You can only manage what you can measure. So goes the adage from management guru, Peter Drucker.

On recruiting teams, it’s the recruiting operations managers and recruiting directors who use performance metrics. They track data and use it to guide their teams to success.

Recruiting teams often use two metrics to evaluate their interview processes:

    • Time spent per hire
    • Cost per hire

While these are good KPIs, especially for a whole team, there are newer metrics that can help managers and directors improve their recruiting and interviewing processes.

  1. Time spent per job type

It’s important to track interview metrics for similar positions. Here are some great places to start:

    • Total time spent conducting interviews per job type (in onsite and offsite minutes)
    • Number of interviews conducted per job type
    • Amount of time an interviewer needs to set aside per interview, per job type
How this helps

This data will help you target your most time-consuming interview processes.
If you know the total time spent conducting interviews in a job type, divide it by the total number of interviews conducted in that job type. That gives you the average time spent per hire, per job type.


Your team spends 1,000 hours per year hiring 100 data science engineers.                                      


That means your team spends an average of 100 hours per hire. If the full stack engineers only take 50 hours per hire, there’s a significant discrepancy there that you’ll want to address.

Once you’ve identified the job types that take up the most time, you can investigate why that’s happening and think about how to streamline their interview processes. Maybe the interviewer panel is too large, or there are too many interviews scheduled, or you’re not interviewing the right candidates and are having to bring more in later.

It will also help you allocate enough human resources for interviews.
You’ll want to know ahead of time that you have enough interviewers to get the job done in the coming months. If you don’t have enough trained interviewers, you’re headed for interviewer burnout.

To avoid that, identify your internal capacities early and train more interviewers if necessary. Here’s how you do that:


If you want to hire 10 data engineers in the next quarter, and each one takes 30 hours of time with interviewers, multiply those two numbers to calculate the total number of hours you’ll need from interviewers. In this case, it’s 300.


If you’re going to schedule each interviewer for three hours per week, or 36 hours per quarter (because there are 12 weeks in a quarter), you’ll divide the 300 by 36. You’ll need 8.33 interviewers to cover all the interviews.



Do you have enough of them? If not, it’s time to take action!

2. Recruiting leaderboard

Now that we have a balanced workload among the interviewers, let’s look at the recruiting coordinators. It’s simple to create a leaderboard that tracks your recruiting coordinators’ activity.

Here’s what it will measure for every recruiting coordinator:

    • Number of interviews scheduled
    • Number of interviews rescheduled
    • Number of interviews canceled
How this helps

Balance the load and avoid burnout.
In one glance, you can see how many interviews a recruiting coordinator has scheduled. That lets you identify who is the most burdened with work so you can adjust accordingly and avoid burnout.

Track metrics across global teams.
It’s difficult to track the progress of global recruiting coordinators and recruiters. Many companies use weekly meetings, but those are always tough to schedule given time differences. A leaderboard helps managers stay up to date with their global teams, and that leads to more clarity and better teamwork.

3. Measure waste

“Waste” happens on every team. It includes reschedules, cancellations, and updates. It’s considered waste because the recruiting coordinator has to go through the scheduling processes more than once. (Candidates can contribute to this metric with reschedules, so keep that in mind.)

Here’s what you want to measure for each interviewer:

    • Number of reschedules
    • Number of cancellations
    • Number of updates
How this helps

Fuel the best candidate experience!
A candidate’s experience may fall short as a result of multiple reschedules and sudden cancellations. Tracking waste helps recruiting operations managers encourage best practices in individual interviewers. It can help them get everyone on the team working toward the best candidate experience.

You can’t coach someone if you don’t know anything about their metrics. Once you have those in hand, you’ll be ready to offer them tailored support.

You can do this.

There are ways to track and access these metrics in just a few clicks. So while some teams refuse to track interview metrics, you can carefully pick which ones to prioritize.

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