Confronting Candidate Ghosting: Solutions for Employers

Candidate ghosting is a concern for many employers and hiring managers. Candidates can disappear mid-hire, leaving recruiters and employers in the dark. In fact, a recent survey by Robert Half found that 39% of respondents stated that job candidates nowadays are more likely to terminate communication compared to 2020 data.  

This trend can be concerning for employers as it delays the hiring process and leads to a loss of productivity and revenue. In this article, we'll explore the causes of candidate ghosting and offer practical solutions and recruitment tips to confront this issue head-on.

Here’s what you’ll learn in this article:

• What is candidate ghosting?
• The hiring process and candidate experience
• Utilizing technology in recruitment
• Strategies for hiring managers and human resources
• The job offer and onboarding process
• Building a resilient recruitment process
• Adapting to the changing job market
• Combating candidate ghosting

What is candidate ghosting?

Candidate ghosting refers to a job seeker abruptly stopping all communication with a prospective employer for no apparent reason. Ghosting can happen at any stage of the hiring process, including the initial application phase, where candidates may suddenly cease responding to follow-up inquiries or fail to submit required documents. In addition, they may neglect to attend scheduled interviews or withdraw after a job offer.

Indicators of ghosting often include a silence period, such as seven days without a response or three attempts to contact with no reply. Candidate ghosting poses challenges for employers, disrupting the hiring workflow and requiring strategies to mitigate the impact of unexplained candidate withdrawals.

Understanding the causes

Ghosting in the hiring process can be influenced by a combination of market dynamics, candidate expectations, and external factors, which are highlighted below.

• Market dynamics. The ratio of job opportunities to candidates varies across industries, impacting candidate behavior. In sectors with high demand for specific skills, candidates may feel more confident in exploring multiple opportunities simultaneously, potentially leading to increased instances of ghosting.
• Candidate expectations. According to a survey by Boston Consulting Group, 69% of respondents prioritize a stable job with a good work-life balance. If a company exhibits poor culture, has high turnover, or lacks a long-term career path, candidates may feel the company won’t meet their expectations and may be more inclined to ghost, seeking opportunities that align with their desire for stability and balance.  
• Ineffective interview processes. Candidates may feel frustrated and disengaged if the interview process is poorly organized, lacks communication, or includes irrelevant and repetitive questions. This time-consuming process may prompt candidates to ghost instead of expressing their dissatisfaction.
• Pandemic influence. The COVID-19 pandemic has reshaped the job market. Data collected by Buffer shows that 98% of survey participants would prefer to work remotely, at least for some of their working hours. With an increase in remote job opportunities and a growing acceptance of flexible work arrangements, candidates may be more inclined to ghost if they find remote options or other benefits lacking in the hiring process.
• Unemployment rates. According to the Bureau of Labor Statistics (BLS), the unemployment rate in the United States was just 3.7% in November 2023, down from 14.7% in April 2020. This statistic means that there are more job opportunities available for candidates, and they may be less likely to feel obligated to follow up with every potential employer.

The hiring process and candidate experience

A poorly designed application and interview process can discourage highly qualified candidates from applying for or accepting job offers. On the other hand, a well-executed hiring process that prioritizes the candidate experience can help attract top talent.

To encourage qualified candidates to apply and stay engaged throughout the hiring process, companies should prioritize transparency, communication, and feedback. This means providing clear job postings, setting realistic expectations about the hiring timeline, and communicating with candidates throughout the process.

For example, frequent communication may include updating candidates on the status of their application and acknowledging receipt of any documents they sent. Additionally, offering feedback to candidates after interviews can be a valuable way to help them improve and feel more engaged with the company.

Utilizing technology in recruitment

Companies can use tools to help them source, track, and engage with candidates during the recruitment process. Applicant tracking systems (ATS), talent management systems (TMS), and LinkedIn are three popular tools used in sourcing candidates.

LinkedIn has more than one billion members globally and is a social networking platform and job board for companies to post job openings and find potential candidates based on skills and experience. ATS streamlines the recruitment processes by automating tasks like resume screening, interview scheduling, and candidate communication. TMS helps organizations identify, develop, and retain their employees' skills and abilities to achieve their strategic goals.

Automation and social media can help keep candidates engaged and informed during the recruitment process. For example, companies might use chatbots to answer candidates' questions and provide updates on their application status. In addition, AI-powered resume screening tools can help recruiters quickly identify the most qualified candidates based on keywords and skills.

However, make sure to balance any technology you use with human interaction throughout the recruitment process. For instance, set up your chatbots to provide personalized responses based on a candidate's skills and experience. In addition, you can integrate video messages from hiring managers or team leaders to convey a welcoming and personal touch.

