Confidential Search: What are the Benefits and When is It Necessary?

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According to CNBC, 70% of jobs are never published publicly – and a large part of this number comes from jobs filled through a confidential search. When filling any position, there are many things for a hiring manager to consider. The first, and most important decision, should be whether the job needs to be posted publicly or kept confidential throughout the search process. When it comes to conducting a confidential search, there are many factors that make hiring more tedious. Because of this, most companies choose to outsource these roles to recruiting firms experienced in this type of search.

But what is a confidential search? When is it necessary? And why should you look to recruiting firms to conduct them? In this blog, we’re diving into all the instances when a confidential search is important and the benefits of partnering with a trusted recruiter for these types of roles.

What is a Confidential Search?

A confidential search is when a company is seeking to fill a position without advertising or alerting their employees, competitors, and/or clients that the job is open. When choosing between a traditional search and a confidential search, there are a few simple factors that determine which is needed. How you’ll advertise the role, how you’ll source candidates, the urgency of filling the position, and of course, the level of confidentiality desired, all should be considered.

Whether a position is vacant, newly created, or replacing a current employee – conducting a confidential search could be essential. When filling a confidential search, companies can’t carry out typical advertising and job postings online like they usually would. This results in much more time sourcing candidates in a more hands-on and direct way. Even without typical job postings live online, keeping an open position confidential can still be difficult to do for an internal talent acquisition team if not experienced.

Confidential Search Tips

When is a Confidential Search Necessary?

Replacing Executives or Management Positions – Avoiding Leadership Gaps

The most common reason companies choose to conduct a confidential search is when they’re replacing high-level positions in leadership. Based on a recent LinkedIn poll we did with our followers – 70% of hiring managers agreed that they conduct a confidential search when replacing an executive-level role. When planning to replace a current employee, especially one with a high level of responsibility, it’s better if they aren’t tipped off about the change before coverage has been arranged. Ideally, you’ll have a replacement lined up and ready to step in when the time comes, avoiding any gaps in leadership.

In general, the process of filling executive and senior management roles take longer than lower level roles. According to Monster, the average time it takes to fill an entry- to mid-level role is about eight weeks, while a high-level role can take anywhere from six months to a year. This makes it even more important to ensure the position isn’t left empty, when possible.

Exploring New Sectors/Products/Industries

Another common reason hiring managers choose a confidential search is when their company is rolling out a new product line, business model, secondary company, etc. In most cases, it’s important to keep industry competitors in the dark about upcoming expansion news until the public launch date. Posting detailed job openings that obviously allude to new product development, sector expansion, or a first-of-its-kind service, can lead to increased market competition. When looking to launch any type of industry disruption, being first to market is key when filling a need or service gap. No matter the industry, every company has competitors, and you never know who’s keeping a close eye on you as competition.

Experiencing Internal Changes or Reorganization

Companies going through drastic internal changes such as mergers, IPOs, or restructuring may want to keep certain open positions quiet. Often, these situations can be sensitive information when it comes to internal staff. If you have not made the big announcement yet, posting certain job titles may give it away. The last thing a company needs when going through an organizational change is panicked employees – which can often lead to early resignations. In these situations, a confidential search can also ensure you’re not deterring candidates from applying. Outsiders may see these changes as the company being unstable and would result in less of an applicant pool to choose from.

For the same reason, you also don’t want to put off your clients by the amount or type of jobs you have posted online. This can be especially true for executive level roles. Even if a current employee in leadership is retiring and aware of the hiring need, it still might be a good idea to fill their role confidentially to avoid clients questioning internal stability. Many companies also need to consider their competitors in this same situation. If competitors see a time of weakness for your business, they may begin to pose a bigger threat and possibly poach your customer base.

Reducing High Volumes of Unqualified Applicants

When it comes to a globally recognized brand name or commonly sought after company, it’s always better to hire confidentially. This helps avoid receiving an overwhelming number of unqualified applicants to sort through. If a role is going to be highly desired among a large group of candidates, (i.e., a sales executive at a Fortune 500 company) you can expect hundreds or even thousands of applicants. With such a large number of applicants, it’s likely only a small percentage will be fully qualified for the position.

