The Waiting Game Can Be a Losing Game
We were on a mid-search check-in call with a client. The recruiter says, "You will want to move quickly and schedule a second interview. This candidate seems like a strong match for your role."
Our client responds, "But he's really interested in our job! And we want to see what else comes in over the next 2 weeks."
The candidate really WAS interested. A timely offer would likely have been accepted. But timing matters. Another company moved faster, made an offer, and he accepted before he even got to a second interview with our client.
Unfortunately, this is a story we hear all too often.
Move Quickly—But Don't Rush
I tell our clients this all the time: Move as quickly as you can, while still being thorough. That doesn't mean skipping reference checks or eliminating an important interview. And it definitely doesn't mean impulsively offering the job to the first decent candidate because you're desperate to hire someone. It means eliminating unnecessary gaps in your process.
Let's say a promising candidate applies on Monday afternoon. We'll call her Susan. By Tuesday, reach out to schedule a phone screen. She's available on Friday. Susan's phone screen goes great, and you get the in-person interview on the calendar before you hang up.
Susan has her in-person interview on Thursday, and everyone agrees that Susan is worth pursuing. Start references immediately. Need a second interview? Reach out the next morning and get it scheduled.
Interviews and references are completed, and you've decided Susan is right for the job. Present Susan with an offer within 24–48 hours.
Stick with the process, but keep it moving! Get the next appointment on the calendar. Even if that appointment can't happen for a week, schedule it. The candidate knows you're interested and that the process is moving.
Communicate Often
Communication is just as important as speed.
If you tell a candidate you'll have an answer by Friday, you'd better get back to them by Friday. Maybe you don't have a final answer. That's okay. Tell the candidate that you are still working through the process and that they are still in the running.
Silence leaves candidates to fill in the blanks:
· I guess they hired someone else.
· Maybe they didn't like me.
· I thought that interview went well. What happened?
Poor communication and missing deadlines communicate something about your company. How you treat someone as a candidate informs them how you will treat them as an employee. If you say you'll call Friday with an update and don't call until the following Wednesday, you've already broken a small promise before they've even joined your team.
Candidate Pools Are Risky Business
Employers understandably want options. You interview someone you really like and think, They're great, but shouldn't we see who else is out there? Maybe.
But how much risk can you afford to take?
You interview Sam for an inside sales position. If you already have five promising candidates moving through interviews, you have potential backups. Be transparent with Sam that you are considering other candidates. Let him know when you'll be back in touch, and ask him to notify you if he receives any other offers before you've made your decision.
But what if you've been recruiting for a month for an install technician, applications have been scarce, and Greg is the first candidate who shows strong potential? Waiting two more weeks to see if someone better appears is a much bigger gamble.
Deciding on the candidate currently in the process is especially important for skilled labor roles. Associated Builders and Contractors estimates the construction industry needs to attract 349,000 additional workers in 2026 to meet demand. Waiting gives other employers the chance to close the deal before you do.
The Candidate Is Weighing Risk, Too
While you're thinking: I really like this candidate, but what if someone better comes along?
Your candidate may be thinking:
I really like this company, but I have another offer. Do I turn down a sure thing and hope this company eventually offers me the job?
They're managing risk, too.
The candidate knows they're interested in you. They don't know whether you're going to hire them. That's why “They're really interested in our job” doesn't mean they'll wait indefinitely.
Ask candidates directly, “Are you actively interviewing with other employers or considering other offers at this time?”
Not everyone will tell you, but their answer can give you valuable information about their timeline. If they say yes, follow up with, “If you receive an offer before we’ve completed our interview process, please let us know.”
A 2026 Indeed/Harris Poll survey found that 93% of surveyed hiring managers said they had lost top talent because their hiring process took too long. We see this happen multiple times a month.
Make It Easier to Interview
If your ideal candidate is employed (and there's a good chance they are), getting away from work at 2 pm on a Tuesday may be difficult. Depending on their job, a one-hour interview could require taking an entire PTO day.
Be creative.
Could you have a 30-minute Zoom conversation over their lunch break?
Could you meet them at 6:00 am before their shift?
Could you stay until 5 pm one evening?
It may inconvenience you a little, but flexibility can set you apart from other employers and give you access to candidates who simply can't accommodate a traditional interview schedule.
And don't let one member of the interview team stall your entire process. If a member of the interview team is unavailable (vacation, illness, PTO, client visit, etc.), consider whether you truly need to wait for them. Unless they're the direct hiring manager or essential to the decision, keep moving. If they are a critical piece, consider a brief Zoom or phone interview to confirm what the interview team observed.
Keep the Good Times Rolling
A great hiring process doesn't have to be rushed, but it does need momentum. Candidates notice when you communicate, follow through, and make their time feel valued. So when you find someone who could be the right fit, act with purpose because the waiting game may feel safe, but in today's market, it can quickly become a losing game.