The most successful firms are generally the ones that hire the best available candidates. One important step in finding the best possible candidates is to select and work with the best recruiting firm. Selecting a search firm should not be a matter of flipping through the Yellow Pages or sheer guesswork. Selecting a firm that can best handle your search and best understand your unique organization, requires investigation and will be rewarded by a smoother hiring process.

How should you decide which search firm to choose?

When you select a search firm, you should have a complete understanding of the services to be provided, the method of operation and any limitations affecting the search. You should know who will handle the assignment and what their fee will be. You should know what the quality, professionalism, reputation, and track record of the search firm are. References and referrals are important. By investigating the appropriate areas, you should be able to obtain the information you need to help you in your decision.

Here is the basic information you should know before giving a search firm an assignment to fill.

How long has the firm been in business? What is the firm’s reputation? Are they willing to provide you with references of other satisfied clients?

You want a firm that has been in business long enough to have established good contacts, but not so long that they are no longer interested in new clients. Ask people you know who have recently conducted searches which firms they used and listen for names that you hear again and again. Contact the firm and ask them to provide you with the names and phone numbers of companies they have worked with. Testimonial letters are nice, but do not give the same picture that a direct conversation will.

How long have the individual recruiters been in the business? What is the background of the particular recruiter that will be assigned to the search, his or her knowledge of the industry and capability to satisfactorily complete the assignment?

In the recruitment industry, as in any other, there is a certain learning curve. Just as most people do not want to be treated by a brand new doctor, you should not use someone who does not have several years experience conducting the type of search you need.

Does the firm specialize? In what area? What are some examples of recent searches/assignments they have worked on?

There are appropriate times to use either a general or specialized firm. The more professional and technical fields, such as computer programming, engineering and accounting lend themselves to specialized firms. In today’s complex business world, it is difficult to be aware of all the nuances of every field. Working with companies that know one field well instead of a company that knows a little about every area will provide better results.

What resources are used by the firm to provide the best possible candidates? What methods do they use to obtain and retain candidates?

The more contacts a firm has established the more likely they are to locate the candidate you are looking for. Here, length of time in business and reputation will be an advantage as well belonging to professional organizations.

How does the firm operate? What are the steps in their process for working on an assignment? How will they perform and what can you expect from them?

Most firms have set procedures but all may not offer the same services. Services to compare include: Do they help you develop the job description and profile of the candidate? Do they provide you with a detailed resume and additional information about the candidate? Do they check references and assist in arranging interviews? Do they handle the salary and hiring negotiations? What kind of follow-up do they provide after the hire?

Does the company have a "hands-off" policy regarding recruiting from clients? What is their definition of a "client" company?

Ethical recruiting firms do not recruit candidates they have placed and most will not recruit from companies they have placed candidates with. Most firms define a "client" as any company they have made placements with, although some firms include a time frame. For example, if they have placed someone with your company within the last two years, you would be considered a client.

What fees are charged by the firm? How are they calculated and when are they due? What kind of guarantee does the firm provide in the event the person hired does not work out?

Fees are best discussed prior to enlisting the aid of the agency. While most companies charge very competitive and very similar fees, you do not want any misunderstanding in this area. Guarantees can be very different from firm to firm. It is best to obtain a firm’s written fee schedule and guarantee. Obviously, guarantees with the longest time period and the most unconditional terms are the best for your firm.

What are your responsibilities in the process? What information will the recruiting firm need in order to assist your company successfully?

The more information you can share with the recruiting firm the more likely they can find the best person for the position. Expect to spend time answering questions about your company, the position, and yourself. Be willing to meet with the recruiter in your office so they will better understand your environment. Making the recruiter part of your team and an extension of your hiring effort works the best.