The Complete Guide to Recruitment for 2025 — and Beyond

One of the core — and many interdependent — functions of any HR department is recruiting and selecting top talent that align with organizational needs and that also align with the company’s culture and goals.

It’s a delicate dance between community and marketing, but it’s one that you can easily master if you’re up for the challenge, whether you’re new to the world of recruitment or you’re an expert recruiter.

In this recruitment guide, we’ll learn everything there is to know about recruitment, including what it is and how it differs from talent acquisition. We’ll also look at the recruitment and selection process more closely, as well as the top trends, tools and metrics that will support your future recruitment efforts.

What is recruitment?

Recruitment refers to the process of identifying, sourcing, attracting, screening, interviewing, selecting, hiring and onboarding qualified candidates for available jobs within a company. It generally encompasses the complete hiring process, from start to finish.

It’s a rather straightforward process, and one that requires the HR department to work closely with other departments in the company.

Depending on the size of your company, you may have a dedicated team of hiring managers and recruiters for your recruitment efforts, or you may assign the responsibility to a single person.

How does recruitment differ from talent acquisition?

Although the terms “recruitment” and “talent acquisition” are often used interchangeably, and there is some overlap between the two processes, they’re two very different things. This becomes particularly noticeable when comparing the two as standalone roles.

Below, we’ve broken down the difference between recruitment and talent acquisition:

	Recruitment	Talent acquisition
Approach:	Transactional and reactive	Strategic and proactive
Focus:	Short-term hiring needs, immediate job openings	Long-term HR planning
Scope:	Sourcing, interviewing and hiring candidates	Workforce planning, employer branding, and building talent pools
Duration:	Short-term and immediate; concludes after a candidate is hired	Ongoing and continuous
Types of candidates:	Employees	Leaders and specialists
Selection criteria:	Immediate job requirements	Skill set, knowledge, experience and values
Talent assessment:	Basic assessments around job fitness	Comprehensive assessments

The different types of recruitment

There are two main types of recruitment: internal and external recruitment. Each can be further broken down into subtypes, which we’ll explore below.

Internal recruitment

Internal recruitment refers to the process of filling available vacancies internally — in other words: recruiting or promoting existing staff members.

It’s an often-overlooked recruitment method, but it’s one that can save your company time and money, especially when compared to external recruitment.

Types of internal recruitment include:

Promotions

Promotions involve moving an employee from their current position to a higher-level position with increased authority and responsibility, either within the same team or department or to a completely different one.

When promoting employees, it’s important to ensure they’re ready for a promotion. This includes evaluating their performance so far, as well as their proactiveness to take on new responsibilities, their ability to work autonomously, and their level of experience and skills.

Referrals

Employee referral programs are a great way to source talent, as they can speed up the recruitment process and they typically remove HR’s need to actively source candidates.

They involve current employees referring quality candidates to available vacancies within the company, including friends, relatives and professional contacts. When a position is successfully filled through a referral, the referring employees typically receives something in return, usually a bonus.

Re-employment

Re-employment refers to hiring former employees to fill current vacancies in the company, especially those employees who have a strong skill set and valuable expertise, and who have left the company on good terms.

Re-employment of employees usually occurs when the company directly contacts them for suitable positions and asks them about their availability. However, it can also occur as a result of unsolicited applications from said employees.

Succession planning

Succession planning is all about identifying top performers and potential leaders currently employed in the company, and mentoring, developing and preparing them for leadership roles in the future.

It’s not an immediate recruitment solution, however. In fact, it can take as many as 1–3 years to prepare potential employees for top-level positions — but it can be a worthwhile investment when you know another employee is planning to retire, for example.

Transfers

Employee transfers occur when a company relocates an employee to a different department or division within the same company. It might also involve transferring an employee to a different location, whether locally, nationally or internationally — for example, a branch manager might be transferred to a different branch in a different city.

While a transfer can prove disruptive to an employee’s personal and family life (such as if they’re transferred abroad), it can provide them with new experiences and challenges. It also allows the company to balance workloads across the organization.

External recruitment

External recruitment is the complete opposite of internal recruitment. Indeed, it involves hiring new employees (fresh talent with the right skills, knowledge and expertise) from external sources.

It can be a time-consuming and more expensive process than internal recruitment, but it can be more beneficial to the company in the long run.

Types of external recruitment include:

Job boards

Posting vacancies on job boards like Indeed, Monster and Glassdoor, and generally using online recruitment, to attract new talent is perhaps the most common strategy that companies, big or small, employ in their recruitment efforts.

For a better success rate, though, you should consider using niche job boards depending on the specific position you’re looking to fill. For example, if you have a vacancy for a graphic designer, you might want to advertise the position on sites like Dribbble or Behance.

