How To Run A Recruiting Meeting

Running a successful recruiting meeting involves setting a clear agenda, establishing expectations, fostering open communication, and evaluating the potential candidates based on their skills and fit for the company culture.

A recruiting meeting is a planned gathering of individuals involved in the hiring process, aimed at selecting the best candidates for job openings within an organization. It typically involves recruiters, HR personnel, hiring managers, and other relevant stakeholders who come together to review resumes, discuss candidate qualifications, conduct interviews, and make final decisions on job offers. The purpose of a recruiting meeting is to efficiently and effectively evaluate applicants in order to make informed hiring decisions that align with the organization’s goals and requirements.

What is the purpose of a Recruiting Meeting?

The purpose of running a recruiting meeting as a leader is to identify and attract potential candidates for job openings in the organization. During the meeting, leaders provide information about the company and the available positions, discuss requirements and qualifications, and answer questions from prospective candidates. The aim is to find the best-fit individuals who can contribute to the team’s success.

How To Run A Recruiting Meeting: Step-By-Step


Step 1: Preparing for the Meeting

To start recruiting, gather essential information about the job vacancy: job description, necessary skills, qualifications, and working conditions. This ensures a clear understanding of requirements.

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With ZipDo, our innovative app, preparing for team meetings has never been easier. Meeting organizers have the advantage of accessing all historical data, such as agendas and notes, in a centralized location. This efficiency not only saves time but also ensures thorough discussion of important matters.

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Step 2: Creating a Recruitment Strategy

In addition to promoting job listings on LinkedIn and working with recruitment agencies, other effective methods to attract competent candidates could include leveraging social media platforms, attending industry-specific job fairs, offering employee referral programs, and optimizing the company’s career website for search engine visibility.

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Step 3: Appointing a Recruitment Team

In addition to assigning duties to your HR department, it’s important to carefully select individuals who will play key roles in the hiring process. This includes interviewers, application screeners, and individuals who will effectively communicate with candidates on behalf of the company.


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Step 4: Setting Criteria for Selection

Defining the criteria that applicants must meet to pass each stage of recruitment, including CV assessment, personal interviews, and other tests or interviews is crucial for ensuring a fair and effective selection process.

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Step 5: Creating a Timeline

Plan a timeline: Applications due by [date], interviews conducted [dates], final decision made by [date]. Keep the recruitment process on track with clear deadlines for receiving applications, conducting interviews, and making a final decision.

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Step 6: Launching the Job Advertisement

We are seeking a highly motivated and experienced professional to join our team. The successful candidate will have strong skills in [specific skillsets] and a proven track record in [relevant experience]. Apply now!

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Step 7: Screening Applications

Once all job applications are received, evaluate them against your specific criteria and standards. Identify and prioritize the candidates who possess the necessary qualifications and skills for further consideration.

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Step 8: Conducting Interviews

During the scheduled interviews, thoroughly discuss the job responsibilities, evaluate candidates for a good fit, and address any inquiries they may have.

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Step 9: Evaluation and Selection

After thoroughly assessing candidates’ performance in interviews and tests, carefully analyze their qualifications and skills. Choose the candidate who best matches the requirements and demands of the job role.

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Step 10: Job Offer

Extend the successful candidate an official job offer, clearly outlining the job details such as salary, benefits, work hours, and the proposed starting date, ensuring that all necessary specifics are included to solidify acceptance.

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Step 11: Post-Meeting Analysis

Analyzing the recruitment process post-hiring offers key insights into recruitment efficiency, identifies areas to enhance, and informs future recruitment strategies for ongoing improvement, ultimately optimizing the overall hiring process.

Questions to ask as the leader of the meeting

1. What do you think are the most important qualities for this role and why?
Explanation: This question helps understand the candidate’s perception of the role and their understanding of its requirements.

2. Can you describe a situation where you faced a challenge at work and how you handled it?
Explanation: This question assesses the candidate’s problem-solving skills and their ability to overcome obstacles in the workplace.

