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Recruitment is more than just finding a candidate; it’s the art of attracting, engaging, and properly assessing individuals who can bring real value to your organization. This is especially true in the IT industry, where competition for talent is exceptionally fierce, and every step of the interaction with a candidate matters, from the first message to the final offer. That’s why, in this chapter, we share our experiences of working with clients on a daily basis. We’ve gathered the most common recruitment pitfalls and show you how to avoid them, whether you’re handling recruitment on your own or collaborating with an external partner. Here are proven practices that will help you avoid typical problems and conduct a recruitment process in a professional, effective, and market-relevant way in the IT industry.
Precise Job Ads and Smart Candidate Filtering
In the IT industry, a well-written job ad is not just a formality; it’s the first filter that helps attract the right candidates and saves time for both parties. Generic or “marketing-heavy” descriptions of technical roles can lead to a flood of irrelevant applications, slowing down the recruitment process and frustrating both recruiters and candidates.
What should be included in the job ad?
- Specific tech stack: Avoid vague phrases like “knowledge of modern technologies”. Instead, clearly specify which languages, frameworks, and tools the candidate will be working with (e.g., React + TypeScript + AWS).
- Responsibilities tailored to experience level: A Mid Developer and a Senior Developer might work in the same team, but their roles will be different. Make sure to detail these differences to avoid confusion.
- Work model information: In IT, this is crucial. Highlight whether the position is remote, hybrid, or in-office. This is often the first filter candidates use when considering a role.
- Salary range: More and more tech companies are opting to publish salary ranges, understanding that transparency at this stage helps prevent time wasted on both sides; a great approach.
If a candidate doesn’t know what to expect in an interview, what they’ll be doing in the project, or which team they’ll collaborate with, they might lose interest or drop out at a later stage. Precision from the very start is not just a time-saver; it’s also the first step in building a positive candidate experience.
Engaging the Right Candidates and Keeping in Touch
In IT recruitment, timing, authenticity, and… patience, matter. Top specialists aren’t actively looking for a job; it’s the job that’s looking for them. Therefore, if someone hasn’t replied to your first message, it doesn’t necessarily mean they’re not interested. Sometimes, a little more persistence and honest communication are all it takes.
Personalize, Don’t Spam
In the IT environment, candidates can quickly sense generic messages. If you want them to open your message and consider the offer:
- Refer to a specific project or experience on their profile (e.g., I was impressed by your involvement in a microservices-based application; we have a project where those skills will be highly valuable).
- Mention what might motivate them: remote work, interesting technologies, a greater impact on architecture, team culture.
- Don’t bombard them with technical jargon. An IT recruiter doesn’t need to pretend to be a developer. What matters is clarity and respect for the recipient’s time.
The statistics are clear: one message is not enough. Candidates may miss it, forget about it, or ignore it due to lack of time. By sending:
- A second message after 2-3 days significantly increases your chances of getting a response.
- A third message with a slight emotional touch (We’re closing the shortlist, let me know if this could be something for you) might attract those who are still undecided.
Important: It’s not about spamming, but about polite, consistent presence.
Stay in Touch – Even When Nothing is Happening
For the candidate, the lack of communication is the worst sign. They may start assuming they’ve been rejected or that the company is disorganized. Even if the process is taking longer, or you don’t have an update:
- Send a short email like: Just wanted to let you know we’re still waiting for a decision from the client. I’ll keep you posted as soon as anything changes. Thanks for your patience!
- Set a reminder (e.g., every Friday) to keep in touch. Such a small gesture builds a huge amount of trust.
This way, the candidate not only remains “warm”, but also gains a better impression of your brand as a recruiter and your company overall.
Speed, but Without Rushing and Compromising Quality
In IT, a good opportunity doesn’t wait long… top candidates often disappear from the market within days, not weeks. On the other hand, a rushed recruitment process can result in a wrong hire. The key is to find a balance: act quickly but thoughtfully.
Shorten the Process – Wisely
Multi-stage interviews, tests that no one reviews, and weeks of silence after a meeting are the most common reasons candidates drop out. Review which steps truly add value. In practice:
- Consider whether you really need three technical interviews, or if one well-prepared interview with a task would suffice.
