We hate to break it to you, but if you think posting a job and waiting for applications will be enough to find the best-suited candidate, it’s not!
If you want top talent, it’s time to take the initiative with candidate sourcing.
While recruiting typically focuses on managing applicants for open positions, sourcing is about proactively finding and engaging potential candidates, even before a role is posted.
Just keep reading, and you’ll get to know why sourcing matters, how it differs from recruiting, and the best sourcing strategies to help you succeed.
What is candidate sourcing, and why do you need it?
Candidate sourcing is the process of proactively identifying, engaging, and nurturing potential candidates for current or future job openings.
Unlike traditional recruiting, where candidates apply to advertised positions, sourcing is about going out and finding the right people, whether they are actively looking or not.
While sourcing has been around for a while, it’s especially important today because of increased competition for talent. Relying only on job postings and inbound applications can severely limit your reach and can often result in a longer hiring process.
But why do you need to source candidates? At the top of our mind, we can think of four reasons:
1. Having a larger pool of candidates
Candidate sourcing gives you access to a broader, more diverse talent pool, including those not actively looking for a job.
Passive candidates, who are content in their current roles but open to a better opportunity, are often the best fit for positions that require niche skills or experience.
Sourcing expands the candidate pool beyond those who apply to your job postings, ensuring that you’re not missing out on top talent just because they’re not actively applying.
2. Reducing time-to-hire
Sourcing allows you to build a pre-engaged pool of candidates. When a job opening arises, you don’t have to start from scratch. You already have qualified, vetted candidates in your pipeline who are familiar with your company and interested in future opportunities.
This proactive approach shortens time-to-hire and lets you move quickly when the right candidate comes along.
3. Filling hard-to-fill positions
Some roles require specific skills or experience, making them hard to fill. For example, positions in highly specialized fields such as data science, software development, or healthcare often have a limited talent pool.
Candidate sourcing allows you to seek out and engage candidates who have the exact qualifications you need, even if they aren’t actively job hunting. So when a critical role needs to be filled, you already have access to the right talent.
4. Gaining a competitive advantage
In many industries, competition for top talent is fierce. Sourcing candidates early puts you ahead of your competitors, who may still be waiting for candidates to apply.
You can build relationships with high-quality candidates and make sure that you’re the first to extend an offer when the right job opens up.
This proactive approach can give your company a distinct advantage over others that rely solely on inbound applications.
Sourcing vs recruiting: What’s the difference?
| Sourcing | Recruiting | |
| Timeline | Sourcing is an earlier activity that can range from a few days to several weeks to identify potential candidates. | Recruiting is a longer process, typically spanning several weeks to months, depending on the role and the number of qualified applicants. |
| Candidate interactions | You make initial contact with candidates via emails, LinkedIn messages, or job postings, sparking interest and engagement. | You engage more deeply by conducting phone screenings, interviews, and assessments to evaluate a candidate’s fit for the role and culture. |
| Outcome | The goal of sourcing is to build a pool of qualified candidates who can be quickly contacted when a position opens. | Recruiting culminates in the hiring of an individual who meets the role’s requirements and is a good cultural fit for the organization. |
| Focus | Sourcing focuses on building relationships with candidates for future roles to ensure a strong talent pipeline. | Recruiting is focused on filling an immediate position, often requiring quick action and final decisions. |
5 easy steps to nail candidate sourcing
Step 1: Define the ideal candidate
Before you start sourcing candidates, it’s important to first understand exactly who you’re looking for.
Think about the key skills, experience, and qualities that will make someone successful in the role. This includes technical expertise, soft skills, and how well they fit within your company culture.
Create a candidate persona, a visual representation of your ideal candidate. It helps you get on the same page with your team and ensures you’re sourcing the right talent.
Knowing this in detail will help guide your search and make sure you focus on the right candidates.
Step 2: Create a sourcing strategy
You can’t just throw a bunch of job postings out there and hope for the best. You need a strategy.
Start by figuring out where your ideal candidates hang out. It might be LinkedIn, specialized job boards, niche forums, or social media.
Then, decide how you’ll engage them. Will you send them an email, reach out through LinkedIn, or connect in other ways?
Break it down into phases. Start by gathering a list of potential candidates, then engage them personally.
A good strategy helps you be purposeful with your time and focus on the channels that deliver the best results. Keep scrolling to find out the winning sourcing strategies we have curated for you!
Step 3: Search and engage candidates
Now that you have your strategy in place, it’s time to start searching for candidates. Use advanced search filters and Boolean operators to narrow down the candidates who match your ideal profile.
