Keeping Candidates Updated On Hiring Progress

We all get busy in our roles and sometimes as recruiters issues out of our control can impact a hiring process which means delays in decisions or roles being put on hold, whatever it may be. 😵💫 But it's so sad to see and even experience first-hand complete silence or lack of follow-up from fellow "TA professionals" after investing time in interviewing for a role. 👻 Preparing and researching a company, refining a CV and all the extra time outside of the interview itself that can be invested, and just to hear absolutely nothing is the worst possible candidate experience and says a lot about an individual's standards.🤥 Put yourself in the candidate's shoes and view the experience from their eyes. 👀 No update or ghosting not only impacts the individual personal brand but also the company employer brand along with the knock-on negative effect on hiring and even revenue. I certainly know that I have a mental list of all recruiters who have ghosted or failed to provide me with an update for roles I have interviewed for over the years... Even a generic rejection template email is better than nothing but I have a separate list for the ones that do that too. 🤭 We need to do better! ✊ - Before and after each interview set clear timelines on when a candidate will hear back from you. - Be accountable, you might not always be able to keep to your timelines but own it if you can't. - Any update is better than no update! "Hey, thank you for bearing with us! We are still finalising our decision and I will be able to come back to you with a final update by next week." - Honesty and transparency is critical! "Hey, we had to reschedule one of our interviews which has pushed out our timelines. I will be able to provide you a final decision and feedback by next week."

Med device companies: If you're ghosting candidates, they're talking about it. And it's costing you talent. I had a candidate interview at a company recently. He thought it went great. He was excited and ready to accept an offer. Week one: nothing.  Week two: radio silence.  Two and a half weeks: still nothing. Then the company finally comes back with an offer. His response? "Nope. I moved on." He told me straight up that if they can't make a decision or at least communicate during the process, he doesn’t want to work there. It shows a lack of professionalism and a lack of decisiveness. And you know what? He's not wrong. Hiring managers, you don't need to have an answer to communicate. A simple update goes a long way. "Hey, we're still interviewing other candidates. We should have a decision by Friday." That's it. That's all it takes. But when you go dark for weeks, you're not just losing that candidate. You're damaging your reputation. You're shrinking your talent pipeline. And trust me, candidates are sharing their experiences. A quick follow-up keeps your reputation strong and keeps your talent pipeline open. Don't ghost. Just communicate. 

United Airlines has been my airline of choice since they merged with Continental, and it's one of the few brands that has my absolutely loyalty as a customer. And currently, they are having success with "oversharing" around their delays - and it's working with greater customer satisfaction since implementing this strategy. This is something I've noticed in recent months. Looking at my texts, I can see where they let me know that we'd be delayed due to limits on the number of flights allowed to land due to construction at SFO. Another was a technical issue, with regular updates on their efforts to find a new plane. Most travelers know that delays are part of the game, and often outside of the control of airlines. I don't think most of us are unreasonable when faced with delays. The issue is often the lack of information - not knowing why the delay exists, what's being done about it, and estimates on when the issue will be resolved. Recruiting professionals out there, take note because we can learn something from this when it comes to candidate experience. Transparency builds trust, and it leads to a better experience for everyone involved. 1. Embrace the "no update update" Sometimes, just being told you need a bit more time to review an application or have scheduled all of the interviews needed can alleviate a lot of anxiety vs someone applying and sitting in an applicant pool for weeks or months on end! At Zapier, we try to communicate every 7 days...we may miss the mark sometimes, but our hope is that candidates are never wondering where they stand. 2. Share "the why" Airlines have always let us know when there's a delay - that's not new. But sharing the "why" behind it is. That can feel scary, especially if the news is something like, "we've extended an offer, but think you're amazing and if it doesn't pan out, we'd love to hire you". But candidates ultimately appreciate it, AND it shows them they can trust what your company tells them. Offering feedback after interviews is another way to do this and leave people feeling a less confused around rejections. 3. Tell people what to expect Let candidates know who they are interviewing with. Let them know what topics will be discussed. Tell them how you plan to set their compensation. The more information you can provide candidates, the better the experience will be for everyone. If any of these seem hard, there are tons of tools out there that can help. candidate.fyi creates a candidate hub making it easy to share this info directly with candidates (and empower candidates in a variety of other ways). Crosschq provides an arsenal of data, and one of my favorites is color-coding candidates so you can see when a candidate needs communication. And most decent ATSs will help you automate those "no update updates". It doesn't take significantly more effort to create a significantly better candidate experience - just lean into transparency!

