnership to accomplish it.

So what are you waiting for? Don’t wait for a fire drill to start building a relationship. Reach out and talk to us today to find out more about how we can prepare today for your future needs.

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