Once you find them, the key is to engage. A generic message will not cut it. Personalize each outreach by highlighting specific experiences or skills that match what you’re looking for.
Take a multi-touch approach. For example, reach out via LinkedIn, then follow up with an email a few days later. This increases your chances of getting a response, especially with passive candidates.
Step 4: Build a talent pipeline
While sourcing candidates, you need to think in the long term. You also want to build a talent pool for future needs. Every time you connect with a great candidate, even if there’s no role for them right now, add them to your talent pipeline.
Stay in touch with them by sending occasional updates or engaging them with relevant content. This way, when a job opens up, you already have people you can reach out to.
Use a CRM or a recruitment management tool to track your candidates. Organize them by skills, experience, and level of interest so you can easily tap into your pipeline when the need arises.
Step 5: Measure success
It’s important to measure the impact of your sourcing efforts to improve continuously. Track key metrics like the number of candidates engaged, the conversion rate from initial contact to interview, and how many of them end up being hired.
Use analytics tools to track the performance of your sourcing efforts. If something’s not working, don’t be afraid to try new channels or methods to see what resonates with your target candidates.
This will help you see what’s working and what’s not, so you can tweak your approach as needed.
5 must-have tools for candidate sourcing
1. Easy-to-use applicant tracking system (ATS)
An applicant tracking system is a must-have for organizing and managing your candidate pool. A good ATS helps you track candidate information, store resumes, and manage the entire recruitment pipeline from sourcing to hiring.
It allows you to track your outreach efforts, monitor candidate status, and avoid losing qualified talent.
Look for an ATS with built-in sourcing features like resume parsing, candidate scoring, and easy communication tools to save time and improve your sourcing accuracy.
Plus, many ATS systems integrate with job boards and social media platforms, making it easy to source and engage candidates directly from within the tool.
2. Social media platforms
Platforms like LinkedIn, Twitter, and Facebook are invaluable for sourcing candidates, especially passive ones.
Using LinkedIn Recruiter or Sales Navigator is great for professional networking and finding more targeted candidates. Advanced search filters allow you narrow down prospects based on specific criteria, such as job title, location, and industry.
Additionally, Twitter and Facebook groups can help you connect with industry-specific recruitment communities where potential candidates engage and interact.
3. Job aggregators
Job aggregators like Indeed and Glassdoor allow you to cast a wide net and find candidates across multiple job boards and websites.
These platforms collect job postings from various sources and display them in one place, making it easy to reach a larger audience. They also offer tools to filter and narrow your search based on specific job requirements.
You should also use the resume database feature on these platforms to proactively search for candidates who have posted their resumes, rather than waiting for applicants to find your job post.
4. Professional meetup platforms
Platforms like Meetup are great for finding candidates who are actively participating in industry events, workshops, and networking groups.
There are virtual and in-person events on these platforms where you can discover and engage with passionate individuals in your industry.
Attend relevant meetups or webinars, and actively network with attendees to build relationships with potential candidates who are a good fit for your organization.
Whether it’s a tech meetup, a recruiting conference, or an entrepreneur networking group, these platforms can connect you with high-quality candidates.
5. Referral software
Employee referrals are one of the most effective ways to find candidates. Referral software like EmployeeReferrals.com streamlines the process by enabling employees to refer candidates within their networks easily.
Make your referral program as easy to use as possible by integrating it into your ATS. These tools often include rewards and tracking mechanisms to encourage participation.
Provide clear guidelines and incentives to boost employee participation in the referral program.
Manual vs automated sourcing tools: What’s the difference?
| Manual sourcing | Automated sourcing |
| Time-consuming, as recruiters manually search and review resumes, reach out to candidates, and schedule follow-ups. | Much faster, with AI and automation handling candidate search, outreach, and follow-ups. |
| Prone to human error and bias in candidate selection. | Higher accuracy through AI algorithms that match candidates based on predefined criteria. |
| Limited by time and resources, only a few candidates can be contacted at once. | Can handle large volumes of candidates quickly, allowing for broader outreach. |
| Requires manual effort to personalize outreach messages. | Personalized messaging at scale with automation tools, maintaining individual engagement. |
| Inconsistent outreach and follow-up due to manual workloads. | Consistent, automated outreach and follow-ups, ensuring no candidate is forgotten. |
| Limited to applicants who actively apply or are found through manual searches. | Access to both active and passive candidates, including those who aren’t actively job hunting. |
| Higher time investment from recruiters, which can lead to higher costs. | Saves time and reduces labor costs by automating repetitive tasks. |
What are the common challenges in talent sourcing?