Most people think being rejected is the worst part of job searching. It’s not. The real pain is silence. Not knowing. Waiting for an update that never comes. Wondering if you should move on… or hold on. And it’s happening more than ever — even in companies that pride themselves on “people-first culture.” Here’s what I’ve learned working with hiring teams: Ghosting rarely comes from bad intentions. It comes from broken systems. → Recruiters handling 60+ roles at once → Hiring managers who “haven’t had time to decide” → Processes with no automated follow-ups → Teams waiting for approvals that never arrive → Internal candidates being pushed quietly → Job openings paused without notifying applicants But here’s the uncomfortable truth: 𝐍𝐨𝐧𝐞 𝐨𝐟 𝐭𝐡𝐞𝐬𝐞 𝐞𝐱𝐜𝐮𝐬𝐞𝐬 𝐣𝐮𝐬𝐭𝐢𝐟𝐲 𝐬𝐢𝐥𝐞𝐧𝐜𝐞. Because behind every application is a real person: Someone preparing for interviews at midnight after work. Someone rewriting their CV ten times. Someone pinning their hopes on one email. Someone telling their family they’re “waiting for updates.” Someone trying not to lose confidence in themselves. Silence doesn’t just waste time — it damages trust, motivation, and mental health. If companies want stronger employer branding, better candidate experience, and deeper talent pools, it starts with something simple: 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐜𝐚𝐭𝐞. 𝐄𝐯𝐞𝐧 𝐰𝐡𝐞𝐧 𝐭𝐡𝐞 𝐚𝐧𝐬𝐰𝐞𝐫 𝐢𝐬 “𝐧𝐨.” Here’s what good companies do: ✓ Send closure emails — automatically and consistently ✓ Give short, respectful feedback when possible ✓ Explain delays instead of disappearing ✓ Update candidates when roles are paused ✓ Acknowledge effort, not just results ✓ Treat every applicant like a future candidate, customer, or advocate Because candidates don’t need a 10-paragraph breakdown. They just need clarity. A simple message means more than you think: “Thank you for your time — we’ve decided to move forward with another candidate.” “We’ve paused the role temporarily but will update you.” “You’re not the right fit for this position, but we value your interest.” That’s it. A two-second email can preserve someone’s self-esteem, respect, and trust. To every hiring team, recruiter, and manager: 𝐖𝐡𝐞𝐧 𝐬𝐨𝐦𝐞𝐨𝐧𝐞 𝐢𝐧𝐯𝐞𝐬𝐭𝐬 𝐭𝐡𝐞𝐢𝐫 𝐭𝐢𝐦𝐞 𝐚𝐧𝐝 𝐞𝐧𝐞𝐫𝐠𝐲 𝐢𝐧𝐭𝐨 𝐲𝐨𝐮𝐫 𝐩𝐫𝐨𝐜𝐞𝐬𝐬, 𝐲𝐨𝐮 𝐨𝐰𝐞 𝐭𝐡𝐞𝐦 𝐚 𝐫𝐞𝐬𝐩𝐨𝐧𝐬𝐞 — 𝐞𝐯𝐞𝐧 𝐢𝐟 𝐢𝐭’𝐬 𝐧𝐨𝐭 𝐭𝐡𝐞 𝐨𝐧𝐞 𝐭𝐡𝐞𝐲 𝐡𝐨𝐩𝐞𝐝 𝐟𝐨𝐫. Silence isn’t just unprofessional. It’s unnecessary. Let’s do better. 𝐏.𝐒. 𝐇𝐚𝐯𝐞 𝐲𝐨𝐮 𝐞𝐯𝐞𝐫 𝐛𝐞𝐞𝐧 𝐠𝐡𝐨𝐬𝐭𝐞𝐝 𝐛𝐲 𝐚 𝐜𝐨𝐦𝐩𝐚𝐧𝐲 𝐲𝐨𝐮 𝐰𝐞𝐫𝐞 𝐫𝐞𝐚𝐥𝐥𝐲 𝐞𝐱𝐜𝐢𝐭𝐞𝐝 𝐚𝐛𝐨𝐮𝐭? 𝐇𝐨𝐰 𝐝𝐢𝐝 𝐢𝐭 𝐬𝐡𝐚𝐩𝐞 𝐲𝐨𝐮𝐫 𝐯𝐢𝐞𝐰 𝐨𝐟 𝐭𝐡𝐞𝐦? 👉 If you’re exploring opportunities or want to connect further, feel free to drop your resume here: https://lnkd.in/gDfu8Af5 #StopGhostingCandidates #CandidateExperience #HRMatters #RecruitmentReality #TalentAcquisition #HiringEthics