Strategies for hiring managers and human resources

As a hiring manager or HR professional, assuring effective communication is key in attracting and retaining top talent. These strategies can help you improve your communication, follow-up techniques, and interview scheduling processes:

• Be timely. Respond to job applications in a timely manner. Set a goal of responding within 48 hours of receiving an application. This will help show candidates that you’re interested in their application and respect their time.
• Identify preferred means of contact. As part of your application process, ask candidates to identify their preferred means of contact and ensure that you have their correct contact information. This improves the overall candidate experience.
• Schedule interviews efficiently. Use scheduling software, such as Google Calendar, to help streamline the interview scheduling process and manage notifications. This will help ensure that candidates are scheduled for interviews in a timely manner and reduce the risk of conflicts or missed interviews.
• Highlight company culture. During initial interviews, take the opportunity to share examples that illustrate your company culture. Discuss core values, team dynamics, and any unique perks that make your workplace special. Consider this phase a two-way street where candidates are not only evaluated but also given insights into what it's like to work within your organization.
• Provide feedback. After conducting interviews, provide feedback to candidates as soon as possible. This will help keep them engaged and informed throughout the hiring process.
• Utilize templates. Develop templates for communication with candidates throughout the process. This will help ensure consistency and save time. Be sure to personalize each message with the candidate's name and job title.

Below is an example of a template that could be used to acknowledge receipt of a candidate’s application.

“Dear [candidate's name],

Thank you for your interest in the [job title] position at [company name].

We have received your application and our hiring team is currently reviewing it. We will be in touch with you soon to let you know if you have been selected to proceed to the next stage of the hiring process.

If you have any questions in the meantime, please feel free to reach out to me at [your company email] or [your company phone number].

Thank you once again for your interest in our company. We look forward to speaking with you soon.

Best regards,

[Your name]

[Your title]

[Company name]”

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The job offer and onboarding process

To optimize the recruitment process, begin by creating job descriptions that closely match the responsibilities in the role so that candidates have a clear understanding of what they'll be expected to do on a day-to-day basis. No candidate wants to be surprised about the main duties they'll be completing. A clear description also helps to attract candidates who possess the necessary experience and expertise while also preventing unqualified candidates from applying.

When it comes to job offers, they should be clear about the position's compensation, benefits, and other details like work schedule, expected hours, and any other relevant information. This way, the candidate knows exactly what they're signing up for and should not be surprised down the line.

Effective onboarding ensures new hires feel welcome and valued from day one. Onboarding should be in-depth, providing the new employee with all the information and materials they need to succeed in their role.

Onboarding procedures should include introducing them to key team members, outlining company policies and procedures, providing a clear understanding of their job responsibilities and expectations, and assuring technology readiness and access. By investing the time and resources to create a positive onboarding experience, companies can foster a culture of engagement and collaboration.

Building a resilient recruitment process

Building a resilient recruitment process can help your organization succeed in the job market by attracting top talent, reducing turnover, and fostering a positive employer brand. One way to achieve a better recruitment process is by using metrics for continuous improvement. By tracking key performance indicators, including time-to-hire, cost-per-hire, and candidate experience, recruiters can identify areas for improvement and make data-driven decisions.

For example, if a recruiter notices that the time-to-hire metric is taking longer than the industry average, they can investigate the reasons for the delay. Perhaps too many decision-makers are involved in the process, the job description is not clear enough, or the company is taking too long to schedule interviews. By identifying the bottlenecks, the recruiter can work with the hiring team to streamline the process and reduce the time-to-hire.

In addition to metrics, having a strong team and referral program encourages good relationships with industry leaders. This can lead to a pool of high-quality candidates who are prevetted and more likely to be a good fit for the organization.

To build a strong and positive team, invest in employee development programs, encourage cross-functional collaboration, recognize and reward high-performing employees, and support career development. Your team can also attend networking events and participate in professional organizations to build a referral network.

Another important aspect of recruitment is employer branding. Establishing a strong employer brand can help attract top talent by showcasing the organization's unique culture, values, and mission. This can be achieved through various initiatives such as social media campaigns, employee testimonials, and community outreach programs.

Adapting to the changing job market

The pandemic and related organizational and financial factors have influenced many businesses to shift their hiring strategies and priorities to adapt to the new reality. As a result, organizations must adopt flexible, candidate-friendly recruitment processes for added convenience.

One of the most significant changes in the job market is the increased popularity of remote work. Before the pandemic began in 2020, a mere 7% of employees worked remotely. However, as of 2023, around 35% of eligible workers in the U.S. work from home. Therefore, organizations are now more open to hiring candidates who can work remotely. In turn, candidates are also looking for remote work opportunities, which has increased competition for jobs that offer this flexibility.

With in-person interactions limited, organizations have had to find new ways to evaluate candidates. Virtual interviews and assessments are convenient tools your company can use to streamline the recruitment process, making it more efficient and adaptable to the needs of candidates.

Combating candidate ghosting

Candidate ghosting has become a common issue that can hinder an organization's recruitment efforts. To combat this trend, organizations must prioritize communication and transparency throughout the hiring process.

This includes making the hiring process personalized, frequently updating candidates on their application status, and providing feedback when necessary. In addition, ensure that job descriptions are clear and offers are competitive and aligned with industry standards. Organizations should also continuously build a strong employee culture to attract top talent and increase employee retention.

Consider using Upwork to hire reliable HR managers, recruiters, and talent acquisition specialists. These professionals can help you find the right talent, develop a strong team culture, and retain top team members.

Upwork provides a user-friendly platform that allows you to connect with qualified professionals globally. With transparent profiles, reviews, and ratings, you can make informed decisions about the talent you bring on board.

To further incentivize commitment and discourage candidate ghosting, Upwork's Connects program requires independent talent to use Connects to bid on jobs. This system encourages independent talent to prioritize serious and relevant job applications, reducing the likelihood of ghosting; they need Connects to actively participate in the hiring process.