1. Balancing quality and quantity
While it’s tempting to cast a wide net and try to connect with as many candidates as possible, this often leads to sifting through a large number of unqualified or less-than-ideal candidates.
That’s why your focus should always be on quality over quantity. Engaging with a smaller group of highly qualified, pre-vetted candidates is much more effective than reaching out to a vast list where the chances of finding the right fit are slimmer.
To tackle this challenge, use tools and filters that help refine your candidate pool. Platforms like LinkedIn,GitHub, or industry-specific boards offer advanced filters to narrow down your search to the most relevant talent.
2. Keeping candidates engaged
Engaging with candidates, especially passive ones, can feel like a constant challenge. Many candidates may not be actively looking for new opportunities, so it’s essential to keep them engaged and interested over time.
Reaching out with a generic email or message can often be a turn-off for passive candidates, so personalizing your outreach and making it relevant to their career goals is key.
Start by learning about their professional background, their current interests, and even what excites them about their work. Sending personalized, value-driven messages that acknowledge their expertise will make a big difference.
Keep candidates warm by checking in every few months with updates about the company, sharing relevant industry news, or offering new opportunities that align with their career goals.
3. Facing talent shortage in niche markets
In some industries or specific roles, the pool of qualified candidates can be incredibly small. Certain technical positions, such as data scientists or cybersecurity specialists, are notoriously difficult to fill because the talent is so specialized.
When sourcing for niche roles, consider expanding your search to adjacent fields. Look for candidates who might not have the exact experience you’re looking for but have transferable skills.
For instance, a data scientist with a background in a different domain (like marketing or finance) might be a great fit if they have the core technical skills you need.
4. Getting overwhelmed by data
Whether it’s resumes, LinkedIn profiles, or other candidate information, keeping track of all the details can become overwhelming. Without a streamlined process, it can be hard to stay organized, and important candidates might slip through the cracks.
The key here is to keep things organized and use the right tools. An applicant tracking system (ATS) can help you manage your candidate database more efficiently, allowing you to quickly find the information you need without getting bogged down.
Additionally, CRM tools can help you nurture relationships with candidates over time, ensuring you’re keeping them in the loop for future opportunities without overwhelming your team with manual data entry.
5. Overcoming bias
Unconscious bias is something that every recruiter faces, even if they don’t realize it. This reduces the pool of candidates you’re considering, and it can also lead to missed opportunities for diverse talent that can bring fresh perspectives to your team.
To minimize bias, implement structured and consistent sourcing methods. Avoid relying too heavily on subjective criteria or gut feeling when evaluating candidates. Instead, focus on objective skills and qualifications that align with the role.
Blind screening, in which identifying information such as names, schools, or genders is removed, can help eliminate bias early in the process. Tools like Textio can help neutralize job descriptions, ensuring they appeal to a broad audience.
Incorporating diversity and inclusion training for your team can also help raise awareness and reduce unconscious bias.
How does Recruit CRM help you in overcoming the sourcing challenges?
When it comes to sourcing candidates, over 2,000 staffing agencies across 100+ countries rely on Recruit CRM.
Many of our happy clients save up to 250 hours per week spent on candidate sourcing, while still building stronger talent pipelines and engaging top talent.
“How?”, you might ask. Here’s the answer:-
- AI-powered candidate matching: Our AI-driven candidate matching system automatically identifies candidates who are a great fit for the role based on their skills and experience.
- Automated outreach: No more copy-pasting the same message over and over. Recruit CRM lets you set up automated, personalized messages to candidates for email marketing, so you can reach out to more people without the repetitive work.
- Seamless LinkedIn integration: With our LinkedIn integration, you can automate connection requests, follow-ups, and messages, keeping your outreach consistent without the manual effort.
- Customizable workflow automations: Our customizable workflows let you automate these repetitive tasks so you can focus on building stronger relationships with candidates.
- Real-time analytics and reporting: Keep track of how your sourcing efforts are going with real-time analytics. You’ll have access to data that shows what’s working and where you can improve, so you can continuously fine-tune your process.
Still feel like you need to know more about the product?
Top 7 candidate sourcing strategies to help you source better
Social media is a good place to build relationships, find passive candidates, and engage with talent more personally. LinkedIn is the go-to platform for professional networking, but it’s worth looking beyond LinkedIn, too.