Conducting a confidential search also helps to avoid candidates from adjusting and falsifying experiences and skillsets on their resume before they apply. Unfortunately, this can be a common occurrence and if you’re not familiar with the signs of a candidate exaggerating during interviews, it can lead to a bad hire – meaning the search process has to begin again. When a candidate connects with a recruiter, they are asked to present a resume before they are even sent the job description. This helps ensure you’re getting an accurate representation of the candidates’ authentic experiences.

Confidential Search Benefits

Benefits of Outsourcing a Confidential Search

Stress-Free Process

Overall, partnering with a recruiting firm ensures a stress-free environment for you and your staff. As mentioned, one small mistake can void confidentiality all together in a job search, causing a stressful hiring process for you and your internal hiring team. When using a recruiter who is experienced in confidential search, you can be confident that the position will be filled the right way.

Not to mention, an extra layer of confidentiality can be put into play when recruiters use NDAs in their search process. This is something Blue Signal does with 100% of our candidates. Having candidates sign NDAs before moving forward in the interview process and discussing company information is a great safety net to ensure confidentiality. Signed NDAs hold candidates accountable, so they don’t communicate any details related to the job opportunity with others. Recruiters also can guarantee an exclusive list of candidate outreach, so the info doesn’t get into the wrong hands. This is done by sourcing passive candidates rather than posting detailed job descriptions on online job boards.

Larger Candidate Pool

Because confidential searches are made primarily through passive candidates you can guarantee a much larger candidate pool, but without the added time screening unqualified candidates up front. Passive candidates are people who aren’t necessarily looking for a job change. They are thriving in their current role, which means regular job posts don’t typically reach these top performers. Recruiters can reach out to passive candidates directly and communicate the opportunity on a personal level. Through these one-on-one conversations, they’re able to relay certain aspects and details about the role that may pique their interest in making a move.

Save Time

Overall, facilitating a confidential search requires much more time to source and review talent. Studies have shown that 44% of candidates don’t receive feedback from a potential employer for weeks after applying. Not to mention, tests have found that the average hiring manager looks over a resume for only six to seven seconds. When working with a recruiting firm, especially on a confidential search, they are able to get back to candidates FAST and take the time to review each resume in full detail.

Recruiters also take on the added inconvenience of conducting initial candidate screenings and phone interviews. This allows them to fully vet candidates for your role before their resume even comes across your desk. Not to mention, the candidate will be fully briefed on the confidential aspects of the role and meet with you only after signing an NDA. This then allows you to interview candidates in detail without the stress of exposing sensitive company information.

Continued Recruiter Support

One of the most beneficial reasons to work with a recruiting firm during a confidential search is the overall partnership you receive along the way. Throughout the process, you’ll have the opportunity to gain expert-level advice, learn about best practices, and get questions answered by your recruiter. Once your recruiter identifies a great candidate, your partnership doesn’t end after the candidate’s first day. Recruiters are industry experts, and they are there to act as a partner for you and your company’s goals long-term. A great recruiter will offer support throughout new hire onboarding processes and candidate retention. Furthermore, once your recruiter understands your company’s goals, they can keep you in mind when another ideal candidate comes along in the future.

Conclusion

In the end, a confidential search done in partnership with a best-in-class recruiting firm will protect your team, brand, and drive authentic alignment with your hires. Blue Signal keeps 100% of our searches confidential, regardless of the type of search our clients choose. This helps us better protect the hiring manager’s time, gives us an exclusive candidate pool, and allows access to our own audience – which is wider than theirs on their own.

It’s important to remember, confidential searches can be much more difficult for non-experienced hiring managers. Don’t risk it – a minor slip up can cause a snowball effect and blow confidentiality fast. This is why we always recommend getting help from an experienced recruiting firm for all confidential searches. If you’re ready to partner with an expert or want to learn more about our search processes, reach out to us and we’ll connect you with a recruiter who is specialized in your industry.

