A phone workflow for recruitment agencies: calls, notes and follow-ups

Recruitment is a numbers game and a relationship game. You need to reach many people and still make each one feel looked after. A tidy phone workflow helps with both.

1. Give each recruiter a direct number

Candidates are more likely to return a call to a number they recognise. A personal number also makes it easy to see which recruiter spoke to whom.

2. Use a screening script

1. Introduce yourself and the role.
2. Confirm the candidate's availability and location.
3. Ask about experience, salary expectations and notice period.
4. Explain the next step and when they will hear from you.

3. Record the outcome straight away

Choose a status such as Interested, Not available, Follow-up or Placed, and add a short note. This is the habit that saves you when someone asks 'what did we agree?'

4. Set follow-ups

If a candidate says 'call me on Thursday', set the reminder immediately. Missed callbacks lose placements.

5. Manage clients too

Treat client contacts like candidates. Log calls, record feedback on shortlists and set reminders for updates.

6. Review weekly

• Candidates waiting longest for a reply.
• Clients without a recent call.
• Roles with no shortlist.
• Calls made versus placements.

Dialsyx gives every recruiter a browser phone, call logs, scripts and a CRM board. See recruitment teams, our follow-up system and call script templates.

Respect candidate privacy and the data rules where they live.

Sample weekly rhythm

Mistakes to avoid

• Leaving candidates waiting days for a reply.
• Losing notes in personal notebooks.
• Calling the same candidate from three different numbers.
• Forgetting to update a candidate's status after a call.

Good recruiters are remembered for being reliable. A tidy workflow lets you answer quickly, keep your promises and spend more of your day on conversations that lead to placements.