How to Excel as a Contract Recruiter
Published: 13/10/2021
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In this article, we aim to help recruitment consultants excel in their careers. A contract recruiter must wear many hats, but one should not spread themselves too thin. So, what should your priorities be?
The landscape of recruitment agencies is highly competitive. As independent work has steadily grown, contract recruitment has specifically branched out to become its own industry.
Although this has created a new market, the contractor hiring space remains highly competitive. Most contractors possess advanced skills, and the permanent job market is experiencing a shortage of experienced workers. In other words, acquiring contractors can become quite costly for recruitment companies specialising in contracts.
This is why they should focus on retention and low turnover rates. Simply put, keeping a contractor long-term is much cheaper than replacing one after every placement. Furthermore, the art of ensuring they stay is effective contractor management.
Contract recruiters assist clients in locating and connecting with outsourced niche specialists for temporary work placements. This can be defined by a time frame, the duration of a project, or focus on a specific task.
Here is what goes into contract recruitment:
matching relevant contract workers with clients who are looking for their specific skills;
taking ownership of the collection and maintenance of the contractor’s documentation;
being the middle person between the contractor and the client in the event of performance-related issues;
a constant stream of communication and feedback with the contractors.
The provided list may not seem substantial. However, each point can be broken down into a separate set of skills. To save time, repetition, and unnecessary explanations, we outlined three key skills for an outsourced workforce recruiter instead.
A recruiter can excel even if their technical knowledge is somewhat lacking. Conversely, a recruiter without personal relationships with contractors is more likely to harm the agency in the long term.
When we form a relationship with someone, we naturally become more empathetic and understanding of their circumstances. We are less inclined to see them as just a cog in the corporate machine. Through human connection, we come to understand their thoughts and feelings better, making us more willing to forgive their errors.
So, if a contract recruiter who has maintained a close rapport with their contracts makes a mistake, it is less likely to be a big deal. When contractors establish a relationship with their agent, they develop trust in their goodwill and genuine efforts to help them secure a suitable placement. Based on a personal connection, they tend to be more forgiving of occasional hiccups.
However, when there is no connection, contractors won’t take a mistake on their part lightly. Even if there’s a valid reason for an otherwise overachieving recruiter’s underperformance, it’s irrelevant to the other party. They lack a relationship; therefore, their circumstances don’t matter to the contractors—only the outcome.
This is an easy example of how genuinely investing in the success of your contractors will keep them engaged. Building relationships is a key skill for excelling in contract recruitment.
Remaining mindful of details involves both technical knowledge and interpersonal skills. Recruitment is filled with small details to pay attention to; therefore, attention to detail is crucial for a successful contract recruiter.
The smallest error, such as a typo in an invoice, can have disastrous consequences. A single mistyped number can lead to substantial losses, including legal issues. From a relational perspective, it can damage the trust between you and the client or contractor—one that’s difficult to recover from.
But to err is human, is it not? Is there a way to avoid those little yet impactful admin mistakes? Yes! Our Recruitment software is built to minimise the need for manual data entry. It therefore eliminates the necessity to be extra vigilant and regains the time spent typing and checking.
Process automation doesn’t mean that the skill of being attentive to details is no longer relevant. Instead, it allows you to focus on areas that require human judgment. Being attentive remains vital when managing contractor and client communications, providing feedback, and setting goals.
To summarise, most focus-driven manual tasks can be automated. However, this means you need to reinvest that focus into tasks centred on human interactions.
The recruiter’s role is heavily focused on collecting and distributing information to relevant individuals. There is a significant amount of administrative work involved, which can only be successful when a steady flow is established. Given the high volumes of documentation that differ in nature and importance, a recruiter needs to be highly organised. Shortcomings in this area can harm the entire agency and its relationships with clients. The right software can assist with this.
Namely, a centralised document storage platform. Most SaaS tools already include it as a module, meaning you won’t need a separate system. However, while digital software makes organisational tasks easier, your human input will still be necessary. Scheduling calls, 1:1 meetings, feedback delivery, and other processes require your direct involvement. To some extent, these can also be automated through integrations of different solutions - but more on that in the next chapter.
Core responsibilities of contract recruitment can be supported by software. The market is filled with solutions that cater to various demands. Application Tracking Services (ATS), Client Relationship Management (CRM), time tracking solutions, e-signature services, and many other digital tools are designed to help you focus on people by reducing manual work.
We have briefly touched on how integrations can expand your automation opportunities. This topic is significant in its own right because integrations enable seamless business scaling. They allow the software you currently use to grow alongside your organisation.
Integrations unlock new functionalities of your digital toolset that would otherwise be unavailable. For example, by integrating an ATS with a work management system, you will see the contractor’s billing details and placement information appear on both platforms by only filling in one.
Additionally, various solutions gather distinct pieces of information. They then integrate them within a context that allows you to identify patterns, discover new opportunities, and mitigate risks.
Recruitment agency workers handle documents frequently. High volumes increase the likelihood of errors, which can be very costly. Let’s expand on a previously mentioned centralised document management system. Its functionality isn’t limited to just storing files.
There may be additional features added to assist with document management. For instance, Timesheet Portal integrates with a digital document signing solution. Instead of exporting, signing, and re-uploading a signed document, you can sign it directly on the platform.
Our system is also designed to track the documentation status of your contractors. Using Timesheet Portal, you can easily identify missing documents and monitor certificate expiration dates.
When working with personal data, security and data protection measures must always be a top priority. In the case of SaaS software, the provider assumes this responsibility. The developer is obligated to ensure the security of the platform, as well as its affiliated integrations and networks.
SaaS vendors utilise various methods of data encryption to prevent data breaches. Some even allow you complete control over encryption keys, thereby removing their ability to decrypt your company’s data.
However, security measures will vary depending on the provider. While some go the extra mile to protect your data, others provide only the bare minimum. Here’s a useful guide on which questions to ask to determine whether the vendor can be trusted.
Our online timesheet software for recruitment agencies is designed to meet the needs of contract recruitment. We offer extensive knowledge and coverage across construction, healthcare, IT, education, and other industries. Rich in integration options, Timesheet Portal serves as a valuable addition to any digital toolset. Whether you’re just beginning to build yours or seeking to upgrade, it’s a great enhancement to your strategy.
Smoother contract management was the primary goal when Timesheet Portal was launched in 2006. The additional features, integrations, and customisation options were developed based on feedback from our clients. We are focused on delivering exactly what the market needs, not what we presume it wants. To learn more about our story and values, visit our About Us page.
Being a contract recruiter is a demanding job. Achieving success in this field is an art that requires a perfect balance of technical and interpersonal skills. While there is no shortcut to becoming the industry’s best, there are certainly helpful tips and tricks that can reveal a few shortcuts.
One way to improve efficiency is by adopting an integrated software toolbox to minimise manual tasks. This allows you to focus on honing skills that improve with practice. Like any job, contract management demands resilience, patience, and consistency. However, this doesn’t mean you can’t use tools to support the process.
Are you ready to become a star contractor recruiter? Let us know, or even better, let us assist you.