Begin With The Outcome
Too often, hiring teams get stuck in the weeds — chasing quick fixes or defaulting to old habits — without ever pausing to ask: “What’s the outcome we actually want from this process?”
According to our fearless leader, Josh Tolan, this is where many of today’s core hiring headaches begin.
When stakeholders aren’t truly invested in or connected to the desired outcome, the whole process suffers: you end up spending precious time sifting through unqualified or unengaged applicants, and hiring managers disengage because they don’t see how their input ties directly to a successful hire.
Starting with the outcome means getting crystal clear on what success looks like for your open role — and making sure every stakeholder is aligned around that vision.
Is your goal to build a pipeline of highly qualified, engaged candidates? Do you want to ensure hiring managers feel accountable and empowered throughout the process? Are you looking to leverage technology to solve specific bottlenecks, rather than chasing every trend?
When you lead with the outcome, you can:
Make strategic, long-term improvements instead of relying on shortcuts or one-off tactics.
Communicate more effectively with hiring managers and stakeholders, helping them see how their involvement directly impacts results.
Set up your application process to filter for the right candidates from the start, saving everyone time and energy.
“Begin with the outcome. Stop looking for shortcuts. Start making real, long-term, strategic progress.”
So before you draft another job post or schedule your next round of interviews, pause and ask your team: What are we really trying to achieve here, and how can we keep that outcome front and center at every step?
This clarity is the foundation for a job application process that consistently attracts the right talent and keeps everyone engaged along the way.
Reevaluate Your ICP
If your applicant pipeline is overflowing with wrong-fit resumes, it’s time to hit pause and ask: Have you truly defined who you’re looking for?
More than likely, it signifies you’ll need to make a change to your Ideal Candidate Profile (ICP).
Start with your “why”.
Ask yourself: “Why does the company need this role?” “What business problems will this person solve, both now and in the future?“
Getting clear on the “why” ensures you’re not just filling a seat, but adding real value to your team.
Then, break down your must-haves and nice-to-haves for this candidate.
Here’s how to get this information.
Collaborate with stakeholders to pinpoint the technical skills, competencies, and cultural traits that matter most by asking:
- What technical expertise is non-negotiable? (For example, CPA certification for a senior accountant.)
- What interpersonal or cultural qualities are essential for thriving in your unique environment?
- Which attributes do you need, and which do you want? Rank them in order of importance to filter applicants more efficiently.
A strong ICP zeroes in on the skills and competencies needed for success, rather than relying on proxies like years of experience at a certain type of company or a specific degree.
For instance, instead of requiring “5+ years at a Fortune 500,” focus on “experience managing complex projects with multiple stakeholders and tight deadlines.” This approach widens your talent pool and reduces bias.
Like anything in hiring, building your ICP shouldn’t be a solo project. Gather insights from hiring managers, team members, and even high performers in similar roles. Their perspectives will help you ground your requirements in reality, not just assumptions.
Need help with your ICP? We’ve got a template to walk you through it step by step.
Prioritize The Candidate Experience
Here’s the thing: your ideal-fit candidates, the ones you want at your company, are smart and perceptive.
They can tell when communication feels a little off, if the hiring process is disorganized, or if everyone they talk with is on the same page.
And that matters – a lot.
Nearly 70% of candidates say their experience during the hiring process shapes how they expect to be treated as a future employee.
If your process feels slow, confusing, or impersonal, you risk losing the very candidates you’re hoping to hire.
The simplest way to start is with solid communication. 82% of candidates expect employers to provide a clear timeline for the hiring process and regular updates throughout.
When communication is unclear or delayed, candidates get frustrated, and more than half will move on if they don’t hear back within two weeks of applying.
Even if there’s no new information, regular updates prevent candidates from feeling forgotten or overlooked. Leveraging technology, like automated emails or video messages, can help you keep communication personal and prompt, even as your team juggles multiple openings.
Acknowledging applications promptly, outlining next steps, and providing timely feedback after interviews all help build trust and keep candidates engaged.
You also need to prioritize transparency.
Let candidates know what to expect: how many interviews, what types of assessments, and your typical timeline. This not only shows respect for their time but also helps filter out those who aren’t truly aligned, saving everyone valuable time.
The bottom line? Treat every applicant like a future colleague, and you’ll build a stronger, more engaged pipeline for every role.
Choose The Right Job Promotion Strategy
How — and where — you promote your job openings can make all the difference in attracting qualified candidates.
Your first thought was likely job boards, so let’s start there.
General job boards like Indeed and Glassdoor offer broad visibility and can quickly generate a high volume of applicants. These are great for evergreen roles or when you need to fill positions fast, but they can also bring in a lot of unqualified candidates.
Niche job boards — such as AngelList for startups, Idealist for nonprofit roles, Dribbble for creatives, or GitHub Jobs for developers — help you target candidates with specific skills or interests. If you’re hiring for a specialized role, these platforms can connect you with talent that matches your exact needs.
Be sure you’re tracking your success by monitoring key hiring metrics like:
- Source of hire: Where are your best candidates coming from?
- Candidate quality by source: Which channels yield the highest-performing hires?
- Application conversion rates: How many views turn into applications?
- Time to hire: How quickly are you filling roles from each source?
- Candidate satisfaction: Are applicants having a positive experience with your process?
Should you advertise your jobs?
