Use Outlook signatures to improve candidate experience. Seriously.

Anybody who has ever worked with me knows that I often approach sourcing like a marketer.  That is, I conduct my research, compile lists of candidates, then engage them repeatedly in volume via mail merge or InMail.  This is a great way to quickly build a candidate pipeline, but it does present one issue: managing the responses.

I make it a point to correspond with every candidate who replies to me, even those who decline (ESPECIALLY those who decline).  Most recruiters don’t do this (the dreaded HR black hole), so it differentiates me from my competitors, and also generates referrals.  I go one step further, and set a reminder to follow up with them again after a reasonable period of time, usually 3-6 months.

So how do I handle the repetitive task of sending similar messages to thousands of candidates?  Outlook signatures.  Simple, pre-written responses that I can send to each individual with no typing, just a couple of clicks.  When a candidate replies to my initial message, there are three common messages that I send.

1) Thanks for sending your resume, let’s talk
2) Thanks for your reply, sorry you’re not interested, let’s keep in touch.
3) LinkedIn trimmed your attachment, please email it to me directly

I also have a signature that I send to candidates when they are rejected, for whatever reason.

While none of these signatures go into great detail, I’ve found the engagement outweighs the message.  That is, candidates don’t want to be left hanging, so even if my replies appear somewhat “canned”, it is better than no response at all.

Jubal Ince

Jubal Ince

A recruitment marketing geek based in Portland, Oregon, Jubal Ince is a the Founder and Chief Talent Strategist at HireMob.

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