Job fairs and career events

Another great way to recruit employees is to attend — and actively participate in — job fairs and career events, especially those locally that best align with your industry. They’re a fantastic way to meet potential candidates face to face and get to know them a little, while collecting their résumés.

Even if you’re not actively looking to fill a position, these events can be immensely helpful in building connections with professionals who might be interested in future opportunities with your company.

Professional associations

Advertising vacancies on professional and industry associations’ websites can be a great way to attract talent based on the required expertise for available positions. As these associations largely only allow members to view jobs, you will only receive applications from highly qualified candidates.

For example, if you’re looking to fill a civil engineering role, you could advertise it through the American Society of Civil Engineers. Likewise, if you’re looking for a qualified paleontologist, the Paleontological Society would be a great place to promote the vacancy.

Recruitment agencies

Recruitment agencies can be a great way to recruit new employees, particularly if you don’t have the time, know-how or resources to hire talent on your own. Indeed, they will do much of the work for you, from posting ads to screening candidates and arranging interviews.

That said, using a recruitment agency is one of the more expensive external recruitment methods available to you. In fact, they will typically charge you a fee ranging between 15% and 20% (and sometimes as high as 30%) of the successful candidate’s first annual salary.

For example, if a new employee was hired through a recruitment agency and is offered a $120,000 annual salary, you could potentially pay an additional $18,000–$36,000 on top of that figure.

Social media

Many jobseekers are increasingly turning to social media to find jobs, and many companies are increasingly posting vacancies on platforms like Facebook and Twitter — with successful outcomes. Indeed, social media recruitment just might be the future.

When advertising vacancies on social media, though, it’s important to make your posts engaging and unique. For example, instead of simply posting a link to the vacancy on your company website, you can use visuals (like images and videos) to make sure it gets noticed by the right people.

The recruitment and selection process

The entire recruitment and selection process encompasses 10 main stages, which we’ll explore below.

1. Identify the vacancy

First things first, identify the vacancy you need to fill.

This is relatively easy to identify when a current employee leaves, for example, but they’re harder to identify when additional or new roles needed to be added. In both cases, constant communication with team leaders and hiring managers is essential.

2. Complete a job analysis

The next step encompasses performing a job analysis — essentially, the specific skills and tasks required for the vacancy.

Often, a thorough job analysis can help you determine whether there is a vacancy to be filled or if the tasks can simply be redistributed within the team.

3. Craft a job description

Once it’s clear that there is a vacancy to be filled, you’ll need to craft a compelling job description for it. This should feature, among other things, the specific duties and tasks relating to the role, required skills and qualifications, work conditions, and anything else that clarifies expectations.

4. Create a candidate profile

Either after or during the job description creation process, it’s a good idea to create a candidate profile: a summary of the ideal candidate and the ideal characteristics, traits, skills and knowledge they must possess to excel in the position.

This candidate profile will be immensely useful later on in the recruitment and selection process, particularly when screening applicants.

5. Advertise the job

Now it’s time to get the vacancy noticed!

Depending on the specific recruitment methods that you choose to use, you can advertise the job either internally or externally. For example, you can post the job on the company’s intranet or on an online job board — or both.

6. Collect applications

This is where the selection process truly starts.

As job applications start coming through, carefully analyze each one, comparing candidates’ experience and skills against the candidate profile you created earlier. This will make shortlisting — the next step in the process — all the easier.

7. Shortlist candidates

There are a few reasons why companies don’t interview every single applicant — it’s time-consuming and expensive, being the biggest reasons.

A shortlist, in this case, will reduce the number of applicants to interview, focusing on only those that have potential, and again comparing them against the candidate profile.

8. Hold interviews

Next up: interviewing shortlisted candidates.

You can use different interview formats (like one-on-ones or panel interviews) for this, but what’s important to remember is to ask potential candidates a series of good questions. These should relate to the role and the candidate’s experience, but they should also probe into their personality and motivations.

9. Test candidates

While not essential, testing candidates can provide extra information on their suitability, which can ultimately aid in the decision-making process.

Pre-employment tests including aptitude, psychometric and personality tests, and are usually offered to candidates before a formal job offer is extended.

10. Inform the successful candidate

Once you’ve made a hiring decision, it’s time to let the successful candidate know the good news!

This is usually done via email or by phone (and then followed up via email), while internal candidates can also be informed in person.

Types of recruitment tools you need

At the core of your recruitment strategy is a selection of tools that will help you achieve your hiring needs.

There is a vast collection of recruitment tools to choose from, depending on what exactly you need as well as your budget.

