Recruiting, selecting, and hiring staff is not a one-time event but a process with several steps: from posting the job, through interviews and tests, to hiring and closing the application. This process can be lengthy, and during this time, applicants may disappear. Additionally, not all job postings are closed once a candidate is chosen, neglecting a crucial stage.

Failing to finalize a recruitment, selection, and hiring process happens for various reasons and has different consequences. In this article, we explore these reasons and the importance of finishing what you start.

Why a Company Might Not Close a Job Application

HR organization Pandapé conducted a survey revealing that at least 44% of candidates disappear during the recruitment process. But why does this happen? Some main reasons are:

• Complex and Lengthy Processes: Processes with numerous activities, tests, and long interviews can make candidates drop out.
• Poor Company Reputation: A bad reputation can discourage applicants.
• Negative Experience in the Process: A negative experience can lead candidates to abandon the process.
• Lack of Communication: Poor communication negatively impacts applicants.
• Salary Below Expectations: If the offered salary is lower than expected, candidates may leave the process.
• Receiving a Counteroffer: Candidates may receive offers from their current employers to stay.
• Low Compatibility with the Employer: Candidates may feel that the company or management is not what they expected and decide not to continue.

Consequences: Candidate Ghosting

These reasons can lead to “candidate ghosting,” where a candidate stops responding or disappears. According to ZipRecruiter research, this usually occurs in:

• 50% during the job interview
• 40% throughout the process
• 22% on the first day of work (no-shows)
• 19% after accepting the offer but without signing the contract

This phenomenon is increasingly common and presents a significant challenge, especially in labor markets with low unemployment rates, where candidates have more options.

Why Completing the Recruitment Process is Important

Everything that starts must end. Completing the recruitment process has advantages such as:

• Knowing the Average Time to Close a Vacancy: This data is useful for improving future recruitment processes.
• Controlling Talent Attraction KPIs: Monitoring these indicators allows better control over the recruitment process.
• Reducing Hiring Costs: Identifying and correcting flaws in the process can reduce future costs.
• Identifying the Most Efficient Recruiters: Knowing who maximizes their time is essential for improving the process.
• Providing a Good Candidate Experience: Informing candidates about the closure of the process is appreciated by them.
• Strengthening Employer Branding: Completing the process strengthens the company’s reputation.
• Giving Managers Time: Closing the process allows managers to plan new staff requests.

Risks of Leaving a Job Application Open

Not completing a recruitment, selection, and hiring process poses certain risks:

1. Negative Image: How a company handles its processes defines the image it projects. Failing to close the recruitment process can discourage candidates from applying in the future and damage the employer brand. This translates into a reduced ability to attract qualified talent and can result in a negative cycle where vacancies become harder to fill.
2. Negative Candidate Experience: Lack of communication compromises the candidate’s experience and negatively impacts future candidates due to unfavorable reviews. Dissatisfied candidates may share their bad experiences on social media or job review sites, affecting the public perception of the company and its ability to attract talent in the future.
3. Internal Disorganization: Leaving processes open can create a disorganized work environment, affecting the efficiency and morale of the HR team. A lack of clear closure can lead to confusion about the status of vacancies, duplicate efforts, and increased unnecessary workload, leading to team burnout and less effective resource management.

Solutions to Complete the Recruitment Process

Processes should be continually improved, including properly closing them. Here are some solutions:

• Implementing a Clear Closing Strategy: Define a specific protocol for closing all vacancies, informing candidates about the status of their application and the next steps. This includes communicating with both selected and non-selected candidates, ensuring everyone involved knows the final status of the selection process.
• Ongoing Training: Ensure that the HR team is well-trained in best practices for communication and candidate management. Offering regular training on how to handle and close recruitment processes efficiently can improve the candidate experience and the company’s reputation.
• Using Technology: Utilize applicant tracking software (ATS) to help manage and close processes efficiently. These tools can automate many administrative tasks and ensure no candidate is left without a response.
• Hiring a Specialized Recruitment Firm: For critical or high-level positions, it is advisable to turn to specialized recruitment and executive search firms. Companies like Kilpatrick are known for their expertise in finding and hiring top-level talent, ensuring efficient and professional processes.

Properly closing a job application not only improves the candidate’s experience but also strengthens the company’s reputation and optimizes internal operations. Adopting these practices can make a significant difference in the efficiency and effectiveness of the recruitment process.