Become a Dominant Hybrid Workforce by Leveraging Your Recruiter

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In this digital age, many companies are turning to virtual recruiting to help supplement an increasingly remote and hybrid workforce. Several top companies have started the switch, recognizably Ford, Citigroup, Microsoft, and Spotify. With the pandemic driving an immediate need, we’ve accelerated global digitization on a large scale. However, it’s leading many in management to question how going remote will affect productivity, profitability, and their workforce.

When it comes to employees’ wants, the message is clear. According to Dice’s 2021 Technologist Sentiment Survey, 59% of respondents preferred full-time remote work or some combination of in-office and remote work. Dice theorizes that the events of 2020 have given several professionals a new outlook on remote work, and in turn they have come to expect more flexibility from employers. Furthermore, Dice estimates that 149M new technology jobs will join the market by 2025 to support this digital shift. So how can companies make the switch to a hybrid workforce - especially among a market with such exponential growing need? That’s where virtual recruiting can help.

Dominant Hybrid Workforce - Employees Expect Flexibility

Choosing a Hybrid or Remote Workforce - What Recruiters Can Tell You

As a Hiring Authority

Several studies have proven that employing a hybrid workforce has had a positive impact on productivity, as well as significant money savings. From a hiring perspective, the greatest benefit of all comes from hybrid workforce models opening up the candidate pool to independent talent. By widening your search parameters and allowing people to telecommute, you can tap into a candidate pool that would have been inaccessible otherwise - whether that’s due to geography or time commitment constraints.

We know what you’re thinking - managing a remote workforce during 2020 was nothing short of an immense challenge - why would we go back to that? Contrary to popular belief, most of the struggles workers experienced during pandemic-era remote work aren’t a hindrance to actual remote work. For instance, with children going back to in-person learning settings, professionals no longer need to balance work with childcare during their normal 9 to 5. Not to mention, in this increasingly competitive marketplace, allowing hybrid work could be the key to better retention. In the talent acquisition industry we know that it’s not the setting that makes or breaks a good employee - it’s the employee themselves, and their drive to succeed. Those who do remote work right can do it well.

As an Employee

Hybrid work models offer a plethora of benefits for workers, when the job permits. Several noteworthy pros include   and better work/life balance. But if you were to ask a recruiter, they’d tell you that the most important benefit remote work gives you is location independence. Where would you live if you could take your work with you? The possibilities are only limited by the reach of your Wi-Fi! Simply put, negotiating hybrid or remote work options into your employment contract can give you more freedom in how and where you spend your time, and a recruiter can help support you on that journey.

 

Building Your New Talent Brand as a Hybrid Employer

Once you’ve decided to take the plunge and allow hybrid work, your next step should be toward solidifying your employer brand as a hybrid workforce. In order to attract the digitally savvy candidates you are looking for, you’ll have to meet them where they’re at. Focus your online presence on attracting candidates, especially those Gen Y (Millennials) and Gen Z professionals. Hybrid work models appeal greatly to the next economy-leading generations, which works out well considering they are the ones who were raised in the digital age. Leverage your recruiters to help you navigate this market. As talent specialists, we have the insider knowledge needed to hack into that hybrid-seeking candidate pool.

Dominant Hybrid Workforce - Things to Consider

Things to Consider When Supporting a Hybrid Workforce

New Hiring Processes

Just as with many areas of work changing to accommodate this digital shift, hiring is following suit. Make sure you are prepared to tackle this new process before beginning your talent searches. Do you have the right tools to recruit remotely? What are your new interview timeframes, when you counter in a mix of in-person and virtual interviews? Are you prepared to negotiate remote work structures when you make an employment offer?

Candidates are ready to ask for what they want when it comes to hybrid working. Your business needs to have offer letter structures in place that reflect what you need from which roles when it comes to hybrid work, such as: how often someone is required to be in office, what their working hours should be when working from home, and what the expectation is when it comes to completing various projects associated with the role. Your needs can vary in flexibility given the scope of the role you hire. Leverage your recruiter to ensure none of these details slip through the cracks, and make expectations clear from the onset.

