Sourcing Passive Tech Candidates

Earlier this week, I spoke with a TA Leader who told me about a recent search he had conducted for a niche Software Engineer job. He mentioned that he was working the role along with two external recruitment agencies. After a few weeks of searching, he felt he'd put together a pretty strong shortlist. Yet despite his hard work, one of the agency candidates was offered the job. Now the frustration didn’t come because of his competitive nature (though having to cough up a hefty agency fee did sting).   No, his frustration came as he couldn’t understand why the candidate who received the offer hadn’t come up in any of his previous searches. He showed me his Boolean string and the candidate’s profile. And he was right - there was no reason that profile shouldn’t have appeared on his searches. So why didn’t it? Unfortunately it comes down to how the search algorithms work with platforms like LinkedIn Recruiter. What we think should happen is that we define our search and the platform brings back EVERY profile that matches our criteria. In reality, that's not what happens. There are many factors influence the algorithms and dictate what results you see. For example: ▪ Your network.   ▪ How active and detailed the LinkedIn profiles are.  ▪ Which filters you decide to use.  ▪ How candidates describe their skills and experience. ▪ Which paid version of the platform you're using. ▪ And so on. So how do you get around this? Iterative sourcing. In other words, working through a range of sourcing strategies in a logical sequence: ➟ Running keyword-light searches AND keyword-rich searches. ➟ Building out your synonyms and related terms in your Boolean strings. ➟ Trying different combinations of filters and no filters at all. ➟ Using other sourcing platforms to search LinkedIn (thus using different search algorithms). ➟ Creating searches for profiles that don’t explicitly mention specific skills. ➟ Natural language sourcing - targeting sentence-level semantics. Think of it as peeling an onion. You’ve got to have different methods to get to the next ‘layer’ of candidates. So instead of pulling your hair out and thinking, "How did I miss that candidate?" you’ll be able to relax, knowing you’ve left no stone unturned and pieced together an outstanding shortlist. And the best part? Your competition will be left scratching their heads, wondering how you pulled it off. P.S. If the above story resonates with you, there’s some good news. I’ve got two spaces left for my next program - the Scalable Sourcing System. Over eight weeks, I’ll work with your team to upskill your sourcing knowledge and build your own iterative sourcing process. We kick off in mid-October, so if you’re interested drop me a DM for more info. #sourcing #peelingtheonion

Once again, I find myself wondering how people see Talent Acquisition. Because TA is about precision, not volume. When I talk about screening, I don’t mean filtering applications. I mean sourcing. Actively identifying the right people, evaluating whether they truly fit, and only then reaching out. This isn’t a numbers game. It’s a structured, strategic process that’s built for efficiency from the start. Here’s what that looks like in practice: 📌 I screen 100–150 candidates. Not messaging, just screening. Evaluating backgrounds, assessing fit, and narrowing the list before outreach even starts. 📌 I contact usually fewer than 30 out of those 100. I use message templates to save time, but every message is personalized, so if I reach out, there’s a reason. 📌 55% respond within a week, that’s about 17 people. Some are interested, some ask for details, some say no. Some even want to become freelancers for us. Either way, every response provides valuable data. 📌 5–7 move to a call. This is where we determine whether expectations, skills, and timing align. Most get dropped off at this stage. 📌 2–3 reach the technical phase. And from there, another 40% typically drop. By this point, we’re left with 1–2 strong candidates. 📌 But we’re not done yet. Unlike most companies, we don’t just hire based on skills. We hire based on both the person and the project. Before an offer is made, we need to find the right client project for them. This stage is called staffing, it can take time, but it’s what ensures long-term success. How much time does this take? A single successful hire takes 80–120 hours (excluding staffing), broken down into: ⏳ 10–15 hours on market research and sourcing. ⏳ 50–75 hours on outreach and conversations. ⏳ 20–30 hours on interviews and assessments. And that’s exactly the point, I don’t waste time on unnecessary interviews. The process is designed so that by the time we reach later stages, we already know we’re talking to the right people. The key takeaways? ✔ Recruitment isn’t about sending more messages, it’s about sending the right messages to the right people. ✔ Most hiring mistakes happen before the first message is even sent. Get sourcing right, and everything else follows. ✔ This is what strategic hiring looks like. Thoughtful, efficient, and aligned with real business needs. 💡 If you’re a senior developer looking for your next role, I’d love to hear from you. Let’s figure out if we can find the right project for you. 😉

