The recruiting profession is challenging, and that’s the case even if you’re succeeding as an agency recruiter or search consultant.

And these days, the job market isn’t exactly frothy. It’s not the “good old days” anymore, and in this case, the “good old days” were 2022.

But until the “good old days” return, let’s keep moving full-speed ahead. And let’s also ask recruiters about the challenges they’re currently facing . . . in the form of a survey!

That’s because we recently conducted a survey, gathering insights from recruiters about the most pressing obstacles they face. The results reveal that sourcing qualified candidates, managing client relationships, handling administrative burdens, and dealing with candidate ghosting and counteroffers are among the most significant hurdles.

So let’s break down the key findings from our survey, shall we? And not only will we present the results, but we’ll also offer actionable solutions. Because what’s a challenge without a solution?

Finding Qualified Candidates: The #1 Recruiting Challenge

One of the most striking survey results is that a whopping 61.9% of recruiters cite finding qualified candidates as their biggest day-to-day struggle. The job market remains highly competitive, with certain industries facing extreme talent shortages.

Why is Sourcing Candidates So Difficult?

• Niche skill gaps: 41.0% of recruiters report difficulties attracting candidates with specialized skills, particularly in fields such as technology, healthcare, and engineering.
• Limited access to passive talent: 26.9% say reaching passive job seekers (those who aren’t actively looking for a new job) is a major challenge.
• Competition from other recruiters: 18.7% of respondents say rival agencies make it harder to place candidates before someone else does.

Solutions for Finding Top Talent

1. Expand sourcing channels – Relying solely on job boards isn’t enough. Leverage social media, networking events, referrals, and alumni groups to discover untapped talent.
2. Engage passive candidates – Build long-term relationships with candidates before they need a job. Personalized outreach and regular check-ins make a difference.
3. Utilize AI-powered sourcing tools – Recruitment technology can automate candidate matching, identify skill gaps, and refine outreach efforts, saving time and improving efficiency.
4. Offer value to candidates – The best candidates aren’t always actively looking, but they will engage if offered career growth insights, salary benchmarking, and industry trends.

Administrative Tasks vs. Direct Recruiting: The Time Drain

Recruiters thrive when they can focus on engaging with candidates and clients, but administrative tasks often consume valuable hours.

• 48.5% of recruiters say they spend at least 25% of their time on administrative work.
• 3.7% of recruiters report spending over 50% of their time on tasks unrelated to direct recruiting.

Ways to Reduce Administrative Work

1. Outsource or delegate – Where possible, hire virtual assistants or use AI-driven solutions to handle scheduling and data entry.
2. Prioritize high-impact activities – Recruiters should focus their efforts on relationship-building and strategic sourcing, leaving repetitive tasks to automated solutions.

Candidate Ghosting & Counteroffers: A Recruiter’s Nightmare

Candidate ghosting (when candidates disappear mid-process) remains a serious issue, with:

• 12.7% of recruiters experiencing it frequently
• 64.2% occasionally dealing with ghosting

Meanwhile, counteroffers from a candidate’s current employer are also problematic:

• 48.5% of recruiters say it’s a moderate problem
• 6.7% say it’s a major challenge

How to Reduce Ghosting and Counteroffers

1. Set clear expectations early – Ensure candidates understand the hiring timeline, interview process, and job expectations to reduce uncertainty.
2. Strengthen engagement – Regular check-ins, personalized communication, and transparency can build trust and prevent last-minute dropouts.
3. Educate candidates on counteroffers – Many candidates accept counteroffers but leave within six months anyway. Highlight long-term career benefits of the new opportunity.

Client Management: Communication & Expectation Gaps

Building strong client relationships is just as important as finding candidates. However, many recruiters struggle with:

• 47.0% saying inconsistent communication from clients is their biggest challenge.
• 43.3% citing unrealistic expectations regarding candidate qualifications or hiring timelines.

Tips for Managing Client Relationships

1. Educate clients about market trends – Provide data-backed insights on hiring trends, salary expectations, and available talent pools.
2. Set clear hiring roadmaps – Establish a structured hiring process with agreed-upon deadlines and candidate expectations.
3. Enhance client communication – Weekly updates and real-time feedback loops can prevent misunderstandings and delays.

Market Shifts & Recruiting Competition

The recruiting landscape is shifting due to economic fluctuations and talent shortages:

• 88.8% of recruiters say they are experiencing challenges due to changing market conditions.
• 58.2% feel competition from other recruiters is making it harder to close roles.

Staying Competitive in a Changing Market

1. Develop specialized expertise – Niche recruiters with deep industry knowledge often outperform generalists.
2. Leverage employer branding – Help clients improve their reputation as employers to attract top talent.
3. Adapt to market trends – Stay ahead by monitoring economic shifts, job market reports, and hiring patterns.