Here are the main types of tools you need to know about:

1. Job boards

These online tools allow you to advertise open vacancies externally to ensure they receive attention from a wider pool of candidates. Candidates can either apply for the position directly on the job board or when being redirected to your company website.

2. Applicant tracking systems

These tools, which are also known as ATS for short, can be extremely useful in preliminary screenings of applications based on pre-set criteria. This ensures that only the most suitable candidates are presented to you.

3. CRM software

Candidate relationship management software often operate alongside applicant tracking systems. Unlike ATSs, which automatically screen incoming applications, CRM tools evaluate past applications to identify whether there are any viable candidates for current vacancies.

4. Video interviewing software

If you’re interviewing candidates across time zones and geographical locations, video interviewing software like Vidcruiter and Zappyhire can simplify and speed up the process. Moreover, some tools integrate AI that recognize speech patterns, gestures and facial expressions, giving you further insight into candidate behavior and performance.

5. Candidate assessment tools

If the role you’re recruiting for requires technical knowledge, or if you simply want to get a better understanding of a candidate’s personality, work preferences and overall cultural fitness, you can invest in different tools that provide custom or pre-made candidate assessments.

6. Background check software

Conducting thorough background checks into potential hires is crucial for identifying any red flags and ensuring that you bring the right people on board. As these checks can be time-consuming if conducted manually, it is, therefore, a good idea to invest in specialist software.

7. Candidate sourcing tools

Candidate sourcing tools are specialist software that are designed to help you identify and attract potential candidates for any current or future vacancies in your company. All you have to do is input keywords and search queries into these tools, and they automatically match you to suitable candidates.

8. Interview scheduling tools

When you need to schedule interviews with candidates, there’s a lot of back and forth involved trying to find a suitable time that works for both parties. With interview scheduling tools, however, this process is automated entirely, allowing candidates to pick a preferred time slot and even sends them calendar reminders.

9. AI recruiting tools

There are many different AI recruiting tools that you can incorporate into your hiring process, including tools that help you write compelling job descriptions, source and screen candidates, and assess interview performance.

10. Onboarding software

Once you’ve found and hired the right candidate, the process doesn’t end there: you still need to onboard them. Onboarding software such as Freshworks and Goco can be useful here, as it provides new hires with all the information they need.

Recruitment metrics

Using recruitment metrics — metrics that measure the effectiveness of your hiring process — can be immensely helpful in optimizing results and achieving recruitment objectives, whatever the size of your company.

There are many recruitment metrics you can measure, not least the following:

• Applicants per opening — the total number of applications received for a vacancy
• Application completion rate — the share of candidates who completed the job application process
• Cost per hire — the total cost invested in hiring, divided by the number of hires
• Offer acceptance rate — the comparison between the number of applicants accepting a job offer and the number of applicants who received an offer
• Recruitment ROI — the overall effectiveness and financial return of your recruitment strategies
• Selection ratio — the number of candidates hired vs the total number of candidates
• Sourcing channel cost — the total cost of advertising a vacancy on sourcing channels (eg: job boards)
• Time to fill — the number of days it takes to find and hire a new employee
• Time to hire — the number of days between when a candidate applies or is approached and accepts a job offer

Recruitment skills to develop

Every recruiter, whether they work for a small company or a large, international conglomerate, needs a specific and varied skill set to succeed on the job and make a positive contribution to their organization’s goals.

These include the following:

1. Communication

Recruiters must be exceptional communicators, for starters. Indeed, it’s a must-have skill, considering that they have to deal with candidates, hiring managers and stakeholders every day, whether it’s by phone, via email or in person.

2. Confidence

Confidence is vital in recruitment, as recruiters often persuade top talent to consider opportunities while also presenting their recommendations to hiring managers. It’s about exuding credibility, especially when candidates have reservations or hiring teams face tough decisions.

3. Time management

The entire recruitment process often involves simultaneously juggling multiple candidates, job vacancies and deadlines, and this demonstrates just how important time management is. Indeed, with great time management comes a seamless experience for everyone involved.

4. Negotiation

As a recruiter, you’ll frequently have to navigate salary discussions, benefits packages and employment terms. As such, being an excellent negotiator is crucial for the role, as it helps you reach a solution that both the company and the candidate are satisfied with. Indeed, it isn’t just about closing the deal — it’s more about making sure that both sides feel valued.

5. Marketing

Recruiting is as much about branding as it is about finding the right talent. Marketing skills, then, allow recruiters to showcase an employer’s value proposition through targeted campaigns, compelling job descriptions and appealing social media posts.

6. Sales

At its very core, recruiting is fundamentally a sales job that requires convincing candidates to consider a role and selling the company’s vision. Skilled recruiters use different sales techniques to keep candidates interested, counter competing offers and drive positive hiring outcomes.