Twitter, for example, can be really helpful for connecting with industry thought leaders or candidates who are sharing valuable insights in your field.
Instagram can help you gauge a candidate’s creative side, especially for roles in design, marketing, or the arts.
When you engage in relevant conversations, share valuable content, and show what your company is about, you naturally attract candidates who might not have considered a job change yet.
2. Implement employee referral programs
Employee referrals are one of the most reliable ways to find great talent. Your team already knows your company culture and the kind of people who would fit in well, so they’re a valuable resource in your sourcing efforts.
To make referrals more attractive, incentivize the program, and make it easy for employees to refer candidates. Creating a simple, accessible platform for employees to submit referrals can boost participation, and rewards can ensure you keep getting high-quality candidates.
3. Advertise on niche job boards
Niche job boards have a unique advantage when sourcing talent. If you’re hiring for specialized roles, posting on general job boards can attract lots of applications from candidates who don’t quite fit the bill.
Job boards tailored to specific industries or skills help you connect with candidates who are already engaged in those fields. For example, Stack Overflow is great for tech roles, Behance for creative positions, and Medzilla for healthcare jobs.
This strategy helps you cut through the noise and target the right candidates without the overwhelming response from generic job sites.
4. Keep the hiring manager in the loop throughout the process
The hiring manager can provide valuable input about the kind of talent needed for the role beyond just skills and qualifications. They can help you identify traits and qualities that would make someone a perfect fit for the team or the company.
Keeping them involved early on ensures that the sourcing strategy aligns with their needs, making the hiring process smoother and more efficient.
When they’re part of the conversation from the beginning, you’re more likely to find candidates who are the right fit in both technical and cultural terms.
5. Optimize job listings for SEO
It’s essential to optimize your job postings for search engines. Just like with website content, the right keywords can make a significant difference in getting your job posts seen by the right candidates.
This means focusing on the job title, required skills, and industry-specific terms. A job listing that’s optimized for SEO helps your posting show up in search results and ensures you’re attracting candidates with the right skills.
Take some time to research common search terms for your industry and use those in your job descriptions. This can increase your reach and improve the quality of the candidates applying for your positions.
6. Implement an ATS + CRM system
Managing a pipeline of candidates can quickly become overwhelming without the right tools. An Applicant Tracking System (ATS) helps you streamline the hiring process by tracking candidate information and progress through the hiring funnel.
However, combining your ATS with a Customer Relationship Management (CRM) system can make your sourcing efforts even more powerful. The ATS helps you manage applicants, while the CRM allows you to nurture relationships with passive candidates.
7. Utilize recruitment marketing techniques
Sourcing means selling your company to potential hires. Recruitment marketing is about promoting your brand to attract candidates, just as marketing promotes a product to customers.
You want to showcase your company culture, highlight the benefits of working there, and let potential candidates know what makes your organization special.
Share employee testimonials, behind-the-scenes content, and your company’s mission on social media. Creating a strong employer brand attracts more candidates and helps you connect with individuals who are genuinely excited to join your team.
Avoid these 5 common mistakes in candidate sourcing
1. Overlooking candidate experience
One of the most common sourcing mistakes is focusing too heavily on the specific years of experience mentioned in the job description.
A candidate with less experience than you require can still be just as qualified, or even a better fit, due to their skills, work ethic, and the value they bring to the table.
Rigidly adhering to a fixed number of years can limit your options and cause you to overlook talented candidates with all the necessary abilities despite shorter work histories.
2. Relying solely on job boards
Don’t get us wrong, job boards are very helpful in sourcing. But they shouldn’t be the only tool you use.
While job boards allow you to reach a large number of candidates, many of them may not be the right fit, and you’re limiting your search to those actively applying.
A better approach is to diversify your sourcing efforts by using social media, niche job boards, and professional networks. Expanding your sourcing channels increases the chances of finding the right fit.
3. Ignoring employer branding
Employer branding plays a crucial role in attracting top candidates. It’s not enough to just post a job; candidates want to know what it’s like to work at your company.
A strong employer brand will make your company stand out in a crowded job market. To attract top talent, highlight your company’s values, culture, and the benefits of working there.
Share employee testimonials, company achievements, and the positive aspects of your workplace environment. Candidates are more likely to engage when they can clearly see that your company aligns with their own values and offers a supportive work environment.
4. Not personalizing communication
One of the most common sourcing mistakes is sending generic messages to potential candidates.
