What You’ll Learn in This Tutorial
By the end of this tutorial, you will know:
- How to prepare before contacting a recruitment agency
- How to work with a recruiter efficiently
- How candidate shortlisting and interviews actually happen
- How to close hiring faster with better quality candidates
This is a hands-on process guide, not a marketing article.
Step 1: Clearly Define Your Hiring Requirement (Before Contacting Any Agency)
Before reaching out to a recruitment agency, you must prepare internally.
Action Checklist
Write down:
- Job title (e.g., Production Supervisor, Software Engineer)
- Number of vacancies
- Location (city, plant, office)
- Experience range (e.g., 3–6 years)
- Mandatory skills
- Nice-to-have skills
- Salary range (CTC)
- Joining timeline (urgent / flexible)
📌 Pro Tip:
Vague requirements = irrelevant candidates. The clearer you are, the faster the hiring.
Step 2: Shortlist a Reliable Recruitment Agency
Now choose an agency with local market knowledge and industry specialization.
What to Check
- Experience in your industry
- Presence in your hiring location
- Track record in similar roles
- Recruitment process transparency
Many companies in NCR work with agencies like Orbit Global HR Consultants, which operate across Gurugram, Noida, Faridabad, Ghaziabad, Bawal, Rewari, and Neemrana.
📌 Action:
Visit the agency website and note:
- Services offered
- Industries served
- Contact details
Step 3: Share Job Details & Company Brief (Kickoff Call)
Once you contact the agency, you’ll have a requirement-understanding call.
What to Provide
- Job Description (JD)
- Company overview (size, sector, culture)
- Reporting structure
- Interview process (number of rounds)
- Preferred joining date
What the Recruiter Does
- Confirms role expectations
- Suggests realistic salary benchmarks
- Advises on talent availability
- Flags challenges (if any)
📌 Best Practice:
Be honest about constraints—budget, shift timing, or urgency.
Step 4: Talent Sourcing Begins (Behind the Scenes)
Now the recruitment agency starts working.
What Happens Internally
- Candidate sourcing from databases, referrals, job portals
- Skill and experience screening
- Telephonic interviews
- Salary and availability validation
Your Role
Nothing yet—wait for shortlisted profiles.
⏱ Timeline:
- Mid-level roles: 2–5 working days
- Senior roles: 5–10 working days
Step 5: Review Shortlisted Candidate Profiles
You’ll receive 2–5 shortlisted resumes per position.
How to Review Effectively
Check:
- Relevant experience (not total experience)
- Stability (job changes)
- Skill match vs JD
- Current & expected CTC
📌 Action Tip:
Share feedback within 24–48 hours to keep candidates engaged.
Step 6: Schedule Interviews Through the Agency
Once you select profiles:
- The recruiter coordinates interview slots
- Candidates are briefed about your company
- Interview reminders are handled
Interview Formats
- Telephonic
- Video interview
- Face-to-face
📌 Best Practice:
Use structured interview questions to compare candidates fairly.
Step 7: Candidate Evaluation & Final Selection
After interviews:
- Share clear feedback (selected / hold / rejected)
- Agency communicates professionally with candidates
- Final candidate is aligned on salary & joining date
What the Agency Helps With
- Salary negotiation
- Offer acceptance
- Drop-out risk reduction
Step 8: Offer Rollout & Joining Follow-Up
Once you release the offer:
- Recruiter stays in touch with the candidate
- Handles counter-offer situations
- Ensures smooth joining
📌 Critical Phase:
Most dropouts happen after offer release. A good agency actively manages this stage.
Step 9: Post-Joining Support
A professional recruitment agency does post-placement follow-up.
This Includes
- Candidate joining confirmation
- Initial performance feedback
- Replacement support (if applicable)
This protects your hiring investment.
Common Mistakes to Avoid (Very Important)
❌ Delaying feedback
❌ Unrealistic salary expectations
❌ Changing JD mid-process
❌ Interview no-shows
❌ Not involving decision-makers early
Avoid these to reduce hiring time by 30–40%.
Quick Summary Table
| Stage | Your Action | Agency Action |
|---|---|---|
| Requirement | Define JD | Understand & benchmark |
| Sourcing | Wait | Screen & shortlist |
| Interview | Evaluate | Coordinate & follow-up |
| Offer | Approve | Negotiate & close |
| Joining | Onboard | Ensure joining |
Final Takeaway
Using a recruitment agency is not outsourcing responsibility—it’s partnering with experts who:
- Understand local talent markets
- Reduce hiring time
- Improve candidate quality
- Lower attrition risk
When the process is followed step by step—as shown above—companies consistently achieve faster, better, and more reliable hiring outcomes. Get Direction


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