Most passive candidates aren’t looking to make a move - at least not at first. We recently led an executive search for a large company hiring a new C-suite leader. We identified a standout candidate who wasn’t actively exploring opportunities. When we first reached out, he was curious but not convinced the role or timing was right for him. So we took the time to get to know him. We listened, asked questions, and learned what truly motivated him - professionally and personally. We were transparent at every step. We shared where the process stood, what to expect next, and where the potential hurdles might be. As the conversations deepened, his interest grew. By the time other companies reached out to our candidate late in the process, we had something they didn’t - a relationship built on trust and first mover advantage having engaged him earlier. Because we stayed close and communicated openly with the candidate, we were able to advise our client to move quickly. They acted decisively and extended a compelling offer before any other opportunity could pull him away. That’s the real work of executive search. It’s not just about finding talent. It’s about building momentum - through trust, transparency, and timing. That’s how you win passive candidates. Not by chasing them.

The Advanced Sourcing Candidates Sheet: Unlock Top Talent with Precision. Here’s go-to guide for sourcing candidates like a pro—packed with actionable tips to help you find, engage, and land top talent. 1. Master Boolean Like a Search Wizard Boolean search is the backbone of advanced sourcing. It’s your ticket to cutting through the noise and finding exactly who you need. Here’s a quick refresher with a twist: - Basics: Use AND, OR, NOT to combine or exclude terms (e.g., "software engineer" AND "Python" NOT "junior"). - Parentheses for Precision: Group terms to refine results (e.g., ("data scientist" OR "machine learning engineer") AND "TensorFlow"). - Site-Specific Searches: Pair Boolean with site: to target platforms like LinkedIn or GitHub (e.g., site:linkedin.com "product manager" "San Francisco"). - Pro Tip: Use quotation marks for exact phrases and sprinkle in synonyms or job title variations (e.g., "UX designer" OR "user experience designer"). Experiment with combinations and tweak as you go—Boolean is as much an art as it is a science. 2. Go Beyond LinkedIn LinkedIn is a goldmine, but it’s not the only one. Expand your sourcing horizons with these platforms: - GitHub - Stack Overflow - Dribbble/Behance - X Ray Search The trick? Cross-reference profiles across platforms to build a fuller picture of your candidate. 3. Leverage Job Board Hacks Job boards aren’t dead—they’re just underutilized. Here’s how to level up: - Resume Databases : Platforms like Indeed or Monster let you search resumes with filters like location, skills, or recency. - Keyword Goldmines : Look for buzzwords in resumes that match your role (e.g., "scaled" for leadership, "optimized" for technical roles). - Reverse Engineer : Search for candidates applying to similar roles at competitors—chances are, they’re still in play. 4. Craft Irresistible Outreach Sourcing isn’t just finding candidates; it’s engaging them. Personalization is your secret weapon: - Subject Line Magic : Keep it short and specific (e.g., “Hey [Name], Your Python Skills Caught My Eye”). - Reference Their Work : Mention a project, post, or achievement (e.g., “I loved your GitHub repo on NLP—impressive stuff!”). Avoid generic templates. A little effort here goes a long way. 5. Automate Without Losing the Human Touch Tools can supercharge your sourcing, but balance is key: - Sourcing Tools - Browser Extensions - CRM Integration 6. Tap Into Passive Talent Pools Passive candidates—those not actively job hunting—are often the best hires. Here’s how to find them: - Alumni Networks - Conference Lists - Competitor Recon These candidates take more nurturing, so build rapport before pitching the role. Advanced sourcing isn’t about having all the answers—it’s about asking better questions, experimenting with new methods, and staying curious. This cheatsheet is a starting point. #Sourcing #Channels #HRSTartegy #BeyongSocial #Extensions #CRM #Recruiter #ActiveCandidates #TA #AI