A message that feels like it was sent to hundreds of people is less likely to get a response. To stand out, personalize the experience. Reference something specific about the candidate, such as a project they’ve worked on or skills that caught your attention.
Explain why you think they would be a good fit for the role and company. Candidates appreciate when recruiters take the time to understand their background.
5. Neglecting candidates who fall short by a few points
Sometimes, candidates may lack one or two specific skills but bring a wealth of other qualities to the table.
Instead of focusing on an exact match, consider the broader picture: does the candidate show potential, adaptability, and a willingness to learn?
Sometimes the best candidates are those who don’t tick every single box but have the right mindset and the ability to grow into the role.
Frequently asked questions
1. How do I source candidates for remote positions?
Sourcing candidates for remote roles requires a slightly different approach. When posting a remote job, it’s crucial to emphasize the flexibility and benefits of remote work.
Start by leveraging remote-specific job boards like We Work Remotely or Remote.co, which cater specifically to candidates seeking remote opportunities.
Additionally, you can source candidates on social media platforms or professional networks like LinkedIn, specifically targeting those who list “remote” as a preferred work option.
It’s also important to look for candidates with experience in remote work or with the self-discipline and communication skills needed for remote positions.
2. What is the role of Boolean search in candidate sourcing, and how do I use it effectively?
Boolean search is an essential tool in candidate sourcing that lets you filter and refine your results using specific keywords, phrases, and operators such as “AND,” “OR,” and “NOT.” This helps narrow down your search and find candidates who exactly match your needs.
For example, if you’re sourcing for a software engineer, you can search for candidates who have experience in Python and JavaScript by using a search like: “Python AND JavaScript AND engineer.”
3. How do I incorporate gamification into candidate sourcing?
Gamification in candidate sourcing aims to make the process more engaging and interactive for potential candidates.
This could involve challenges or assessments that candidates complete, which will give you a better idea of their skills and also keep them interested in your company.
This allows candidates to showcase their abilities while engaging with your company in a fun, meaningful way. Gamification helps attract candidates who enjoy challenges and shows that your company values innovation and creativity.
4. What is a direct source candidate?
A direct source candidate is someone whom you actively find and reach out to without relying on job applications or third-party agencies.
These candidates are usually passive, meaning they weren’t actively seeking a job but were identified through sourcing channels such as LinkedIn, professional networks, or industry events.
Direct sourcing lets you target highly specific individuals who fit the role perfectly and engage them directly, which can lead to higher-quality hires.
5. How do I integrate “job crafting” into my sourcing strategy?
Job crafting is the process by which candidates shape and adapt their roles to better align with their strengths and interests.
Integrating job crafting into your sourcing strategy involves identifying candidates who don’t exactly fit the job description but have the potential to grow into the role in ways that align with their skills and passions.
To do this, during sourcing and interviews, have open conversations about the flexibility within the role and how it can evolve. Encourage candidates to bring their unique strengths to the table, which may enhance their engagement and performance in the long term.
6. How to automate LinkedIn sourcing?
Automate LinkedIn sourcing by using automation tools like Recruit CRM to send connection requests, personalized messages, and follow-ups at scale.
Set specific search filters to target candidates based on skills, experience, and location, refining your search using LinkedIn’s advanced operators. Automating follow-ups ensures candidates stay engaged without manual effort.
Track responses and engagement to stay organized and see which candidates need further outreach.
Blog summary
- Posting jobs isn’t enough to find the best candidates. Sourcing proactively allows you to find the right talent before roles are even open, giving you a competitive edge and reducing your time-to-hire.
- Sourcing is the process of identifying and engaging candidates before a role is posted, whereas recruiting focuses on managing applicants for open positions.
- The 5 steps to successful sourcing: define the ideal candidate, create a sourcing strategy, search and engage candidates, build a long-term talent pipeline, and measure success with key metrics.
- Essential tools for sourcing include an ATS, social media platforms, job aggregators, professional meetup platforms, and referral software.
- Manual sourcing is time-consuming and prone to error, while automated sourcing is faster, more accurate, and handles a larger volume of candidates.
- Common challenges in sourcing include balancing quality and quantity, keeping candidates engaged, talent shortages, data overload, and overcoming bias.
- Recruit CRM helps by offering AI-powered candidate matching, automated outreach, LinkedIn integration, customizable workflows, and real-time analytics to improve sourcing efficiency.
- FAQs cover topics like sourcing for remote positions, using Boolean search, incorporating gamification, direct sourcing, and job crafting in your strategy.