7. Patience

Patience is often overlooked when it comes to recruitment skills, but it’s essential, especially when processes are prolonged as a result of unforeseen delays. From waiting for candidate decisions to handling many rounds of interviews, being patient helps you you remain professional and, yes, empathetic.

8. Relationship building

Great recruiters know that success is noted in strong relationships — that’s recruiting 101. Whether with candidates or stakeholders, building rapport and fostering trust leads to better recruitment outcomes. Meanwhile, long-term relationships often turn into valuable referrals.

9. Critical thinking

Recruiters face multifaceted challenges every day on the job. Critical thinking allows them navigate those challenges and come up with solutions to unexpected problems (like when a top candidate suddenly drops out of the race). It’s also essential in assessing cultural alignment in potential hires — and even identifying red flags.

10. Tech-savviness

Most — if not all — recruitment tasks and processes are carried out on a computer. This means that a recruiter must possess a sound knowledge of a variety of specialized software like applicant tracking systems and candidate relationship management systems. They must also be comfortable with using and navigating the internet and social media for sourcing talent.

Tips for developing a recruitment plan

Whatever the size of your company, you need an effective recruitment plan to make sure everything goes according to, well, plan. Here’s how to develop one:

1. Research recruitment needs

Developing a recruitment plan starts with research — a whole lot of it — to determine what you need out of it. Whether it’s shortening the hiring process, diversifying your workforce or cutting costs, identifying your recruitment needs will help you make recruitment decisions.

2. Forecast hiring needs

While it’s difficult to forecast when someone might leave, it’s still a good idea to take the time to forecast your company’s hiring needs for the next year — particularly if promotions are on the table or if the company is planning to make large-scale changes.

3. Update job descriptions

Make sure that job descriptions are accurate and up to date, particularly in terms of expectations and alignment with company goals. If you’re looking to fill new roles, make sure that those job descriptions reflect any changes.

4. Set a recruiting budget

A recruiting budget is essential for the company’s survival and success. Indeed, it will help you allocate the right resources to the right places, while provide you with a better understanding how the HR department is spending money for the company’s recruitment efforts.

5. Complete a skills gap analysis

Conducting a skills gap analysis between the skills your company currently has at its disposal and the skills it needs to meet its organizational goals can make all the difference in identifying — and addressing — gaps.

6. Choose the right tools

Whether it’s AI chatbots, job boards or applicant tracking systems (or a mix of different tools), figuring out which tools you need for your recruitment efforts will make all the difference. Make sure to research and test them before actually investing in them.

7. Establish a recruitment calendar

A recruitment calendar can be extremely helpful in determining when you might need to hire for a position. For example, if a current employee is scheduled to take parental leave in the fourth quarter, you can make a note in your calendar to start looking for a temp replacement in the third quarter.

8. Define your sourcing strategy

As we explored, there are many different types of internal and recruitment methods you can choose to guide your strategy of sourcing new hires. Whichever you choose, make sure it’s right for your company and aligns with your recruitment budget.

9. Create your selection process

A clearly structured and well-defined selection process won’t only be appreciated by applicants but will also help you choose candidates who will likely stay for the long run. Decide what types of interview methods you’ll use, how many rounds of interviews you’ll hold, as well as whether assessments and background checks are required — and when.

10. Establish your onboarding process

Finally, developing an effective recruitment plan includes establishing a thorough onboarding process — which ensures new hires are welcomed to the company and have the right training needed to do their jobs. This can include welcome packs, virtual mentorship programs and regular check-ins.

Top trends in recruitment

The recruitment landscape is constantly changing with new trends emerging every day. These trends should be studied in detail to ensure your recruitment strategy remains up to date for guaranteed success.

Some top trends to keep in mind for 2025 include:

• Embracing AI and automation. Beyond automating repetitive and time-consuming tasks, AI can help you uncover insights into your recruitment efforts as well as make smarter hiring decisions.
• Emphasizing internal mobility. Employees increasingly care about growth and development within their company. When you can offer them this, through promotions and transfers, they are more likely to stay for the long run.
• Focusing on Gen Z candidates. As this new generation begins to enter the workforce, it’s essential to open your recruitment processes up to them. This includes using social media and creating the right kind of employer branding to attract these workers.

Frequently asked questions

Still got questions about the effective recruitment of employees? We’ve got answers!

Final thoughts

Whether it’s deciphering the difference between recruitment and talent acquisition, identifying and choosing from the different types of recruitment, or discovering the latest trends and the best tools, we hope you found everything you need in this recruitment guide.

Got a question about recruitment, or want to share your own tips and insights with fellow HR and recruitment specialists? Let us know in the comments section below.

This article is a complete update of an earlier version originally published in 2016.