🔎 Unlocking the Art of Recruiting Passive Candidates: One question that frequently lands in my inbox from clients is, "How do you find and engage those elusive passive candidates?" 🤔 Well, you asked, and I'm here to share a sneak peek into our strategies! 🎯 Identifying Your Ideal Targets: It all begins with defining your ideal candidate profile, not just in terms of skills and experience, but also their aspirations, motivations, and unique challenges. This lays the foundation for a tailored approach that speaks to their specific needs. 🌐 Leveraging Multiple Channels: Passive candidates aren't prowling job boards, so we cast our net wide. We harness the power of social media platforms like LinkedIn, Twitter, and Facebook to showcase our company's culture and values. Additionally, our existing network – employees, clients, partners, and alumni – are invaluable allies for referring hidden gems. 📱 Harnessing Technology: The world of recruitment is evolving, and so are our tools. We utilize innovative platforms like text recruit, enabling swift communication that resonates with the fast-paced lives of passive candidates. 🤝 Building Relationships First: Here's the secret sauce: we don't dive straight into job offers. Instead, we initiate meaningful conversations. We reach out with a genuine interest in forming a connection, understanding their goals, and identifying how our opportunities might align in the future. It's all about cultivating trust. 🔑 Respectful and Relevant Outreach: Passive candidates aren't just statistics; they're individuals with unique stories. Our outreach is personalized and relevant. We highlight what sets our organization apart, backed by real-life examples, and initiate dialogues that center around their aspirations. 🌱 Planting Seeds for the Future: Persistence, without becoming a pest. We firmly believe in the "Power of One." A single, well-crafted outreach can plant the seeds for a potential future collaboration. It's not about desperation; it's about laying the groundwork for relationships that could flourish. 👉 Remember, It's a Journey: Recruiting passive candidates isn't a one-size-fits-all strategy. It's a dynamic journey where patience, empathy, and adaptability are key companions. But let me tell you, the rewards are well worth the effort. So, there you have it – a glimpse into our playbook for recruiting passive candidates. Remember, it's not just about the job; it's about fostering connections that could lead to exciting futures. If you're curious to learn more or want to exchange insights, drop a comment or DM. Let's continue this journey together! 🚀 #RecruitmentExcellence #TalentAcquisition #RelationshipBuilding 🌟 #PassiveTalent #RecruitmentStrategies #HRInsights

Did you know your company is overlooking a HUGE pool of potential talent? I've seen this time and time again. Companies rely on the old post-and-prey method. If your company is not seeking out passive talent, you're cutting your candidate pool by 37%! But, what's the difference between an active and passive candidate? Simply put: Passive candidates are already employed. Many people might think that these kinds of candidates are more difficult to attract, or that they're not *that* interested in pursuing a new job. I know that's not true. Passive candidates can be just as eager as others for a new opportunity (maybe even more). The key to attracting passive talent is ☑ Being very clear about what you're offering. A vague message is never received well. Pitch the role and the company and why they should be interested (exciting project work, company launching a new product, etc) ☑ Follow-up. People are busy. Just because they didn't respond to your first message doesn't mean they are not interested. I have a 41% response rate to my second message. ☑ When you get them on the phone be sure to ask probing questions into the reason(s) they may be open to considering a new opportunity. Their motivations and your need/values should align or it won't be the right fit. ☑ Court them. You may think you don't need to roll out the red carpet because the candidate is (maybe) not considering other potential employers. However, candidate experience is always important. If there are hiccups in the process, lack of communication, and/or a drawn-out process the candidate won't want to take time away from their full-time job and life to complete it. Utilizing an external recruiter, like myself, is critical for finding and attracting these types of candidates. Your internal recruiters (if you're lucky enough to have them) are managing the business demands meaning new people team initiatives, process creation, and candidate management (referrals, applications, etc) become a heavy part of their day-to-day. They may also lack the network and tools that external recruiters have meaning their reach is limited. _____________ Her Scout is a search firm supporting female leaders in early and growth stage companies with their recruiting needs. #startuprecruiting #femalefounders #femaleleaders #hiring

