May 14, 2024
May 14, 2024

The Importance of Regular Update Meetings with Hiring Managers

Isabel Strijland

Regular update meetings with hiring managers (HMs) are essential for maintaining effective communication, ensuring accurate recruitment processes, and building positive working relationships. Short weekly meetings can help in a variety of ways, from getting more regular feedback to developing a stronger personal rapport, and are a huge benefit in building positive working relationships. Here’s how to maximise the benefits of these meetings and keep your recruitment process on track.

Why Regular Update Meetings Matter

1. Consistent Feedback Loop: Weekly meetings with Hiring Managers ensure a consistent feedback loop. This helps in addressing any issues promptly, refining candidate searches, and making necessary adjustments to the recruitment strategy.

2. Stronger Relationships: Regular meetings help in developing a stronger personal rapport with HMs. This builds trust and fosters a collaborative working environment, making the recruitment process smoother and more effective.

3. Enhanced Communication: Frequent meetings ensure clear and accurate communication, reducing misunderstandings and ensuring everyone is on the same page regarding recruitment goals and candidate progress.

Frequency and Structure of Meetings

1. Meeting Frequency: Keep your meetings regular—weekly or, in busier periods, twice a week. This ensures speed, accuracy, and clear communication throughout the recruitment process.

2. Structured Agenda: Even if the meetings are short, having a structured agenda ensures they are productive and focused. A typical agenda could include:

  • Candidate Status Update: Review the current status of candidates in the pipeline.
  • Candidate CV Feedback Check: Discuss feedback on candidate CVs received from the HM.
  • Reporting: Present key performance metrics and updates.
  • Feedback from HM: Gather feedback from the HM on the recruitment process and candidate quality.

Reporting Achievements

Part of the in-house recruitment service is reporting your achievements back to the client. Regular updates not only demonstrate progress but also highlight the value you bring to the recruitment process. Key data points to report may include:

  • Number of Candidates Sourced: The total number of candidates identified during the recruitment process.
  • Number of First Screenings: The number of candidates who passed the initial screening stage.
  • Number of Candidates 2nd Stage: The number of candidates who progressed to onsite interviews.
  • Number of Offers: The total number of job offers extended to candidates.
  • Time-to-Hire: A comparison of the average time-to-hire before and after your involvement in the recruitment process.

Reporting Tools

While the ultimate goal is to create an interface that automatically updates with this information, allowing talent partners to focus on recruiting, in the meantime, the easiest way to present performance metrics is via a Google Sheets document. This method is straightforward, easily accessible, and allows for real-time updates and collaboration.

Example Progress Report

To illustrate how you can effectively present your progress, here is an example of a progress report template you can use:

Simple Hiring Progress Report


Regular update meetings with hiring managers are a cornerstone of an effective recruitment process. They ensure consistent feedback, build strong working relationships, and enhance communication. By maintaining a regular meeting schedule, having a structured agenda, and reporting your achievements, you can streamline the recruitment process and demonstrate the value you bring to the team.

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