Burnout & Stress: An Underlying Issue in Recruiting

Recruiting is a high-pressure profession, and burnout is a real concern:

• 23.1% of recruiters struggle with stress and burnout.
• 41.8% have effective stress-management strategies in place.

How to Manage Stress in Recruiting

1. Prioritize work-life balance – Set boundaries for work hours and take breaks when needed.
2. Build a support network – Connect with mentors, colleagues, and recruiter groups for advice and encouragement.
3. Celebrate small wins – Acknowledging successes, even minor ones, can help maintain motivation and perspective.

Final Thoughts . . .

We’re not even two months into 2025, so it’s too early to tell what kind of year this year is going to be for recruiters and search consultants. But we know one thing for sure—whatever type of year it is, there will be challenges aplenty.

Which is why I encourage you to leverage the resources of TE Network to maximize your recruiting desk and agency so you can generate more revenue. Because, as we have been fond of saying down through the years, “half a loaf is better than no loaf.”

Half a placement fee is better than NO placement fee. And when you have no fees, that’s when things become truly challenging.

At Top Echelon, we’re always looking for innovative ways to help recruiters build stronger connections and close more placements. That’s why we’re excited to announce our latest integration: TE Recruit + Dubb Video Messaging!

What is Dubb?

Dubb is a powerful video communication platform that enables recruiters to create personalized video messages, record screens, and track engagement—making candidate outreach, client communication, and business development more impactful.

How This Integration Benefits You

🔹 Personalized Video Outreach – Stand out by sending video messages directly from TE Recruit to candidates and clients.
🔹 Seamless Video Recording – Easily record from your computer or mobile, sharing insights, job opportunities, or interview feedback.
🔹 Track Engagement – Know when your videos are watched so you can follow up at the perfect time.
🔹 Boost Response Rates – Video messaging builds trust and increases engagement compared to traditional emails.
🔹 Free Training & Setup – Get expert guidance on leveraging video messaging in your recruiting strategy.

Why Video Messaging?

In a competitive hiring landscape, personalization is key. A short video can make a lasting impression, whether you’re introducing a top candidate to a client or reaching out to passive talent. With TE Recruit + Dubb, you now have the tools to cut through the noise and double your business growth with AI, automation, and video.

Get Started Today!

This integration is now available through the Top Echelon Marketplace! Ready to revolutionize your recruiting with video? Request a demo today and see how TE Recruit + Dubb can transform the way you connect.

📢 Learn more and get started by clicking THIS link.

Questions? Send an email to partners@topechelon.com.

We’re here to help you make the most of Top Echelon and Dubb!

Obviously, networking is a huge part of TE Network, but what are the specific reasons why you should network?

What can you get out of it? In other words, what are the benefits of being a TE Network member?

First and foremost, what does networking cost?

The answer to this question is individual to each recruiter. However, there are certain costs that are pretty much constant. They include the price of your TE Network membership, increased phone time, an investment of time overall, participation, and possibly an occasional headache. As for any additional costs, those would be up to you.

However, what are the benefits of networking? What’s the return that you would receive on your investment?

There are a total of 11 networking benefits for members of Top Echelon’s recruiter network. Specifically, there are four tangible benefits and seven intangible benefits, and I’ve listed them below.

4 Tangible Benefits:

1. Make more money.
2. Gain increased exposure for your recruited candidates.
3. Gain exposure for your clients’ job openings.
4. More easily satisfy your clients because you have more resources at your disposal.

7 Intangible Benefits:

1. Recognition by your peers when you excel.
2. The support of the entire Network behind you.
3. Have fun while making money.
4. Grow professionally (through training, education, recruiter networking events, and peer-to-peer information exchanges).
5. Reputation with your clients is enhanced.
6. Reputation with your candidates is enhanced.
7. Through the Internet, specifically your website, your TE Network membership can help you attract candidates and clients.

As you can see, the benefits of networking—both tangible and intangible—far outweigh the cost of networking and the corresponding investment of time and money. That’s why networking is so integral to TE Network, because the investment that you make in networking ends up paying off in the form of split placements.

So invest as much as you can in networking as a member of TE Network . . . and see how many benefits come your way.

I also invite you to download a copy of “Planning Your Network Success: A Guide to Growth Within TE Network.”

If you have any questions, please give me a call at 330.595.1742.

Let me tell you the story of a phone call that I received from a TE Network member once upon a time. I’m relaying this story because it’s instructive and insightful regarding your membership in the Network.

This recruiter called me, and she was NOT happy. Allow me to explain why.