New Onboarding Processes

Establish what your onboarding process will look like for new hybrid hires. Will initial training be in person? What will you provide for their remote office workspace, and what will they need to provide on their own? What kind of support can you give employees when they’re working remotely, such as IT, mentorship, HR contacts, etc.? It may be hard to visualize what you need ahead of time, but ask your recruiter for what practices would best fit your work model.

New Remote Company Culture

When allowing employees to work from home, it’s easy to forget that you are quite literally entering a new part of their lives. Even with virtual backgrounds and pre-scheduled meetings, you’ll be immersed in their home lives by “meeting” them in their own living rooms. This doesn’t need to change the professional dynamic of your reporting relationship, but it’s important to remember when building out this new remote company culture.

Even when working in-person, it’s a simple fact that most full-time professionals may be spending more time with their coworkers than they do with their own spouses and kids. Now, that same time is spent virtually! Therefore, it’s important to be real with your workforce in this setting and maintain that same bond that you would in person, over the computer or phone. Create an atmosphere of mutual respect that acknowledges the reality of working from home, and trust that they’re on task even when you can’t knock on their office door to check in. For more best practices on keeping a remote workforce actively engaged, ask your recruiter.

Fine-Tuning Remote Business Processes

Make sure to leverage opportunity when it’s presented to you. For instance, your newly hybrid workforce may be available to customers in different time zones, expanding the hours in which you’re accessible. Processes that were once manual may be able to be digitized, like submitting reports or internal communications.

Your recruiter can confirm, a hybrid workforce can come with some unforeseen advantages. However, knowing ahead of time what can and cannot be digitized will help you determine how often you need your employees in the office or remote. According to the Dice 2021 Technologist Sentiment Report, more than half of respondents indicated a preference for full-time remote work or a combination of in-office/remote work, while just 17% indicated they would prefer to work in an office 100% of the time. In Dice’s Q4 2020 Salary Survey, participants said they desired 2-3 days in-office per week - thus confirming that there is no one-size-fits-all approach to creating remote workforce plans. Consult with your recruiter on what best aligns the market’s wants with what you’re willing to offer potential employees.

 

How a Recruiter Can Help Build Your Hybrid Workforce

In the age of digital recruiting, there are several recruiters out there who specialize in procuring and supporting remote workers. Do your research and pick a hybrid workforce recruiter that you can partner with on your quest to dominate your new working model. A good recruiter will be able to coach you through the virtual hiring and onboarding process, a great recruiter will be able to take the hybrid interviewing off your hands. They will know how to best access the hybrid talent pool, and will provide search services catered to your unique search. Once you’ve found who you want to hire, your recruiter can impart best practices for an awesome, flexible office culture.

The world of employment is changing, and employers will need to adapt to remain competitive. Make sure to choose a plan that’s best for you by hiring a hybrid workforce recruiter that can deliver your hiring goals. As specialists in this space, Blue Signal can give you this and more on your way to becoming a dominant hybrid workforce.

Blue Signal Welcomes 11 New Team Members to Keep Up with Growing Demand

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In order to keep up with growing demand for Blue Signal's recruiting services, we recently welcomed 11 new additions to the Blue Signal staff. With these experienced and diverse extensions of our team, Blue Signal is on track to make more placements in 2020 than ever before. We're excited to introduce the newest members of our staff!

Meet Our New Recruits

Select a name to meet our new hires!

Wyatt Humrichous Project Manager

Your 4-Step Guide to Adopting New Hires into Company Culture

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As a hiring manager, you’ve done the hard part, going through endless levels of interviews to find the perfect candidate and now, it’s the start date. For a new hire, starting a new job can be exciting, overwhelming, and nerve wracking. Some people approach their new career with elation and confidence, ready to take on their responsibilities. However, some employees dread the first day - worried about the people they’ll meet, their supervisors’ management style and even where they will sit at lunch. Successfully integrating new hires into company culture is one of the most important hiring processes and can be a determining factor in your new hire’s career-span within the company.

Your new employee has already had a great first impression with their candidate hiring experience, now, it’s more crucial than ever to continue to impress  them with your company culture and keep that excitement and momentum going. Here’s a 4-step guide to the process of making new employees feel comfortable and part of the team from day 1.

