Article by Stefan Bäuchl


State of the Art Recruiting & Active Sourcing: Our recipe for success

Almost 40% of applications that are started are abandoned prematurely. This can have various reasons, such as discrepancies in salary and tasks. Often, however, the cause lies in the application process itself: It is too complex, too time-consuming and opaque. Our approach aims to avoid exactly these problems. In this blog article, we would like to give you an insight into our recruiting process and show you how we help our clients successfully fill their vacancies.


Challenges in today's business world

The importance of efficient recruiting processes in today's business world cannot be overstated. Besides disagreements between applicants and employers, there are many other factors, such as the intense competition for talent. According to a study (source: Standstad-Mente>Factum study , Nov 2022), the job application dropout rate is close to 40%. This is also due to reasons such as insufficient salaries, poor framework conditions and better alternative offers.

The increasing demands on employee qualifications and the ever-changing labour market require an optimised application process - to avoid precisely these drop-outs. The labour market moves at breathtaking speed and the ability to find qualified candidates in a timely manner is more essential than ever. That's why we are constantly perfecting our recruiting and active sourcing process to ensure that our clients can attract the best talent for their business.

How we find top talent: Our recruiting process

Step 1: Your request & briefing

In this first step, we lay the foundation for the entire process and it is particularly important for us to adapt to our clients in the best possible way. We want to understand the industry, the individual requirements and the corporate culture. Together we develop a briefing, which forms the basis for an optimal job profile and a detailed project plan. Ideally, the first appointment takes place in person at the potential client's premises. This gives us the opportunity to get to know the company first-hand and to share this information with the applicant at a later stage.

Step 2: Kick-off recruitment

As soon as we have all the necessary information, we get started. Since we attach great importance to teamwork and synergy effects, each new position is carefully discussed in a team meeting. We analyse which ideal profile best fits the requirements, which channels and platforms can be used most effectively and which additional measures should be taken.

Your recruiting project will be managed by one of our consultants. This means that you always have the same contact person at your side. This not only ensures smooth communication, but also a comprehensive overview of your project. In this way, we can ensure that we make full use of all options and meet your individual requirements in the best possible way. Our aim is to provide you with the highest quality and personal support during this step.

Step 3: Executive Sourcing

We believe that successful recruitment is more than just sifting through CVs. Our approach combines active sourcing with direct approach to suitable candidates from the talent pool. Your requirements are carefully matched to potential candidates in our extensive database.

In addition, we rely on close cooperation with the most important job platforms and continuously evaluate new channels to ensure that your job advertisements reach the right candidates. Another important aspect of our approach is the targeted approach of potential applicants via platforms such as XING or LinkedIn in order to attract them to our clients' positions.

Good to know: Xing recently took a close look at how we use the platform and published a reference case.

In addition, headhunting plays a central role for us, as we have noticed how important it is to pick up the phone and speak directly with potential candidates. Our experience has shown that this approach is extremely successful, as it enables individual and, above all, two-way communication with applicants.

Step 4: Shortlist & Initial Interviews

At this stage, we have identified promising candidates. The careful selection and thorough professional interviews are crucial to ensure that our clients meet candidates who really fit the requirements - professionally as well as personally. If necessary, we supplement these interviews with personality profile analyses to provide even more precise information.

This approach saves our clients an enormous amount of time and resources, as they can focus on an already thoroughly vetted selection of profiles.

Step 5: Selection & Feedback

Our primary goal is to keep the dropout rate as low as possible. This is particularly important in this step because many people communicate with each other - applicants with the companies, the companies with us and candidates with us. We play the role of mediator here and ensure that all communication runs smoothly. At the same time, we accompany our clients through the selection process and support them in contract negotiations with their desired candidates. We also take care of the rejection communication with the other applicants. Our aim is to act in a respectful and transparent manner, while ensuring that candidates have a positive experience with us, even if it does not lead to employment. This also underlines our commitment to providing first-class service to both clients and candidates.

Step 6: Closing & Onboarding

Our commitment does not end after selection. We continue to stand by our clients to ensure that the integration of their new employee or employees goes smoothly. We are committed to ensuring long-term success and that the company is supported by the best talent from the very beginning.

Checklist: The five most important takeaways

⭐️ Quality and individualisation: Individual approaches are the key to success in recruiting.

🎯 The ideal fit: We consistently pay attention to the wishes of our candidates, because this is the only way to achieve long-term success for our clients.

🏠 Solid start: A thorough start is like the foundation of a house - it forms the basis for the entire recruiting process.

💬 Open communication: We value direct discussions with candidates.  Why? On the one hand, to receive honest feedback, on the other hand, to enable an individual approach.

⏳ Speed: In a rapidly changing world of work, efficiency is the be-all and end-all - otherwise the competition will be happy to have the top talent.


So what do we take away? If you don't focus on quality and individualisation in the recruiting process, you won't be able to attract talent, let alone win them over for your own company. For us, the focus is always and without exception on the applicant. Personal communication, be it during the initial approach, the interviews or in the feedback phase, forms the basis for a functioning process. New trends and technologies also challenge us. Through constant development, combined with our experience, we ensure that we always stay up to date and offer the best practices in recruitment.

Schulmeister Recruiting Personalvermittlung Personalberaterin lächelnd Michaela

Success through
recruiting strategies

This way, we remain a trustworthy partner that our clients can rely on. Contact us to learn more about how we can help our clients with their recruitment needs. We look forward to working with you and being successful together.