How to Reduce Hiring Time: 9 Proven Strategies for Efficient Recruitment

Why Time to Hire Matters More Than Ever

The average time to hire continues to be a challenge across industries. On average, it takes about 36 days to fill a role, but that number can balloon depending on the position, process, and industry. If your hiring team is spending a longer time than necessary evaluating applicants, you're likely losing top candidates to companies that move faster.

Reducing time to hire isn't just about speed—it’s about efficiency, experience, and cost. When you optimize your recruitment process, you’ll not only reduce hiring costs and improve your hiring metrics, but also attract better-fit candidates and enhance your employer brand.

1. Know the Metrics That Matter

If you want to reduce your time to hire, you need to know your current benchmarks. Track metrics like time to fill, time it takes for a candidate to accept the offer, and total number of days in each hiring stage. Tools like your applicant tracking system (ATS) can provide valuable insights into where delays are occurring.

Hiring metrics such as cost per hire, number of applicants per job opening, and interview-to-offer ratio can also help identify bottlenecks. This data helps HR and recruiting teams make informed decisions to optimize your recruitment process without compromising candidate quality.

2. Streamline Your Screening Process

Resume screening, phone interviews, and assessments often take up the most time during the hiring process. If you're still manually reviewing every piece of paper that comes through, it’s time to use better tools.

Screen candidates using AI-powered screening technology that filters based on job requirements and skills. Automated interview scheduling can also save time and reduce friction for both candidates and hiring managers.

When screening candidates, focus on identifying the best candidates who meet the requirements early. This way, your hiring team spends less time on unqualified applicants and more time engaging high-potential candidates.

3. Standardize and Shorten Interview Rounds

Multiple rounds of interviews can create a longer time to hire, especially if schedules don’t align. Create a consistent interview process that allows you to assess candidate fit efficiently. Consider combining rounds or using structured interviews to evaluate both technical and cultural fit in fewer sessions.

A clear, collaborative approach with your hiring managers helps ensure the process and reduce unnecessary back-and-forth. You’ll improve your recruitment experience while decreasing the number of days it takes to fill a position.

4. Build a Proactive Talent Pipeline

Waiting until a job opening is live to begin sourcing candidates will almost always lead to a longer hiring process. Instead, build a talent pool of qualified candidates in advance. Talent acquisition teams that proactively engage job seekers can reduce the time it takes to fill a role significantly.

Utilize sourcing strategies like referral programs, internal mobility, and job boards to keep your talent pipeline active. The more potential candidates you already have in your system, the faster your hiring process can move.

You can also use social media platforms like LinkedIn and Facebook to attract new applicants and highlight your company culture.

5. Focus on Candidate Experience

The time it takes a candidate to accept the offer often depends on how positive their experience is throughout the hiring journey. A good experience supports your employer brand and reduces the risk of losing top candidates.

Make your application process smooth and mobile-friendly. Communicate clearly at every stage. Provide timely feedback and updates. When candidates feel valued and informed, they’re more likely to accept your offer—and faster.

Don’t forget: delays can impact the number of accepted job offers. Every day it takes to extend an offer increases the likelihood that your candidate has accepted one elsewhere.

6. Leverage Data-Driven Hiring Tools

Recruiting software and hiring solutions can help reduce your time to hire by automating routine tasks, providing insights, and supporting collaboration among hiring teams.

Use tools that allow you to track applications, analyze performance data, and align recruitment goals across departments. With the right resources, you can improve your recruitment outcomes and spend less time on administrative work.

Hiring teams can use platforms that integrate interview scheduling, candidate sourcing, and applicant tracking in one place—this reduces the number of steps, helping you hire faster.

7. Set Clear Expectations with Hiring Managers

Hiring managers play a crucial role in every hiring decision. But if they're unclear on requirements, timelines, or candidate profiles, your process will stall.

Start every new hiring need with a kickoff meeting. Clarify the job description, job requirements, number of interview rounds, and time expectations. Doing this upfront reduces back-and-forth and improves alignment across recruiting and hiring teams.

This internal collaboration helps fill roles more efficiently and reduces the overall amount of time spent evaluating candidates who aren’t the right fit.

8. Prioritize Internal Mobility and Referrals

Sometimes, the best candidates are already within your company. Filling a job opening with internal talent not only saves time but also helps retain great employees and reduce hiring costs.

Referrals also help you access pre-vetted, qualified candidates who already understand your culture. These hires are often faster to onboard and more likely to accept the offer.

In fact, companies with strong referral programs fill roles faster and with better results, all while reducing time-to-hire.

9. Don’t Let Perfection Delay Progress

Hiring doesn’t need to be perfect to be effective. The longer you take, the more likely you are to lose great people. Focus on hiring the right person—not the perfect one.

If you’ve already interviewed a candidate who checks all the must-have boxes, don’t hesitate. Make the job offer. When a candidate accepts quickly, you’ll save time and reduce the costs associated with an extended search.

The right approach balances quality with speed—and that’s where success lives.

Reducing your time to hire is more than a goal—it’s a competitive advantage. Companies that reduce the number of days it takes to hire can make better use of resources, spend less time on admin, and fill open roles faster. Whether you’re recruiting tech talent, entry-level employees, or leadership roles, the strategies above can help you reduce time without compromising quality.

When you improve your recruitment process and hire with intention, you don’t just fill jobs—you build a stronger business.

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