You’ve found a good group of candidates for a hard-to-please hiring manager. Final interviews went well, and the hiring manager met with each candidate. Now the waiting begins.

As days and weeks pass, the candidate pool slowly dwindles as people lose interest or accept other positions. Recruitment staff tell us repeatedly that this is a major frustration in their work.

So, how can you help your hiring manager make a decision more quickly? Here are five strategies that can help.

First, Let Candidates Know What to Expect

All candidates—those new to government, new to your agency, and seasoned public servants—should be advised or reminded that the civil service hiring process is designed to ensure fair, nondiscriminatory hiring based on merit and fitness.

Let candidates know that the process will take time. Then, rather than promising a specific date, share a typical decision timeline. For example: “The hiring manager will review your materials, confer with other raters, and conduct reference checks. We expect a decision within 7–10 working days.”

Setting expectations can help candidates understand the process and remain engaged while they wait.

Provide a Complete Information Package

Make sure the hiring manager has everything needed to evaluate the candidates, including resumes, cover letters, applications, qualifying examination results, test scores, ranking sheets, references, and other relevant documentation.

Be sure to de-identify applicant demographic data that your organization tracks.

Summarize the Candidates’ Knowledge, Skills, and Abilities

Are your hiring managers well-intentioned but overwhelmed by information? If so, provide a concise, bullet-point summary of each candidate’s competencies and how they align with the requirements of the position.

Highlight specific skills, experience, and accomplishments that demonstrate why each candidate is a strong fit. This makes it easier for a busy hiring manager to compare candidates and focus on the information that matters most.

Seek Feedback

Ask the hiring manager for feedback on the candidates they interviewed. This can help identify concerns, preferences, or unanswered questions that may be slowing the decision.

If you anticipate a potential concern about a candidate, address it proactively rather than waiting for the hiring manager to raise it.

Follow Up Regularly

It may be tempting to step back after the final interview and wait. But this is when recruiters need to lean in.

Worried about being perceived as pushy? Try this approach:

1. Acknowledge the time needed to decide. Let the hiring manager know you understand that decision-making can take time.
2. Explain the importance of moving quickly. If they have a preferred candidate, acting promptly may be critical to keeping that person interested and available.
3. Set expectations for follow-up. Tell the hiring manager that you’ll check in weekly—or at another mutually agreeable interval—until a decision is made. Knowing when to expect your call can make the follow-up feel less intrusive.

Set a Deadline

If the decision-making process continues to drag on, consider setting a deadline. Explain why the timing matters, whether because of a candidate’s availability, a competing offer, or the need to keep the recruitment moving.

Getting someone to make a decision about a candidate you’ve recruited for them can be challenging, especially when the hiring manager is busy or indecisive. But recruiters can do more than wait. By setting expectations, organizing information, communicating regularly, and creating appropriate urgency, you can help hiring managers make faster decisions—and keep good candidates from walking away.

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Looking for more ways to strengthen your public sector recruitment? Explore more practical recruiting resources from myNPSJ.com or email us at info@mynpsj.com.