I received some important feedback from a new joiner. I asked a group of recent joiners to reflect on their hiring process at Sona and one comment really resonated with me. They said “When you’re looking for a job, waiting for one minute feels like one hour” and so on… I remember the feeling every time I’ve been excited about a potential new job. You think your interview went well and the waiting game aches as you patiently (or impatiently) wait to hear a decision. So how can we as recruiters and hiring teams ease the anxiety: ➡️ Timeframes set upfront. In every screening interview I do I tell the candidate what the interview process is like, who they’ll be meeting and how long it’ll take.  ➡️ Be transparent about the hiring process.  ➡️ Stick to deadlines. No explanation needed.  ➡️ Communicate changes. With all the will in the world we sometimes know a deadline will be missed or have to reschedule interviews. Anticipating these upfront and quick messages to say what’s happening is key.  ➡️ "No update", updates. I learnt early on that even an update of “We’re still considering your application but haven’t made a decision yet” is better than silence. ⚡ I have a “Friday feedback blitz” which is a block of 45 minutes in my calendar every Friday afternoon where I go through all my open roles and share decisions or an update with job seekers who’re in interview processes. What have I missed? What would help you feel more in the know when you’re in control of your interview process? #HiringSpeed #Interviewing #BetterCandidateExperience

Last year around June, I was recruiting for a role with three highly qualified candidates. All strong. All aligned. All excited about the opportunity. The challenge wasn’t talent. It was timing. The hiring manager was moving slowly, juggling priorities, and not fully engaged in the decision-making process. And as a recruiter, I knew exactly what was at risk. So I did what I always do. I documented detailed interview notes, captured candidate feedback clearly, and fully leveraged my ATS and CRM tools to keep communication consistent and transparent. I updated candidates regularly, shared where things stood, and made sure no one felt forgotten or left in the dark. Even with that effort, one candidate eventually withdrew. And here’s the part that stuck with me: That candidate was the one the hiring manager circled back to weeks later as their top choice. But by then, the opportunity had passed. It was a powerful reminder of something I’ve seen time and time again: Great candidates don’t wait forever. Silence costs talent. And slow decisions can undo strong pipelines. Recruiting isn’t just about sourcing resumes. It’s about urgency, communication, advocacy, and protecting the candidate experience at every step. When recruiters are empowered and hiring managers are aligned, everyone wins. When they aren’t, even the best talent can walk away. If you’re a hiring leader, this is your reminder: The market moves fast. Candidates have options. And the best ones won’t stay available long. And if you’re a recruiter: Your follow-ups matter. Your notes matter. Your systems matter. Your voice matters. Done right, recruiting isn’t transactional. It’s strategic. #RecruitingLife #TalentAcquisition #HiringStrategy #CandidateExperience #PeopleFirst #ATS #CRM #HiringManagers #HRLeadership #SuperRecruiter