This recruiter had shared jobs with the rest of the Network, as she had done for many years. (In fact, she had been part of the Network for over 10 years.)

One of her job orders caught the attention of another TE Network member. Unfortunately, that Network member did not read the comments that the job order recruiter submitted with the job.

The reason it was unfortunate is because the job order recruiter left specific instructions in the comments section. Those instructions included a request to call the job order recruiter before working the job.

Instead, the candidate recruiter proceeded to call the job recruiter’s client by mistake, in an attempt to source candidates for the job. And yes, by the job recruiter’s client, I mean the client with that particular job opening.

The hiring manager became apprised of the situation and called the job order recruiter. So now you probably have a better idea of why the job order recruiter was upset. That was, at best, an awkward conversation.

And now, the rest of the story

But wait! Our story doesn’t end there.

That’s because another candidate recruiter in TE Network saw another one of this member’s jobs. It just so happened that it was a different job with the same client. So what happened?

Yes, you guessed it. The candidate recruiter did NOT read the comments associated with the job. And then that recruiter called into the client.

And as if that was not bad enough, the candidate recruiter also contacted a candidate within the organization who was at least three rungs higher on the ladder than what the job called for.

Once again, the hiring manager became apprised of the situation. And once again, they called the job order recruiter.

So now you really know why the job order recruiter was upset, especially since this was exactly what they did NOT want to happen after sharing these jobs with the Network.

Now, I will say that the candidate recruiters in question were not rookie recruiters. They weren’t even new Network members. In fact, they had been successful recruiters in TE Network for quite some time.

And yes, there was no malice involved. The candidate recruiters were not trying to get away with anything, nor did they do anything unethical.

No malice . . . but costly oversights

However, their collective oversights were costly for the job order recruiter.

I can not emphasis enough how much you must strive to avoid situations like these in Top Echelon’s recruiting network. And everything that I just detailed could have been avoided if the candidate recruiters had done two simple things:

1. Read the comments that the job order recruiter submitted with the job.
2. Called the job order recruiter prior to working the job.

And that is why you MUST call the job order recruiter before working their job. Even if there are no comments associated with the job, you should call them for information that could be vital to the search. At the very least, you need to make sure that you’re “on the same page.”

Communication is one of The Four Pillars of TE Network. So is Quality, for that matter. Both are necessary to make every Network interaction the best that it can possibly be.

Do you think the job order recruiter will want to work with these candidate recruiters again? What would be your reaction, if you were the job order recruiter?

When in doubt, communicate with your TE Network trading partners! Even if you aren’t in doubt, communicate anyway.

And absolutely, positively call the job order recruiter before working their job!

If you have any questions about this blog post or about your TE Network membership, please contact me. You can do so at 330.455.1433, x156 or at drea@topechelon.com.

Top Echelon offers a free monthly webinar as part of its Expert Recruiter Coaching Series.

These webinars touch upon a variety of recruiter-related topics. These topics deal with both job candidates and clients. As always, our goal with these webinars is to help agency recruiters and executive search consultants just like YOU make more placements.

We record these webinars for recruiters who can’t attend the live presentation, and we’re now pleased to offer the video from our most recent webinar by Jason Thibeault and Tricia Tamkin of Moore eSSentials.

The title of that webinar (and corresponding training video) is “Beyond the Buzz: Making AI Work for Your Recruiting Desk.”

Below is the official description for this training video:

— — —

Want to learn how AI can make you a better recruiter?

Join Jason Thibeault and Tricia Tamkin of Moore eSSentials for the next webinar video in the Top Echelon Expert Recruiter Coaching Series about using ChatGPT on your recruiting desk.

They’ll show you how to use ChatGPT to save time, close more deals, and grow your business. No technical background is needed—just bring your recruiting experience and an open mind.

What you’ll learn:

• The basics of ChatGPT and how it can help with daily recruiting tasks
• Step-by-step instructions for effective use of ChatGPT
• How to write prompts that get you exactly what you need
• Real examples of how other recruiters are using ChatGPT successfully
• Tips for avoiding common AI pitfalls and using it responsibly
• Advanced techniques to solve complex recruiting challenges

This isn’t a theoretical discussion—you’ll walk away with specific prompts and techniques that you can use immediately to improve your recruiting process. Jason and Tricia will share what’s actually working for recruiters right now, based upon their experience supporting thousands of recruiters.

Whether AI-curious or AI-anxious, this session will help you understand how to use ChatGPT to complement your recruiting skills, not replace them!

Watch this FREE training video!

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Recorded versions of our Expert Recruiter Coaching Series of webinars are posted on our website as free online recruitment training courses in the Top Echelon Recruiter Training Library.

Keep an eye out for the next free webinar in our Expert Recruiter Coaching Series!