Time Management for Recruiters: 4 Step Technique

Time management tips for recruiters: Learn how to work smarter, not harder

If you are an HR professional or a recruiter, your time management skills are tested to the maximum every single day.

It might seem as if there is never enough time to get everything done.

If you constantly feel like the time is slipping through your fingers no matter what you do, this blog post is for you.

I will share with you my 4 step time management technique for recruiters. This technique will help you learn how to work smarter - not harder - so that you get more done in less time.

So...are you ready to learn an awesome new time management technique that will boost your recruiting efficiency and productivity?

Great! Let’s start! 🙂

Top 4 time management skills for recruiters

Contrary to popular opinion, time management isn’t one single skill. Time management is actually a mix of a few distinctive skills.

That being said, you’re probably wondering which time management skills are the most important for recruiters.

Bellow, I have outlined 4 key time management skills that play a critical role in busy recruiter’s day to day activities.

Time management skills #1: Keeping a to-do list

Keeping a to-do list means writing everything down.

Time management skills #2: Planning

Planning means taking the time to organize your tasks in advance. 

Time management skills #3: Prioritizing

Prioritising means doing urgent and important tasks first. 

Time management skills #4: Staying focused

Staying focused means working on one task at the time and blocking out all distractions.

Bonus time management skill: Stress management

Take care of yourself to avoid burnout: get enough sleep, eat a balanced diet and exercise. Oh, and don’t forget to breathe! 🙂

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Time management for recruiters: 4 step technique

The above mentioned top 4 time management skills sound straightforward and simple. And they really are!

However, when things get hectic, it’s easy to stray away from them.

This is why I created this simple 4 step time management technique!

Following these simple 4 steps will help you stay on top of things even when it seems like you have to much on your plate.

In the graphic below, I outlined the 4 step time management technique for recruiters:

Step #1: Write everything down

The first step to successful time management is to write everything down. Every time a task comes your way, write it down - immediately!

Writing everything down has 2 main benefits:

1. You’ll avoid forgetting tasks.
2. You won’t waste your energy trying to keep everything in your head.  

➡️ Bonus time management tip:
Make sure you write all of your tasks in a single place. Your to-do list should be available to you at any device anytime, anywhere!

Step #2: Plan in advance

Writing down your tasks is just the first step in successful time management. The second step is taking the time to review them.

Go through your to-do list at the end of every day.

This has 2 main benefits:

1. It will allow your mind to relax at the end of each working day since you already have everything planned for tomorrow.
2. When you show up for work next morning, you can jump right into work. 

➡️ Bonus time management tip:
Yeah, I know. Planning your next week’s work tasks on Friday afternoon might sound like a drag. However, it’s well worth it - it will help you feel more at ease the whole weekend! 😌

Step #3: Prioritize

Writing down your tasks and taking time to review them are two activities that lead to the crucial third step of time management - prioritizing.

The Eisenhower matrix is a simple, yet very effective way to prioritize your tasks.

Use a table below to sort out your tasks regarding their importance and urgency into 4 categories:

1. Important and urgent tasks - priority level 1.
2. Important, but not urgent tasks - priority level 2.
3. Not important, but urgent tasks - priority level 3.
4. Not important and not urgent tasks - priority level 4.

➡️ Bonus time management tip:
Using the Eisenhower matrix will train your mind to look for tasks you shouldn't be doing (level 4). It’s a great way to break free from hurry worry and the pressure to get everything done. Remember, your goal is not to work harder, but smarter! 😉

Step #4: Get things done

If you followed the first three step of this 4 step time management technique, when you come to the final one you’ll know exactly what you need to do and in which order. 

Complete the level 1 tasks first, then move on to the level 2 tasks.

Resist the urge to do the level 3 and 4 tasks. Delegate the level 3 tasks and delete the level 4 tasks.

Successful time management is doing the right task at the right time, but also deciding which tasks are a waste of your time and energy!

➡️ Bonus time management tip:
Best practice shows that Eisenhower matrix works best when you keep your level 1 task list short. Each day should contain only 3 tasks in the ideal case, up to 5 maximum!

Useful time management apps for recruiters

There are many different time management apps successful recruiters use to stay on top of their work-related tasks.

I divided them into two main categories:

1. Time management apps - although these tools are not created especially for recruiters, you might find them useful.
2. Recruitment apps - specialized apps created to automate the recruitment process.

1. Time management apps for recruiters

There are numerous time management apps recruiter can use to boost their productivity:

• If you’re looking for an awesome time management app to help you wrote down all of your tasks and keep your to-do lists in check, try: Remember the Milk, Evernote, Toodledo and Todoist.
• If you’re looking for a more comprehensive project and time management app, check out: Basecamp, Trello and Asana.
• If you feel like time is slipping through your fingers, a time management app that can track the time you spent on applications and websites and give you an accurate picture of your day will come in handy. Check out: RescueTime, Toggl, Time Doctor and TrackingTime.

2. Recruitment apps and tools

An additional way to save your time and boost your productivity is to automate your repetitive tasks. 

Today’s technology offers a great variety of different HR tools and apps which can automate, streamline and improve your whole recruiting processes.

From email finders, recruitment marketing software, applicant tracking systems to employee onboarding tools, these new tech trends in HR have completely reshaped recruiting.

There are many recruitment technology solutions you’ll kick yourself for not knowing, so you better check them out!

The best time management app for recruiters

Although there are many different time management apps out there, here at TalentLyft we believe that the best time management apps for recruiters should be recruitment software.

The right recruitment software will not only automate, streamline and improve your recruitment efforts by offering sourcing, recruitment marketing, candidate tracking and candidate relationship management features.

A truly great, all-in-one recruitment software will also serve as an effective time management app.

This is why we are currently working on the next version of TalentLyft, which will have many new cool features. A little sneak peek - among these cool new features is also a daily task list with automatized reminders of your upcoming interviews, calls and meetings! 🤭

We are very excited and we can’t wait to reveal the brand new, upgraded version of our TalentLyft! 💪 Stay tuned… 😉

Recap: Key time management tips for recruiters

Time management tip for recruiters #1

If you’re looking for an effective way to improve your time management, planning and organizational skills, try my 4 step time management technique for recruiters:

• Step #1: Use a to-do list and write down every task that comes your way.
• Step #2: Review your to-do list at the end of every working day.
• Step #3: Use the Eisenhower matrix to prioritize your tasks.
• Step #4: Get down on it! Don’t do unnecessary tasks. Instead, dance during your breaks.😁

Time management tips for recruiters #2

Using time management templates, apps and recruiting tools will help you stay organized and improve your productivity.