3. How do you prioritize your work and manage your time effectively?
Explanation: This question evaluates the candidate’s organizational skills and their ability to handle multiple tasks and deadlines.

4. Can you give an example of a time when you had to work collaboratively in a team?
Explanation: This question helps determine the candidate’s teamwork skills and their ability to work harmoniously with others.

5. Describe an occasion when you had to adapt to a change in a work situation. How did you handle it?
Explanation: This question assesses the candidate’s adaptability and flexibility in dealing with unexpected changes.

6. What kind of feedback do you find most helpful and how do you handle criticism?
Explanation: This question gauges the candidate’s openness to feedback and their ability to accept constructive criticism.

7. How do you stay motivated and keep your enthusiasm high in a challenging work environment?
Explanation: This question helps determine the candidate’s resilience, motivation, and ability to remain positive in difficult situations.

8. Can you provide an example of how you have demonstrated leadership skills in a previous role?
Explanation: This question assesses the candidate’s leadership abilities and their experience in taking on leadership responsibilities.

9. How do you stay updated with industry trends and developments?
Explanation: This question evaluates the candidate’s commitment to continuous learning and their proactive approach to industry knowledge.

10. Why do you want to work for our organization specifically?
Explanation: This question helps assess the candidate’s interest in the company and their understanding of its mission, values, and goals.

As a leader, preparing a recruiting-meeting agenda requires careful thought and consideration. Start by clearly outlining the purpose of the meeting and the specific positions you are looking to fill. Include time for introductions, discussing job requirements, and evaluating candidates. Allocate time for open discussion and questions, and end the meeting with a summary of next steps and follow-up actions.

How To Prepare For A Recruiting Meeting
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During a recruiting meeting, it is crucial to discuss various topics such as the position requirements, job description, desired qualifications, company culture, compensation, benefits, and the hiring process. This ensures that both the hiring team and candidates have a clear understanding of expectations and can make informed decisions.

See Our Recruiting Meeting Template
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Software tools to facilitate a Recruiting Meeting

Software helps leaders run recruiting meetings more efficiently by providing tools for managing applicant data, scheduling interviews, and tracking the progress of candidates. It enables leaders to easily access and analyze candidate information, streamline communication with team members, and make data-driven decisions when selecting the right candidates. With software, leaders can save time, reduce manual tasks, and improve the overall effectiveness of their recruiting process.

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In conclusion, running a recruiting meeting successfully requires careful planning, effective communication, and an understanding of the specific needs of your organization. By following the steps outlined in this guide, you can ensure that your recruiting meetings are efficient, engaging, and productive. Remember to establish clear goals, prepare well, ask the right questions, and provide a positive experience that leaves a lasting impression on candidates. With practice and continuous improvement, you will be able to attract top talent and build a strong team that drives the success of your organization. So, go ahead and implement the strategies discussed here to make your next recruiting meeting a resounding success.

Popular Questions

What is the purpose of a recruiting meeting?

The main purpose of a recruiting meeting is to discuss potential candidates for job openings, establish recruiting strategies to attract quality candidates, decide on the steps of the recruitment process, and allocate the recruiting tasks among the team members.

Who typically attends a recruiting meeting?

Usually, a recruiting meeting is attended by HR managers, team leads, hiring managers, recruitment consultants, and sometimes the members of the team where the vacancy lies, who participate in the candidate selection process.

What type of information is typically discussed in a recruiting meeting?

In a recruiting meeting, typically, the personnel needs of the organization, profiles of potential candidates, job specifications, salary ranges, recruitment strategies, interview processes, and any challenges in filling a particular role are discussed.

How long should ideally a recruiting meeting be?

The ideal duration of a recruiting meeting will typically be between 30 minutes to an hour, depending on the complexity of the role to be filled, the number of positions open, and the recruiting challenges the organization is facing.

What is expected after a recruiting meeting?

After a recruiting meeting, you can expect the team to have a clear recruitment plan including defined roles and responsibilities, an agreed timeline for the recruitment, and a list of potential candidates to approach or interview. Follow-up actions and next steps are usually set out at the conclusion of the meeting.