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).
What is an intake call?
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.
Why the intake call matters more than you think
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.
How to prepare for an intake call
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:
- Research the company and the role
Don’t just skim the job description. Research the department, the team, and how this role fits into the company’s overall strategy. Look at LinkedIn profiles, recent news about the company, and anything else that’ll help you understand the context. - Know the hiring manager
If possible, look into the hiring manager’s background. What have they done at the company? What’s their leadership style? If you’ve got mutual connections, don’t be afraid to ask around for insights. - Prepare your questions
This isn’t just about asking what’s on the JD. You need to get into the weeds. What problem is this role solving? Why is it open now? What does success look like in 90 days? These questions will help you figure out the priorities, not just the wish list.
The secret to asking the right questions
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:
- “What’s a win for this role in the first 90 days?”
This helps you understand how the role will immediately contribute to the team’s success. - “What challenges has the team faced in filling this position before?”
Find out what went wrong last time, so you don’t repeat the same mistakes. - “How does this role align with the company’s strategic goals?”
This gives you a better sense of how the role fits into the bigger picture and can help you sell the opportunity to candidates.
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.
Handling salary and compensation discussions
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.
Setting expectations with the hiring manager
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.
The role of AI in intake calls
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:
- Pre-call prep
AI tools can analyze the hiring manager’s past hires, uncovering patterns you might want to bring up during the call. It can also give you insights into job market trends that might affect the search. - Note-taking and transcription
Some AI tools can transcribe the entire call, so you never miss a detail. This frees you up to focus on the conversation, not scribbling down notes. - Post-call follow-ups
AI can even automate follow-up emails, helping you stay on top of things without letting any task slip through the cracks.
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.
Common mistakes to avoid during an intake call
Now that you know how to prepare, let’s cover two common mistakes that can derail even the best-laid plans.
- Talking too much
This is a conversation, not a monologue. Let the hiring manager do most of the talking. Your job is to listen and take notes. - Not addressing red flags
If something seems off—like an unrealistic salary range or a laundry list of qualifications—address it now. Don’t wait until you’re halfway through the search to realize there’s a major roadblock.
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.
The intake call is your secret weapon
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.
