Ever feel like the hiring process is a guessing game? You’re not wrong. The real magic of recruiting happens behind the scenes—specifically during the intake call with the hiring manager. Now, let me be clear: this is where the wheels either start turning or fall off.
Intake calls are basically where you, as the recruiter, start to make sense of the chaotic mess that is a job description. You read the JD, scratch your head, and then hop on a call with the hiring manager to decode what they actually want. Spoiler alert: it’s usually not what's written down.
In this article, I’m going to walk you through how to absolutely crush your intake call, set the foundation for a smooth recruiting process, and maybe even wow the hiring manager along the way. Oh, and become part of only 52% of companies that meet their hiring targets.
Buckle up—we’re about to dig deep into what really makes a good intake call and how you can leverage it to hire smarter (and faster).
Before we get into the nitty-gritty, let’s cover the basics. What’s an intake call? Simply put, it’s the first conversation you have with the hiring manager after you’ve been handed a job description and told, "Go find someone perfect."
The intake call is your chance to get clarity on the job (because trust me, the JD rarely tells the whole story), ask the right questions, and set expectations with the hiring manager. If you’re skipping this step or treating it like a formality, you're setting yourself up for failure.
This is where you can uncover what really matters—like the critical skills the JD doesn’t mention, or those wish-list items the hiring manager can probably live without.
You might be wondering why we’re making such a big deal about the intake call.
Here’s the thing: this call isn’t just a chat—it’s the foundation of your entire search strategy and the relationship between hiring manager and the recruiter. Nail it, and you’re on the path to success. Phone it in, and you’ll be chasing your tail with unqualified candidates, endless feedback loops, and hiring managers who wonder why you “just can’t seem to find the right fit.”
The truth is, most job descriptions are poorly written. They don’t reflect the reality of the role or the real needs of the team. The intake call helps you navigate through the fluff and figure out what the hiring manager is actually looking for. This saves you time (and headaches) later on.
Look, you don’t want to walk into an intake call unprepared. It’ll show, and worse, it’ll put the hiring manager on edge from the get-go. You’re supposed to be the expert here. Coming in unprepared is the quickest way to lose credibility.
Here’s what you need to do before the call:
Asking the right questions during the intake call is an art. It’s easy to stick to the surface-level stuff like "What skills are required?" or "What’s the salary range?" But if you really want to dig deep and get valuable insights, you need to go further.
Here are examples of questions that can unlock the hiring manager’s true expectations:
Remember, the goal is to uncover what’s important that isn’t written in the JD. Every time you do an intake call, you’ll find there are critical details not listed—or things that are listed but don’t really matter.
Let’s talk about the elephant in the room: salary. It’s always an awkward topic, but it’s one you have to address early on. A lot of recruiters make the mistake of skirting around this, thinking they’ll deal with it later. Don’t. Get a clear understanding of the compensation range during the intake call, so you don’t waste time sourcing candidates who won’t accept the offer.
The key here is to handle it tactfully. Don’t just ask, “What’s the salary?” Instead, try something like, “What’s the compensation range you’ve budgeted for this role, including benefits and other perks?” This opens the door to discuss more than just base salary and gives you a fuller picture of what you can offer candidates.
Once you’ve gathered all the necessary info, it’s time to set clear expectations. This is another area where a lot of recruiters trip up. If the hiring manager doesn’t know what to expect from you, they’ll start to get impatient—and that’s when things can go south.
Be transparent about your process. Let them know how long it’ll take to source candidates, how frequently you’ll update them, and what kind of feedback you’ll need along the way.
This ensures you’re on the same page from day one and helps prevent misunderstandings later.
Let’s talk about how AI is becoming a key tool in recruitment and how it can actually make your intake calls more efficient. It’s not just about automating tasks—it’s about improving how you work. Here’s how AI can enhance your intake calls:
So no, AI isn’t here to replace you—but it can make you look like an absolute pro when it comes to handling intake calls and follow-up.
Now that you know how to prepare, let’s cover two common mistakes that can derail even the best-laid plans.
The intake call is only half the battle. After the call, it’s time to put everything into action. Send a follow-up email that recaps the conversation, highlights the key takeaways, and sets expectations for the next steps.
Here’s a pro tip: include a timeline for the hiring process in your follow-up email. This helps keep everyone accountable and ensures that the search stays on track.
If there’s one thing to take away from this, it’s that the intake call is your secret weapon. When done right, it sets the entire hiring process up for success. It gives you the insights you need to source better candidates, conduct better interviews, keep the hiring manager in the loop, and avoid miscommunication down the road.
The 5 C's of interviewing include Competency, Character, Communication Skills, Culture Fit, and Career Direction. Competency involves having the necessary technical skills for the task, often assessed through technical evaluations during the interview.
To conduct an effective interview, start by making the applicant comfortable, such as by establishing rapport with a shared topic before diving into more challenging questions. Utilize open-ended questions to encourage detailed responses, listen more than you speak, take notes diligently, and be mindful of legal boundaries in questioning.
When giving an interview, it's advisable to arrive early, prepare a brief summary of your experience relevant to the position, listen attentively to each question, maintain a positive demeanor while avoiding negative remarks about previous employers, and be conscious of your body language and tone.
A good interview should begin with a friendly opening to make the candidate feel at ease, followed by proper introductions. Set clear expectations for the interview, treat it as a conversational exchange to gather essential information, and share your leadership philosophies. Finally, allow the candidate to ask their own questions.