New Employee Onboarding

 

1. Begin Onboarding Before the Official Start Date 

One way companies can introduce company culture to new hires is to start the process before they even arrive. When sending out materials to introduce them to the job, include internal materials that gives your new employee an inside look into the personality of the company. Take advantage of what is typically a to-the-point welcome letter to prepare your new hire for what they can expect on the first day in a fun and creative way. Providing them with a FAQ sheet, recommendations around the area, and a set first-day agenda can eliminate some of the worries and questions they may have upon arrival.

2. Create Fun Opportunities to Meet Fellow Coworkers

We’ve all played getting-to-know-you games as kids in school, and whether we liked them or not, they were undeniably effective at breaking the ice and encouraging interaction. Icebreakers and team facilitation activities are a great way to ease some of the tension your new hire may be feeling. Social media is also becoming a new and innovative way to create connections between employees. Help your employees merge into the company by encouraging them to follow company social media accounts, along with adding them to a private social network for your company. A private social network, such as a private Facebook group, allows employees to participate and feel active in conversations in a less formal setting. Ultimately, it comes down to implementing interactive opportunities to create a strong dynamic for your company culture.

3. Put Yourself in Their Shoes

Regardless of the amount of time your company has been established, company culture is something that is present from the very beginning. Unless you are the CEO or have been with the company from the ground up, chances are that you have had to go through the onboarding process as well once upon a time. It’s easy to forget the impressions and questions you had on your first day, but it’s critical to put yourself into their shoes and make them feel as comfortable and supported as possible. Remember, as a new employee, questions will be asked and mistakes will be made; these are expected and should be looked upon as a learning experience for both the new employee and manager. Putting in effort to realize that you were in the same position at some point in time allows a certain level of respect and rapport to be built.

4. Follow up

The number one place where companies fall short in the onboarding process is following up with your new hire to ensure they are understanding and enjoying their work. One of the easiest ways to guarantee long-term employment is to onboard them correctly and not let employees fall off your radar. According to the 2018 Recruiter Nation Survey from Jobvite, 39% of talent professionals dedicate between 1-3 business days to onboarding. Although it may involve increased efforts from larger companies, onboarding should be a priority and last weeks or even months as necessary. In addition to habitually checking up on your new hire, a simple follow up email is a valuable way to gain feedback and opens up an honest communication forum between all levels of authority.

Some of the biggest onboarding challenges are inconsistent applications, manager accountability and competing priorities. Adapting a new employee to the company culture and ensuring their success needs to be a priority to guarantee a positive experience. Keep in mind, helping your new hire fit into company culture can be simplified with these 4 easy steps: begin onboarding before the start date, create fun opportunities to meet coworkers, put yourself in their shoes, and follow up. 

We Are Here to Help

Are you a hiring manager or talent acquisition professional looking to expand your team? Ask us how we can help coach your onboarding process as needed! Blue Signal’s search process continues to impress our clients and our recruiters are dedicated to finding top talent within any industry.

 

Ready for a free hiring consultation?

Contact us today on ways we can help your organization.

(480) 939-3200

Building an Effective Employee Onboarding Program

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Closing the deal on a new hire can be a relief, but a signed job offer is not the end of the hiring process. New employees need a strong onboarding program to become truly effective. When a hiring manager invests time in a new employee in their first few months, the employee becomes a net contributor much faster.

Changing jobs is stressful. During the transition to a new job, small gestures make a big difference. Send the new employee a handwritten note or small gift to welcome them to the team. Ease difficult family transitions—such as selling and buying a house and relocating—wherever possible. This is especially appropriate if the employee is making a big relocation. Provide helpful materials so that the employee knows exactly what to expect on day one:

 

Helpful details include:

  • A map to the building that shows where to park and where to report
  • Instructions for who to report to
  • What time to arrive and the team’s typical workday hours
  • Any instructions or keycards needed to get into the office
  • Dress code, if necessary
  • Employee handbook

 

Make the new employee feel like part of the team before they even arrive for their first day. It will make the transition easier and faster. It is natural to feel nervous and even doubtful when starting a new job, so create an environment that welcomes them.

