July 1st, 2020

Time to Fill

Can you imagine recruitment without metrics? Numbers, percentages, statistics, graphs, etc. There’s always something to calculate and keep an eye on. It helps you maintain the current recruitment process and improve future ones. Time to fill is one of the commonly used metrics. It’s similar to time to hire, but not the same.

Time to Fill VS Time to Hire

Perhaps it’s best to sort this out right away. What’s the difference between the two?

  • You can start measuring your time to fill before you even post the job offer.
  • For time to hire, the measuring starts when your best candidate applies or gets sourced.
  • Time to fill = how fast your hiring process is.
  • Time to hire = the effectiveness of your hiring team. How quickly you can spot the best candidate who applied.

Now that we know the basic difference, let’s get back to the main topic.

Why is Time to Fill Relevant?

It reflects how good or bad your hiring process is. How long it takes your hiring team to fill in a new position, what improvements can be made to keep the candidates interested…

This metric will give you the answers to those questions, and many more. It all depends on what result you are after.

How Can You Calculate It?

Define the period you want to measure, set a starting point first. It can be the moment when a recruiter posts the job online or all the way back when the job opening is first proposed. It’s a matter of choice.

The ending point is, well, when the candidate gets hired. Once you define the period, you should remain consistent with it. In other words, it should be the same for other teams and positions if you want optimal results.

If you want to know what your average time to fill is, there’s a simple way to do it. Choose a time length of one year, for example. Calculate the total number of how many days it took you to fill all the opened positions during that time. Then, divide that number by the number of accepted offers, and there it is - the average time to fill.

Are There Norms You Should Keep Up With?

According to the reports of The Society of Human Resource Management (SHRM), it takes an average of forty-two days to fill an open position. There are also benchmarks that calculate this number per industry.

If you have a higher time to fill than other companies, it does not necessarily mean that their hiring process is better than yours. Their starting point might be different, or your industries are entirely different. Focus on your metrics and always search for improvement.

Some of The Ways to Reduce Your Time to Fill

Every problem is followed by various solutions and methods. The thing is, problems aren’t unique, so there are no unique solutions either. We’ll try to give you a head start with a few suggestions:

  • Reach out to passive candidates - Find ways to actively source potential applicants even when you are not hiring at the moment. Creating connections that way might save you some time in the future.
  • Use an ATS with a candidate database - There’s no need to start from scratch every time you open a new position. Keep information about all the previous applicants in one place. You never know if some of them could be the perfect fit for the next opening.
  • Identify the problematic layer - Sometimes you have to look at the tiny details. Instead of thinking that your time to fill is bad in general, search for the problem a bit deeper. In other words, find out which hiring step, or steps, hurt your hiring process.

You should always remind yourself about the difference between the time to fill and time to hire. Both metrics are important, but not the same. Try not to compare yourself with the other companies and instead invest your time in improving your hiring process.

ATS tools do wonders for improving your metrics, consider getting one. It’s a small investment compared to the benefits you’ll get.

About iglooHR
Our goal is to provide the best tool to organize your recruitment process. We strive to innovate traditional Applicant Tracking Systems. With iglooHR, you get all the essential tools for efficient recruiting.