If you think finding top talent is as easy as posting a job ad and waiting for applications, think again. The job market in Japan has been fiercely competitive for years, with more vacancies than candidates. As of May 2023, there were 132 job openings for every 100 job seekers. The odds are stacked against recruiters. But fear not! Your secret weapon is attracting passive talent – those who aren't actively looking for a job. These individuals hold the key to unlocking your hiring success. So, how can you tap into this hidden talent pool? Here are 3 strategies for attracting passive candidates: 1️⃣ Position yourself as THE company to work for For those content in their current roles, you need to convince them that your organization is worth leaving for. Don't wait until the final interview to showcase how amazing your company is. Start engaging candidates from the get-go, highlighting the opportunity and getting them excited about joining your team. Leverage employee testimonials to showcase your company's values, culture, benefits, and career progression. And remember, show them the meaningful impact they can make in areas like healthcare, pharmaceuticals, and life sciences. 2️⃣ Be clear on career advancement opportunities Passive candidates won't jump ship without a clear plan for their career advancement. While an attractive salary is important, they also need to feel secure about their future. Paint a compelling picture of what their career could look like at your organization. Set career objectives early on, map out their development path, and demonstrate how your company fosters a culture of growth and progression. Be specific with examples to win them over. 3️⃣ Get the job offer right Making a job offer is a critical moment, especially for candidates who are currently employed. They'll have doubts and fears about changing companies. Take the time to understand their concerns, empathize with their worries, and address any questions they may have. Don't assume the deal is sealed—be prepared to provide reassurances and answers. These strategies go beyond traditional recruitment methods. Book a discovery session with us today and leverage our local experience and networks to find your ideal candidates. 🔗 Read more on our blog: https://zurl.co/Oo5q #Recruitment #PassiveCandidates #HiringStrategies #JapanJobs

Recruitment advice - when you are reaching out to a passive candidate (someone that is not looking for a job), the first conversation is an exploratory conversation where they are likely to tell you about their background and you have the chance to ask a few other questions, and then spend time answering THEIR questions. This is not the time for a prescriptive laundry list and an extensive interview. That is not what that first touchpoint is for. I see a lot of companies and recruiters making this mistake and its a turn off to a passive candidate, and also a waste of time.

The best hires aren’t always scrolling job boards. Sometimes, the key players that will transform your business are already working somewhere else - and they’re not actively looking. That’s why I specialize in finding passive candidates. The ones who aren’t job hunting - but are open to the right opportunity. Here’s how I do it: > I map out competitors. I identify the leaders who are driving results in similar roles - and I reach out directly. > I headhunt strategically. It’s not just about pitching a job - it’s about showing these key players why the move is worth it. > I know what motivates top talent. Leaders aren’t just looking for a paycheck - they want growth, impact, and the right culture. Finding these key players takes time, but the results speak for themselves.

🚫 Traditional outreach doesn’t cut it anymore—especially for passive candidates. ✅ Creative, value-driven engagement is the new standard. Here are some modern ways to spark interest and start real conversations with top talent (without sounding like a pitch): 🎯 1. “What If” Career Moments Instead of job specs, paint a vision: What if this role gave full ownership, strategic influence, and true growth potential? 📩 2. Insight First, Opportunity Second Start by asking for their take on a relevant trend. Great talent responds when their expertise is valued. 🎥 3. Short, Personalized Video Intros Quick 60–90 second videos explaining why this role—and this company—might actually be different. 🧠 4. Real-World Challenge Teasers Pose a real client scenario and ask how they’d solve it. It’s engaging, respectful, and sparks curiosity. Remember, passive candidates aren’t uninterested, they just need a better reason to engage. #recruitment #talentacquisition #hiring #saleshiring #hiringtoptalent