- Avoid unnecessary stages; fewer, but more meaningful steps are better.
Automate What You Can
A good ATS (Applicant Tracking System) can relieve your team of repetitive tasks:
- Automated messages (e.g., confirmations, meeting reminders)
- Quick interview scheduling integrated with calendars
- Organizing notes after interviews and candidate statuses
This way, you have more time for genuine engagement and conversations with people and less time spent on clicking.
When the Process Must Take Longer – Say It Upfront
Not every IT recruitment process can be fast, especially for C-level roles, rare skills, or in large corporations where decisions require multiple approvals.
The worst thing you can do? Silence or “sugar-coating” the situation.
From the very beginning, inform candidates that the process will take time, e.g., This role requires a conversation with the end client, and the process may take 3–4 weeks, but I assure you we will stay in contact throughout.
If the process is delayed, update the candidate even if there’s no breakthrough.
This builds trust and significantly increases the chances that the candidate won’t choose a competitor just because they responded quicker.
Smart Use of Recruitment Data
In the IT world, where competition is fierce, intuition alone isn’t enough. Data-driven recruitment enables you to make better decisions, respond to problems more quickly, and plan next steps more effectively. The key is not just gathering data but using it wisely.
Measure What Truly Matters
It’s not about analyzing everything but focusing on the data that will help you recruit better. In practice, it’s worth monitoring:
- Time to hire: from first contact to signing the contract. If this takes too long, you may lose candidates to quicker competitors.
- Effectiveness of application sources: Are valuable candidates coming from LinkedIn, referrals, job ads, industry job boards, or recruitment agencies? This helps you decide where to invest.
- Interview rejection rate: It may turn out that your initial screening is too superficial, or the technical criteria are unclear.
Leverage the Capabilities of Your ATS
Modern ATS systems offer advanced analytical features, not just storing resumes, but also:
- Reports on recruiter and sourcing channel effectiveness.
- Tracking the recruitment funnel: where candidates drop off the most and why.
- Summary of response times and decision-making: showing whether the recruitment team is operating efficiently.
This allows you to quickly identify bottlenecks and implement real improvements.
Analyze the Team and Context, Not Just Numbers
Data is only half the picture. Equally important is contextualizing it, for example:
- If the average time to hire has increased, it may be worth checking if it’s due to the complexity of the role (e.g., you’re hiring a DevSecOps instead of a front-end developer).
- If the effectiveness of job ads is decreasing: the market expectations might have shifted, or the job description could be too vague.
Good data supports decisions, but the best results come from combining it with recruiters’ knowledge and the business context.
Building a Strong Employer Brand
In the IT industry, employer branding plays a crucial role in attracting talent, especially when it comes to passive candidates. These individuals often don’t apply for jobs proactively but might consider an offer if it comes from a company they know, respect, and trust – one that has a strong reputation and positive reviews. And before they apply, they’ll do their homework.
They’ll check your company’s online presence, read employee reviews, explore your values, and try to understand what kind of workplace you really are. Even a strong financial offer can be dismissed if your employer brand raises doubts or feels inconsistent.
That’s why employer branding isn’t just a marketing function; it’s a strategic investment. Companies need to actively shape how they’re perceived by potential candidates, showing that they care about people, growth, and culture, not just results. A well-managed employer brand can be the deciding factor between a candidate clicking Reply or Ignore.
The Entire Candidate Experience Matters
From the first contact to onboarding, every step shapes the image of your organization. Therefore:
- Respond quickly and clearly: Lack of response or long wait times are the most common reasons for negative feedback about IT companies.
- Respect candidates’ time: Clear information about the stage, the duration of the interview, and the number of meetings makes a significant difference.
- Ensure a positive atmosphere during interviews: A technical interview doesn’t have to feel like an interrogation. A friendly approach ensures that even candidates who don’t make it further can become ambassadors of your brand.
