What is sourcing in recruitment?

Sourcing candidates involves identifying quality job seekers for open positions and contacting them proactively. It’s generally one of the first steps in the recruiting and hiring process.

Candidate sourcing is often handled by the human resources (HR) department. Some larger organizations may have dedicated staff members to manage candidate sourcing, while others assign sourcing to recruiters or other HR team members.

Types of sourcing methods for finding candidates

Having job sourcing options can help you reach a broader audience. Consider the following ways you might connect with job seekers.

1. Social media

Create posts about your hiring needs, potentially including the benefits of working for your company, special hiring events and profiles of current team members. Encourage your followers to share the posts about job openings to reach additional job seekers. For additional tips on using sourcing candidates, check out our social media recruiting toolkit.

2. Employee referrals

An employee referral program could attract potential candidates. Current company employees understand your organization’s needs, which may help them make effective referrals. Adding an incentive, such as a cash bonus, for successful referrals might motivate your staff to use the program.

3. Hiring events

Hiring-focused events let you connect directly with potential candidates. Consider holding on-site interviews at employment fairs. Networking events may help you meet prospective employees or industry professionals who could refer candidates to you.

You can also host open house events at your business to introduce job seekers to your operations and current employees. The open house can include screening interviews and demonstrations to encourage attendees to apply.

4. Boolean search

Boolean searches let you identify specific keywords you want to include or exclude in your search results. By using the words “and,” “or” and “not,” Boolean searches allow you to quickly navigate to and find the information you’re looking for. This can help you search for specific skills or certificates, and scan an extensive database of resumes quickly.

For example, you might search “ChatGPT” OR “AI” when searching for candidates with large language model (LLM) experience.

5. Candidate databases

Using a database of past applicants may help you find candidates who match a new position and are still interested in working for your organization. You can start building a talent pool with a general application even before you have openings. Communicating with job seekers in the database through occasional emails can help keep them interested.

An applicant tracking system (ATS) can also help with these tasks by automating resume screening, cataloging applicants’ information and emailing candidates updates throughout the hiring process.

6. Job postings

You can write effective job posts by including detailed lists of qualifications. Including information on the company culture may help you attract people who share your values and support your mission.

Review old job postings to verify the details are accurate. Posting your open position in multiple locations, including your website and job boards like Indeed, can increase the number of applications you receive.

7. Promoting internal candidates

Internal candidates may work well for your open roles because they already know your expectations and are likely familiar with the company culture. Your department heads may have recommendations for various positions.

What are active and passive candidates?

Active candidates are individuals readily seeking employment and taking steps to secure a new job. Passive candidates aren’t actively searching for jobs but would be open to a new employment opportunity.

Active candidates might be easier to source because they’re looking for positions. Potential HR sourcing methods for active candidates may include:

• Social media
• Job boards
• Indeed Smart Sourcing
• Hiring events

To reach passive candidates, you might use the following methods:

• Employee referrals
• Promotions
• Networking
• Social media

Steps for sourcing candidates

The following steps can help you source active and passive candidates effectively.

1. Evaluate the open position

Understanding the requirements for the open position can help the HR department tailor sourcing methods. When selecting the best sourcing method, the HR team may speak with the hiring manager and employees in similar positions to clarify the needs for the role and the hiring timeline.

2. Create a job description and posting

The job description is often the first notification a job seeker has about your vacancy. Creating an interesting, detailed job posting may encourage job seekers to apply.

3. Consider your methods

Determine which sourcing methods may be most effective for the job you’re filling. For an entry-level position, active candidates may be an effective choice. Job fairs, candidate databases and job postings may help you find active candidates.

You might prefer a passive candidate search for a specialized position. For instance, you might identify professionals currently in executive-level roles to source candidates with relevant experience.

4. Implement your candidate sourcing methods

This step involves writing content for different methods, such as job ads and social media posts. You can then gather resumes and job applications from active candidates and contact passive ones.

5. Contact candidates

In larger organizations, the recruiting team might manage all resumes and send a candidate shortlist to the hiring manager. The owner or manager might select and contact candidates in companies without dedicated HR teams.

Sourcing best practices

Regardless of who manages hiring for your organization, the following best practices can improve the sourcing process.

Look at the metrics

Monitoring the analytics for various candidate sourcing methods can help you determine which options are most effective. Your ATS or other recruitment tools can provide data about the sources for all candidates and successful hires.

You can also calculate retention rates based on different sources. For example, you might discover new hires sourced from your employee referral program stay with your company longer than applicants from your job posting.

Work with the hiring manager

Your hiring manager should collaborate with the recruiter so both professionals understand the company’s goals for filling the open position. The hiring manager may be more updated on the specific skills that would benefit the role, and sharing that information can help you source candidates with the necessary qualifications.

Use multiple sources

By using a combination of job sourcing methods, you can reach more active job seekers or passive candidates. For example, you might post a job description on your website, list the opening on Indeed and create a series of social media posts.

FAQs about job sourcing

What is the difference between candidate sourcing and recruiting?

Both candidate sourcing and recruiting involve attracting talent. Candidate sourcing focuses only on finding candidates for an opening. Recruiting is a broader process that involves building relationships with candidates, screening applications and hiring.

Why is sourcing candidates an important step?

Choosing effective sourcing methods can help you find candidates who match your job requirements. It can increase the quality of candidates by reaching a wider audience. Having a sourcing plan streamlines the recruiting and hiring process by giving your recruiters and hiring managers go-to strategies.