Imagine posting a critical tech role on Monday and having the right engineer accept by Wednesday. Ambitious? Maybe. Impossible? Not so much. This ranked guide, developed by Red Oak’s talent and workforce strategy experts, is designed specifically for IT hiring managers and growth-focused companies where time, quality, and precision matter.
The Countdown Begins
- Move #8: Automate repetitive hiring tasks.
- Move #7: Write a role description that reflects reality.
- Move #6: Treat candidates like collaborators.
- Move #5: Build a talent pipeline before you need it.
- Move #4: Lead with a clear, competitive offer.
- Move #3: Keep your interview process tight.
- Move #2: Make the decision, fast.
- Move #1: Work with a specialized recruiting partner.
These eight steps move from foundational to critical. Master them, and you’ll speed up your hiring process without compromising on quality.
Move #8: Automate Repetitive Hiring Tasks
Administrative hiring work slows teams down. Tasks like scheduling interviews, screening resumes, and sending routine communications take up hours of recruiter time. Automation tools are designed to handle this work so that your team can spend more energy evaluating candidates, not juggling calendars.
Research shows that companies using automation reduce their average time-to-hire and increase overall recruiter productivity. These systems also help create a more consistent candidate experience by reducing human error and delays.
- What you can do now: Identify one manual hiring task and replace it with a simple automation tool this week.
Move #7: Write a Role Description That Reflects Reality
Job descriptions filled with vague language or overloaded requirements confuse candidates and discourage strong ones from applying. Misaligned expectations at the application stage lead to interviews with people who don’t fit, wasting time and energy across the board.
Surveys consistently show that job seekers respond better to clear, focused descriptions that define outcomes and must-have skills. A candidate who knows what the job entails is more likely to be engaged and stay in the process.
- What you can do now: Ask your hiring manager to list the top three responsibilities for the role, and update your job description based on that input.
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Move #6: Treat Candidates Like Collaborators
Delays in communication, unclear timelines, and ghosting are the most common reasons candidates withdraw from a hiring process. Tech professionals expect professional treatment and timely updates, especially when multiple opportunities are on the table.
Even a short update makes a difference. Consistent communication increases the chance that a candidate stays engaged and improves your reputation as a company that values people, even those it doesn’t hire.
- What you can do now: Set a policy to update candidates within 48 hours after each interview or key step in the process.
Move #5: Build a Talent Pipeline Before You Need It
Waiting until a position opens to begin recruiting creates pressure that leads to rushed decisions and subpar hires. A proactive approach gives hiring teams a pool of engaged, qualified candidates they can reach out to when the timing is right.
Pipeline building isn’t about constantly recruiting. It’s about staying connected with people who could be a strong fit in the near future. It shortens time-to-hire and creates a better experience for everyone involved. See how one company hired DevOps engineers in record time.
- What you can do now: Reach out to three high-potential candidates from past searches and reintroduce yourself this week.
Move #4: Lead With a Clear, Competitive Offer
When compensation is unclear or discussed too late in the process, it signals disorganization and can cause candidates to look elsewhere. Top candidates want to know where they stand, financially and culturally, before they commit time to your process.
Studies show that job posts with salary ranges attract more qualified applicants and lead to faster close rates. Starting with clear numbers shows confidence and respect, and it removes one of the biggest friction points in hiring.
- What you can do now: Include a salary range in your job listing and confirm the offer budget with decision-makers before interviews begin.
Move #3: Keep Your Interview Process Tight
Long hiring processes often result in candidates losing interest or receiving other offers while they wait. Many companies still default to five or six rounds, even for mid-level roles, which can feel excessive to top talent.
Best practices suggest no more than three interview rounds: one to assess technical skill, one to assess team fit, and one for final alignment. Structured interviews with shared scorecards reduce bias and improve outcomes without extending timelines unnecessarily.
What you can do now: Audit your interview steps and reduce them to three distinct stages with clear goals for each.
Move #2: Make the Decision Fast
Even after a successful interview cycle, a slow decision can derail a promising hire. Candidates with other offers on the table often accept the one that comes through first with clarity and confidence.
Organizations that plan their approval process in advance close faster and retain stronger candidates. This includes aligning decision-makers early and agreeing on criteria before interviews begin.
- What you can do now: Define who needs to approve offers and establish a 24–48 hour post-interview decision window.
Move #1: Work With a Specialized Recruiting Partner
This isn’t just on the list because Red Oak is one. It’s here because if you’re trying to fill critical tech roles without help from a partner who knows the terrain, you’re going to move slower, spend more, and settle more often than you should.
Specialized partners know how to find, vet, and engage the people you’re after—especially in tight markets and fast-moving industries. They understand the tools, the teams, and the timelines. They speak the same language as your hiring managers. And most importantly, they don’t need weeks of ramp time to get up to speed. They’re already in motion.
If filling a role fast matters, and it usually does, this is the move that changes the game. Not eventually. Immediately.
- What you can do now: Book a short call with a recruiting partner who has a track record in the roles you’re trying to fill. Ask them what’s working right now. See if they speak your language.
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