Show People, Not Just Projects
IT candidates value transparency and authenticity. Instead of generic slogans about a dynamic team, show specifics:
- Short video interviews with employees discussing their day, what they’re proud of, and what they’ve learned.
- Technical blogs written by devs from the team (these are great for building credibility).
- Show the development process “behind the scenes”: tools, methodologies, and tech stack (this is what experienced specialists are looking for).
Such content can be published on LinkedIn, job ads, the careers page, or GitHub.
Respond to Feedback, Especially Negative Ones
In IT, people share opinions on platforms like Glassdoor, GoWork, or in LinkedIn comments. Instead of ignoring them:
- Thank people for constructive criticism and show that you’re taking action based on it.
- Avoid defensiveness: public responses should be calm and professional, even if the comment was harsh.
- Encourage current employees to share positive experiences (but, of course, without pressure).
Building an employer brand is a process that doesn’t end after hiring. Every employee, every conversation, and every post online can (but doesn’t have to) work in your favor. How candidates perceive your company before the recruitment process directly impacts how many of them will even click “Apply”.
Professional and Engaging Recruitment Interviews
A recruitment interview in IT is not an exam; it’s a shared exploration to determine whether the candidate and the company are truly a good fit and whether it’s worth investing in a collaboration. Unfortunately, many interview processes still rely on a standard set of questions that candidates can recite from memory. The result? We miss the chance to truly understand their potential.
To make the interview genuinely valuable and support better hiring decisions, it’s worth focusing on three key elements:
Ask Questions That Reveal Thought Process
Instead of predictable questions like What are your strengths? Ask:
- What’s a technical challenge you’ve recently faced, and how did you solve it?
- What would you do if you joined a team that’s struggling with chaos?
- What are you most proud of in your code, and why?
These kinds of questions help uncover not just technical ability but also how the candidate approaches problems, sets priorities, works independently, and communicates.
Use real-world tasks instead of Academic Exercises
A well-designed practical task or a request for a code/project sample says more than multiple interviews. Ideally:
- The task is short and realistic (no more than 1-2 hours, no overtime).
- You evaluate not just the outcome, but the reasoning behind the solution.
- The task reflects real challenges from the role or project.
Avoid testing what can be Googled: test thinking, decision-making, solution quality, and tasks that can’t be easily completed by AI on the candidate’s behalf.
Evaluate Both Hard and Soft Skills Consistently
In IT, there’s often a focus solely on technical skills, overlooking soft skills. But in reality:
- A developer who can’t communicate clearly can slow down the entire team.
- A DevOps engineer who fails to respond under pressure is a risk to system stability.
- A leader who cannot inspire and build trust can hinder collaboration and limit growth even for the most capable team.
That’s why it’s important to create clear criteria for assessing soft skills, for example, by analyzing:
- their communication style during the interview,
- how they ask questions and respond to feedback,
- their attitude towards the interview task.
A well-conducted recruitment interview benefits not only the recruiter, but also the candidate. Even if the person isn’t hired, they walk away with a positive experience and may return in the future or recommend you to others.
Don’t Overlook “Overqualified Candidates”
Many recruiters instinctively view overqualified candidates as a risk. There’s often a fear that someone with extensive experience in a more senior role will quickly become bored, leave, or expect a higher salary. But by dismissing such candidates, you might be passing up a major opportunity for growth. In the IT industry, where innovation is constant, experienced professionals can bring tremendous value, regardless of the role they apply for.
Ask What Motivates Them to Pursue This Role
It’s important to understand what’s driving a candidate who may appear “overqualified” on paper. During the interview, consider asking:
What draws you to this role, given your experience with more advanced projects?
Why are you applying for a position that might be lower in the hierarchy than roles you’ve held before?
Their answers may reveal valuable insight. They might be seeking better work-life balance, exploring a new industry, or simply preferring a smaller, more focused work environment. Some may even be willing to accept a lower salary in exchange for greater job satisfaction.
Verify That Their Skills Are Current
Experience doesn’t always guarantee up-to-date skills. Especially with more senior candidates, there can be gaps due to fast-changing technologies. It’s worth conducting a brief skills test or asking for a practical assignment that demonstrates their familiarity with modern frameworks, programming languages, or workflows (e.g., Agile).