On their first day, make sure everything in the office is ready for them. They should have a fully furnished work area—do not make a new employee sit around on day one with no computer! They will need strong guidance for the first few days as they get their bearings, so give them a clear agenda to guide their activities through the day.

Onboarding new employee - workspace

Providing a organized workplace set-up makes a big difference in welcoming a new employee.

 

Meet regularly (ideally, daily) in the first week or so to follow-up on tasks, training, and daily activities. This will give them a structured time to bring up questions and challenges and solve them quickly. Get the employee’s input and feedback on their progress and monitor their work with a positive approach, providing resources where possible.

Provide all necessary office supplies, and a few branded company gifts, like a t-shirt in their size. The rest of the team should know the person’s name and a little bit about them. Send a welcome email to the new employee and CC the rest of the office. Take the whole team out to lunch on the first day, or even better, several times within their first few weeks. Where possible, help the new employee create relationships outside of their formal reporting structure, which will give them a sense of belonging and security, and also enable them to learn from many colleagues instead of relying solely on their direct supervisor.

Investing time and money in the employee onboarding process pays off. It helps new hires to build momentum towards being a net contributor. Laying a strong foundation during the onboarding process will result in happier and more productive employees.

Don’t Let New Hires Fend for Themselves

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Remember the last time you started a new job? I do. I was immediately transported to middle school P.E. class where I had been deemed hopelessly un-athletic by a crowd of my peers. There I was at my new job, left to fend for myself. Left to figure out what the internet password was. Left to learn where the coffee grounds were stored. This is the story of many new hires.

The onboarding process at your company shouldn’t resemble any type of embarrassing preteen feelings for your new hires. So why do so many first days begin like this? Your new employees proved themselves to you during the hiring process – we can help you prove yourself to them once they get started.

First impressions are everything. BambooHR surveyed 1,000 new hires and found that nearly one-third of them had quit their job within 6 months of starting it. In plain English, that means that no one got them up to speed within their position or company culture, so they left.

The goal is to create a mutually beneficial relationship between your company and the new hires.

 

1. Be prepared

Have your new hires’ desk set up with their computer and phone. Have paperwork and payroll set up. This gives the new hire a great welcome and shows them how organized, professional and important they are to your organization.

 

Chart - onboarding new hires

Source: shrm.org

2. Make sure they get to know the team

As human beings we focus on making immediate connections with our boss, direct reports, etc. But having weak relationships with the rest of the staff can breed alienation and cause conflict down the line. Encourage the whole team to get to know the new hire right away. Invite the entire staff to a game night or have a company lunch. This allows the team to connect as human beings rather than just coworkers in a more comfortable setting.

 

3. Create a proactive onboarding process

Throughout the entire hiring process you’re creating a company reputation. How you call, onboard, greet, and portray yourself reflects how your company does business. In this short window of time new hires decide if the position will be a good fit long term. Building a trusting relationship with your new hires and demonstrating you have good relationships with all current employees will make a new hire feel welcomed and want to stay.  If there is disconnect between the way you work and how you portrayed yourself during the interview process, you’re likely to lose your new hire to a company which stands by its core values.

 

4. Communication is key

Make your new hires feel like there’s more communication happening than they can handle. If you’ve ever worked for a company that didn’t communicate, you know exactly what I’m talking about. Poor communication and lack of transparency in your organization creates uncertainty, rumors and poor teamwork which can ultimately lead to company morale deterioration. Make sure your new hires know that questions are welcome at all times.

 

5. Check in with them

Don’t make them feel isolated like an awkward last pick in middle school P.E. class. Schedule regular check-ins with appropriate staff to ensure the company and the new hires are giving and receiving valuable feedback. The more often you meet, the more you’re able to gauge their happiness and make improvements on what could be changed. Having an open dialogue is proven to improve retention rates.

 

6. Wanna join my team?

A great onboarding process conveys organization, pride in company culture, and accountability to new hires. The most expert, talented and innovative workers can get paid well anywhere. What’s going to distinguish your company from the competition? Hopefully not leaving them standing alone, waiting to be asked to join your team.

 

Want more onboarding advice? Contact us at info@bluesignal.com.