As a human resources professional and leadership and career coach, I have supported numerous clients navigating the grueling interview process. In today’s competitive labor market, the candidate experience is often the first impression potential employees have of your company. Yet, too many candidates face a disheartening journey filled with murky communication, lengthy processes, and impersonal interactions. Here are a few ways we can fix this broken system and set a new standard: 1.     Streamline the Application Process: Ensure your application is straightforward and respects the candidate's time. Simplify forms and reduce redundancies. Is it really necessary to manually complete an online application when you have the candidate’s resume? 2.     Communicate Proactively and Transparently: Keep candidates in the loop at every stage of the process. Automated updates, clear timelines, and open feedback channels can prevent the anxiety of the 'black hole' syndrome where candidates hear nothing back. 3.     Respect and Value Every Applicant: Treat candidates as you would your customers. Every applicant should be contacted with the status of their candidacy. A respectful rejection letter that offers constructive feedback can turn a rejection into a positive interaction, encouraging them to apply again in the future or recommend your company to others. 4.     Personalize the Interview Experience: Tailor interviews to the role and involve team members who can speak to the job’s day-to-day realities. This not only enhances the candidate's understanding of the position but also showcases your team's culture. Be respectful of the candidate’s time. When possible, have the candidate meet with everyone on the same day. There really is no excuse for 5, 6, 7, etc. rounds of interviews. 5.     Ask for Feedback: Post-interview surveys can provide invaluable insights into your process from the candidate's perspective, allowing you to continually improve. By enhancing the candidate experience, you not only increase the chances of attracting top talent but also boost your employer brand.   Does your organization boast an awesome candidate experience? Please share how your organization is working to simplify the job search process.

The candidates you don’t hire are talking about you—what are they saying? Your hiring process isn’t just about the people you bring on board; it’s about the experience you create for everyone who applies. Even candidates you reject leave with an impression that shapes how they view your company. I’ve been on the other side of the table, ghosted after being promised an email about next steps. Left wondering for weeks on end where I’m at in the process. Rejected with no more than an unempathetic, “Thanks for your time.” Even with years of experience in hiring, it leaves me frustrated and undervalued. Here’s the truth: Every recruiter has been a job seeker. If you can’t provide excellent communication to candidates, maybe this role isn’t for you. Respectful, transparent communication should be a baseline, not an exception. Here’s what I’ve done to create an exceptional candidate experience: 1️⃣ I prioritize communication. If I haven’t heard updates from hiring managers earlier in the week, I check in on Thursdays. Then, every Friday, I dedicate time for my Friday Feedback Fiesta. Every candidate gets an update—whether it’s good news, bad news, or simply “no news yet.” Communication builds trust and shows respect for their time. 2️⃣ I check in throughout the process. Candidates deserve to feel heard at every stage. I pulse-check with them regularly, asking how they feel about the opportunity and addressing concerns. This keeps us in constant communication. 3️⃣ I treat rejection as an opportunity. Saying no isn’t easy, but it can be done thoughtfully. Providing feedback (when possible) or simply explaining your reasoning can leave candidates with valuable insights—and respect for the process. 4️⃣ I value every candidate’s effort. Interviews are stressful. Candidates pour time, energy, and hope into the process. Even a small acknowledgment, like a thank-you email, can leave a lasting impression. 5️⃣ I think beyond today’s hire. A rejected candidate today could be a perfect hire tomorrow—or refer someone else. In fact, I’ve hired referrals from rejected candidates because they had such a positive experience. Why this matters. The way you treat candidates isn’t just a reflection of your hiring process; it’s a reflection of your company’s values. In today’s competitive hiring market, a thoughtful and respectful process isn’t just good practice—it’s a competitive advantage. The proof is in the puddin’ as they say and your girl has receipts…these are real messages from candidates I didn’t hire. So, what are your candidates saying about your process? And what are you doing to ensure they feel respected and valued—even when they don’t get the job?