Also ask:
What technologies have you used in your recent projects?
What’s something new you’ve learned in the past few months?
This helps confirm that the candidate is not only experienced, but also capable of working with the latest tools and industry practices.
Consider Their Potential as Mentors or Future Leaders
Highly experienced candidates can play a vital role not only within the scope of their position, but also in the long-term growth of your team. Their background can make them excellent mentors, helping less experienced colleagues navigate complex challenges and adopt industry best practices. Many such professionals also possess the maturity to step into leadership or project management roles.
When hiring someone with extensive experience, it’s worth exploring their long-term potential within your organization:
- Growth into leadership: Does the candidate have aspirations to move into a leadership role? If so, discuss their career goals and how your company can support their development.
- Mentorship and knowledge transfer: Rather than seeing their qualifications as a threat, view them as a chance to strengthen your team and share expertise with junior team members.
In a field like IT, where tools, tech stacks, and methodologies evolve rapidly, experienced professionals are an invaluable asset. Instead of ruling them out, take the time to understand their motivations, assess their adaptability, and offer them the support they need to thrive. They may just become the key drivers of innovation or the future leaders of your company.
Promote Open Roles Within the Organization
Internal recruitment enables the development of talent that already understands the company culture, workflows, and business specifics. Instead of always turning to the outside market, consider giving current employees the opportunity to grow into more senior or specialized roles. Create clear paths for internal mobility and actively promote open positions across the organization. There are several effective ways to do this:
- Internal postings: Share job openings on internal communication platforms, the company intranet, or via internal newsletters.
- Info sessions: Host regular meetings or webinars where employees can learn about new openings and the expectations for each role.
- Honest career conversations: Ensure employees are aware of possible career paths. Managers and HR should engage in open dialogue about employee aspirations and professional development.
These efforts show employees that the company is invested in their future, enhancing engagement and loyalty while maximizing the potential of existing talent.
Treat Internal Candidates as Professionally as External Ones
Internal recruitment is often handled less formally, which can create the impression that internal candidates don’t need to go through the same process as external ones. This can lead to unprofessional handling and dissatisfaction among internal applicants who feel their efforts are undervalued.
To ensure the internal hiring process is fair and transparent, treat internal candidates with the same level of professionalism:
- Formal application and selection: Require internal candidates to apply formally, just as they would for an external opportunity. This may include submitting a CV, attending interviews, and completing competency-based assessments.
- Equal evaluation criteria: Assess internal candidates using the same standards you apply to external ones, including skills, experience, and cultural fit.
- Transparent feedback: Provide constructive feedback after the recruitment process. Even if an internal candidate isn’t selected, explain the reasons and offer development tips for future opportunities.
This builds a sense of fairness and motivation among employees and ensures the recruitment process is consistent with your company’s values.
Benefits of Internal Recruitment
Internal recruitment offers numerous advantages for both the company and its people. External hires may need time to adapt to the company culture and project dynamics, while internal candidates already have this understanding. As a result, the onboarding process is faster and more efficient. Promoting internal talent also drives employee motivation and loyalty. It strengthens team cohesion and reduces turnover by showing employees that real growth opportunities exist within the organization.
Cost Optimization
Internal hiring is often more cost-effective than external recruitment. It reduces the need for job advertisements, external recruiters, and lengthy selection procedures. It also lowers the risk of hiring mismatches, as the company already has insight into the candidate’s performance, work style, and cultural fit. That’s why internal recruitment should be a core part of your talent strategy. Don’t limit your search to the external market when your next top performer could already be on your team. Tapping into internal talent not only boosts employee engagement but also offers greater flexibility, faster onboarding, and lower recruitment costs.
True Recruitment Success Means Retaining and Developing Top Talent
Effective recruitment isn’t just about bringing in the right people; it’s also about creating an environment where top talent wants to stay and grow. By focusing on every stage of the process, from internal job postings to the final interview, you’ll boost your recruitment success, attract higher-quality candidates, and build a strong, dynamic team.