Maybe.
Job advertising targets a wide audience, including passive candidates who may not be actively searching but could be enticed by the right opportunity. This approach is ideal for large-scale recruitment campaigns or when you want to build your employer brand and attract a diverse pool of candidates.
You also don’t want to overlook your website as a hiring tool; it’s often the first place a new candidate will go (in addition to your social media profiles).
Make sure your careers page is easy to navigate, branded with your company’s style, and filled with web-friendly, skimmable job postings. Highlight your culture, values, and perks to stand out, and use photos or videos to give applicants a sense of what it’s like to work with you.
Build Your Employer Brand
People want to work for great companies, so show them you are one.
A compelling employer brand attracts candidates who are genuinely excited to join your team and are more likely to be a long-term fit.
According to industry research, 86% of job seekers consider an employer’s reputation when deciding where to apply. When your brand is authentic and positive, you’ll stand out and draw in candidates who align with your culture and values.
The best way to demonstrate what it’s like to work at your company is to let your employees do the talking. Employee testimonials provide authentic, relatable insights that resonate with candidates far more than polished corporate messaging ever could.
Here’s how you can gather and share these stories:
- Feature these testimonials on your careers page, social media, and even in your interview process, such as with a video introduction to your company.
- Ask team members to share their experiences in short video clips or written testimonials.
- Highlight stories of collaboration, innovation, and growth — moments that reflect your values in action.
You can also leverage the network of your happiest and best-performing employees via a referral program.
Employee referral programs tend to produce high-quality hires who stay longer and perform better. Referrals also create a sense of ownership and pride among your team, helping to foster a more engaged and collaborative workplace.
Remember to show candidates what sets you apart, and let your team’s voices lead the way.
Add Intentional Engagement Points
In today’s world of “one-click apply,” it’s easy for your pipeline to get flooded with unqualified or disengaged candidates.
That’s why adding intentional engagement points—mini-gates or opt-in steps—can make all the difference in attracting candidates who are truly invested in your role and your company.
Mini-gates are simple, purposeful requirements or steps woven into your application and screening process. They create just enough friction to filter out those who aren’t a genuine fit, while keeping your ideal candidates engaged and motivated to continue.
This could look like:
- Pre-screening questions: Ask candidates to answer a specific question in their application, like “Describe a project where you demonstrated [key skill].” If they skip it, they likely didn’t read the posting closely or aren’t invested.
- Talent assessments: Behavioral assessments, such as Spark Hire’s Predictive Talent Assessment, help you objectively evaluate candidates’ fit for the role and your culture before moving forward.
- Video interview prompts: A quick one-way video response can reveal communication skills, cultural alignment, and genuine interest.
- Culture fit checks: For roles where collaboration or specific work styles matter, ask candidates to share their preferred work environment or teamwork experience.
Adding steps like this helps candidates self-select in or out, which saves everyone time and energy. You also get a clear picture of who’s actually qualified and engaged, before investing in lengthy interviews.
A word of caution: Don’t overdo it.
The goal is to add just enough friction to surface the right candidates, not to make the process a marathon. Two or three well-placed mini-gates, tailored to your role and Ideal Candidate Profile (ICP), are usually plenty.
Be sure to always explain the “why” behind each step. Let candidates know how a talent assessment or video interview helps you better understand their strengths and fit. This keeps top talent engaged and reassures them that your process is thoughtful and fair.
Use Technology To Your Advantage
Let’s face it — manually sorting through stacks of resumes or juggling endless spreadsheets is a recipe for letting great candidates slip through the cracks.
The good news? Today’s hiring technology is built to help you quickly identify and move past unqualified applicants, so you can focus on connecting with the right people.
Modern applicant tracking systems (ATS) automate repetitive tasks such as job postings, candidate data entry, interview scheduling, and even offer letter generation. This means your team spends less time on admin and more time building relationships with top candidates.
A good ATS (here’s our list of the top applicant tracking systems available to you today) can also centralize candidate profiles, feedback, and communication in one place, making it easy for everyone involved to stay on the same page. No more chasing down feedback in email threads or duplicating interview questions — everyone can access notes, share insights, and track progress in real time.
With all your candidate data and feedback in a single system, you gain full visibility into your hiring pipeline. Built-in analytics and reporting help you spot bottlenecks, measure what’s working, and make data-driven improvements over time.
Give technology the admin, allowing your team to focus on the meaningful, strategic work.
Prioritize Continuous Improvement
Great hiring isn’t a one-and-done process — it’s an ongoing cycle of learning, measuring, and refining.
The most successful teams regularly review their hiring data and gather feedback from both candidates and internal stakeholders to spot what’s working and where there’s room to grow.
Keep an eye on key metrics like time-to-fill, candidate satisfaction, and quality of hire. Use feedback from interviews, surveys, and debriefs to identify pain points and opportunities for improvement. Even small adjustments, like tweaking communication touchpoints or refining your interview questions, can make a big impact on your results.
By making continuous improvement a habit, you’ll keep your process agile, candidate-focused, and always moving closer to your hiring goals.
Find Top Candidates, Reliably
Building a job application process that attracts top talent isn’t about luck — it’s about intentional steps, team collaboration, and smart use of technology.
Ready to transform your hiring and connect with more qualified candidates?
See how Spark Hire can help — book a demo and start building your best team today.
