You can shorten the time-to-hire by structuring the recruitment process tightly in advance: a sharp job profile, clear decision moments, and fast communication with candidates make the biggest difference. Companies that have these elements in order fill vacancies an average of two to three weeks faster than organizations that recruit ad hoc. In this article, we answer the most frequently asked questions about optimizing your recruitment lead time.
What are the main causes of a long time-to-hire?
A long time-to-hire when filling a vacancy is almost always caused by a combination of unclear expectations, slow internal decision-making, and insufficient preparation. When the job profile is not sharp, the right interviewers are unavailable, or feedback rounds take too long, the time-to-hire quickly increases.
The most common causes are:
- A vague or incomplete job profile that attracts candidate pools that are too broad or too narrow
- Too many decision-makers in the selection process without a clear division of roles
- Slow feedback cycles after job interviews
- Unrealistic expectations about the available talent in the market
- Reactive recruiting instead of proactively building a talent pipeline
Each of these factors individually extends the process by days or weeks. Together, they can effortlessly double a four-week recruitment process.
How long does an average recruitment process take in Belgium?
In Belgium, an average recruitment process for a mid- to senior-level position typically takes between six and twelve weeks, from posting the vacancy to signing the contract. For specialized or leadership roles, this regularly extends to three months or more.
That lead time varies considerably by sector, job level, and the degree of preparation within the organization. In the Brussels and Flemish Brabant market, the tightness of the labor market also plays a role: for certain profiles, supply is limited, which extends the search time. Companies that structure their recruitment and selection well and move quickly after interviews tend to sit at the lower end of that range. Those who recruit ad hoc and postpone internal alignment end up at the upper end.
How does a good job profile speed up the recruitment process?
A good job profile speeds up the recruitment process because it attracts the right candidates from the very start of the process and filters out the wrong ones. This means you spend less time screening irrelevant applications, and only people who are a genuine fit for the role and the organization come through.
A strong job profile contains more than a list of degrees and years of experience. It describes the context of the role, the challenges the new employee will tackle, the culture of the team, and the expected impact within six to twelve months. That kind of information helps candidates assess for themselves whether the position suits them, which reduces the number of unsuitable interviews.
Internally, a clear profile also has an advantage: all involved decision-makers work from the same expectations. This prevents mid-process discussions about what the ideal candidate should actually be able to do, which is one of the most time-consuming causes of delay.
Which steps in the selection process take the most time?
Most time in a selection process is lost in three specific phases: the initial screening of candidates, scheduling interviews, and internal decision-making after the final round. These are the moments where delays most easily occur and are also the easiest to prevent.
Screening and longlist
When a vacancy is posted broadly without a sharp profile, a large number of applications come in that all need to be assessed. Sifting through dozens or hundreds of CVs takes time, especially when there are no clear criteria for quick selection. A targeted approach with pre-defined knockout criteria makes this phase considerably shorter.
Calendar coordination and interview scheduling
Scheduling interviews with multiple internal stakeholders and candidates is an underestimated time drain. Every additional interview round or extra decision-maker extends the process. Limit the number of interview rounds to what is necessary and ensure the right people are involved from the very beginning.
When does it pay to bring in a recruitment partner?
Bringing in a recruitment partner pays off when a vacancy is specialized, internal HR capacity is limited, or when speed is a priority. A partner with an active network and knowledge of the local market can significantly shorten the recruitment process because they do not have to wait for incoming applications.
For mid- to senior-level positions, the added value is especially clear. At that level, the best talent rarely responds to a public vacancy. A recruiter who has already built relationships within that target group can reach candidates you would otherwise never find. This not only saves time but also improves the quality of the shortlist.
In addition, a good partner takes the coordination work off your hands: from the initial screening to scheduling interviews and following up with candidates. This gives internal decision-makers the space to focus on the interviews themselves, rather than on the logistics surrounding them.
How do you keep candidates engaged during a lengthy selection process?
You keep candidates engaged during a lengthy selection process by communicating regularly and transparently, even when there is no news. Silence is the main reason strong candidates drop out and accept an offer from a competitor in the meantime.
Practical ways to maintain engagement:
- Set expectations in the first interview about the timeline and the number of rounds
- Provide feedback within 48 hours after each interview, even if the decision has not yet been made
- Communicate proactively about delays, and briefly explain why it is taking longer
- Keep it personal: a short message from the hiring manager does more than a standard email
- Make sure candidates know what the next step is and when they can expect to hear something
Candidates who are well informed stay motivated longer and feel treated with respect, even if they are ultimately not selected. This also has an impact on your reputation as an employer.
How we help you fill vacancies faster
At Skill&Will, we address the time-to-hire at the points where it most often runs over. We work with a proven approach that shortens the time-to-hire without compromising on quality:
- We start every process with a thorough intake to sharpen the job profile and organizational context
- We draw on an active network of mid- and senior-level professionals in the Belgian market, so we are not dependent on incoming applications
- We deliver a targeted shortlist of candidates who are a strong match in terms of content, culture, and ambition for your organization
- We coordinate communication with candidates throughout the entire process, so no one drops out due to silence or delays
- We support internal decision-making with clear candidate profiles and concrete recommendations
Want to know how we approach this concretely for your open position? Get in touch with us and we will discuss together how we can speed up the recruitment process for your organization.
