Why Every Recruiter Needs an Intake Call with the Hiring Manager

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Why Every Recruiter Needs an Intake Call with the Hiring Manager

As agency recruiters and headhunters for tech professionals, our success is tied directly to our ability to deliver results: finding the right candidates and closing roles efficiently. Yet, one of the most overlooked steps in the recruiting process is also one of the most critical—the intake or qualification call with the hiring manager.

It’s not a formality; it’s a necessity.

Skipping this step can lead to wasted time, frustrated clients, and a pile of dead-end resumes. On the flip side, investing 30 minutes upfront can drastically improve your outcomes. Let’s dive into why this call is so important, what happens when you skip it, and how to execute it effectively.

The Case for the Qualification Call

1. You Understand the Role in Depth

Job descriptions are like icebergs—90% of the critical information lies below the surface. Without a qualification call, you’re left guessing what the hiring manager truly needs. A detailed conversation lets you uncover:

• The "must-have" vs. "nice-to-have" skills.

• The technical proficiencies required (e.g., specific programming languages or tools).

• The soft skills or traits that align with team culture.

These insights allow you to craft a search strategy that’s laser-focused, reducing the risk of presenting unqualified candidates.

2. You Align Expectations

A qualification call ensures everyone’s on the same page. You clarify:

• Salary and benefits: Avoid wasting time on candidates outside the budget.

• Timelines: How urgent is the role, and what does the interview process look like?

• Candidate profiles: What does an ideal hire look like from a technical, cultural, and leadership perspective?

3. You Save Time and Resources

Recruiting is a resource-intensive process. Without clear direction, you risk chasing the wrong candidates or revisiting roles due to misaligned expectations. A single qualification call upfront can prevent hours of frustration later.

4. You Gain Insight Into Team and Company Dynamics

The hiring manager isn’t just filling a role—they’re solving a problem. Understanding the team structure, leadership style, and company goals helps you find candidates who’ll thrive in that environment. It’s the difference between submitting resumes and submitting the right resumes.

5. You Position Yourself as a Strategic Partner

Recruiting isn’t just about filling positions; it’s about solving business challenges. When you show hiring managers that you understand their needs, the market, and how to address their pain points, you elevate yourself from "vendor" to "partner."

6. You Address Red Flags Upfront

Unrealistic expectations, unclear priorities, or internal misalignment can derail a search. Identifying these issues during the qualification call allows you to set realistic expectations and avoid headaches later.

7. You Tailor Your Pitch to Candidates

Top talent doesn’t just want to know about the job; they want to know why it matters. A deep understanding of the role enables you to craft a compelling narrative that resonates with candidates and increases your chances of making a great match.

What Happens When You Skip the Call

Story 1: Spinning Your Wheels

Jessica, an experienced recruiter, receives a job order for a "Senior Front-End Engineer." The hiring manager sends her a job description and asks her to move quickly. Eager to deliver, Jessica skips the qualification call and dives straight into sourcing.

After presenting several candidates, the hiring manager rejects all of them.

"They don’t have enough experience with React," he says.

Confused, Jessica points out that React wasn’t mentioned in the job description. The hiring manager responds, "I assumed that was obvious. It’s critical for this role."

By the time Jessica pivots her search, she’s lost two weeks, and the client’s confidence in her has eroded. The position remains unfilled, and the hiring manager decides to work with another agency.

Story 2: Nailing the Placement

Mark, another recruiter, receives a job order for a "Senior Front-End Engineer." Instead of rushing, he schedules a 30-minute qualification call with the hiring manager.

During the call, Mark learns:

• React experience is non-negotiable.

• The team values candidates who have worked in fast-paced startup environments.

• The company is open to remote candidates but prefers those in the Pacific Time Zone.

• The salary range is flexible for exceptional talent.

Armed with this information, Mark tailors his search, finds three strong candidates, and fills the role within three weeks. The hiring manager is thrilled, and Mark secures additional business from the client.

How to Run a Killer Qualification Call

1. Pre-Call Preparation

Before the call, review:

The company's tech stack and recent technical blog posts The hiring manager's background and experience Recent company news or announcements The initial job description

2: Set The Stage

Send an Agenda: Let the hiring manager know what you’ll cover. Example: "I’d like to discuss the role’s requirements, team dynamics, timeline, and candidate profile."

Establish Rapport: Start the call by asking about the manager’s goals or pain points related to the role.

3: Ask Good Questions

Note: these are just example questions, you don’t need to ask every specific one here

1. Role-Specific Questions

   • What are the key responsibilities of this role?

   • What are the must-have vs. nice-to-have skills?

   • What does success look like in this position?

2. Team and Culture Questions

   • Can you tell me about the team this person will join?

   • What’s your leadership style?

   • What qualities make someone successful at your company?

3. Process and Logistics Questions

   • What does the interview process look like?

   • How soon do you need this role filled?

   • What is the budget for this position?

4. Market Realities Questions

   • Are you open to remote or hybrid candidates?

   • Is there flexibility on compensation for exceptional talent?

   • Have you faced challenges filling this role in the past?

Step 4: Follow Up

• Document the Call: Write down the key takeaways and share them with the hiring manager for confirmation.

• Stay Connected: Check in regularly to ensure the process stays on track.

The Bottom Line

Skipping the qualification call is a gamble you can’t afford to take. It costs you time, credibility, and, ultimately, placements. On the other hand, a well-executed call positions you as a strategic partner, saves everyone’s time, and increases your chances of filling the role quickly and effectively.

So, before you start sourcing, pick up the phone and have the conversation. It’s the simplest step you can take to ensure your success.