The Right Choice of a Headhunting Agency Through 7 Key Questions

 

 

Choosing the right headhunting agency to entrust with your open position search is not easy. In the vast pool of agencies, it’s often difficult to recognize who truly backs up their claims with facts and who does not. If trust is misplaced with the wrong agency, the damage can impact deadlines for filling the position, your budget, and your company’s reputation – both with current candidates, internal employees, and even other agencies in the market. Keep in mind that the role of the chosen agency is that of an ally; it must always act as your partner and well-intentioned advisor.

No matter what decision you make in selecting an agency, every scenario – especially a first collaboration – carries a certain risk. By following a prepared list of questions, we aim to direct your attention to the key considerations when deciding on a headhunting agency. By being aware of all factors, you minimise the risk of making the wrong choice, increasing your chances of a successful collaboration and good communication with the assigned headhunting consultant.

Let’s go step by step:

Does the consultant understand my business?

This is a crucial question. If the answer is no, think carefully about whether you’re speaking with the right person. The agency handling your selection process is also representing you to candidates—often potential/existing competitors or clients. Therefore, it’s essential that the consultant acts as your “extension” in the job market. How do you recognize a consultant’s understanding? First, pay attention to whether they ask the “right” questions. Do they understand the specifics and challenges of your business, your industry, and the obstacles you face?

How experienced is the headhunting agency in my business domain?

Always check how experienced the headhunting agency and the consultant handling your search and selection project is with similar projects in the same or related industries. Confirm how long they have worked on recruitment projects and whether the consultant will indeed be your main contact, fully responsible for your project. Although initial meetings are often sales-oriented, it’s important to insist on meeting the consultants who will be dedicated to your project. Take the time to meet your consultant in person. Ultimately, consultants are responsible for the overall outcome of the selection and your satisfaction with the presented candidates.

Does the consultant understand my needs?

Be aware that it’s your responsibility to inform the consultant about absolutely all aspects of your needs. Without full information about your business and the specifics of the position, no agency or consultant can be blamed if the search is unsuccessful. Explain the skills, knowledge, and experience you require, as well as any that are considered a plus. During this process, note how the consultant summarizes your information and how they add value by asking relevant questions that show understanding rather than ignorance.

What is the consultant’s approach and working method?

Ensure you understand the agency’s or dedicated consultant’s working method. Don’t hesitate to ask about their methods and pay attention to how transparently they share information. If you sense from the start that important details are being withheld or omitted, this will likely continue throughout the project. Check how you can track the progress of the selection at any time. How often will you communicate with your contact person? How well does all of this align with your expectations for such cooperation?

What are the deadlines and terms of business?

When it comes to direct search (headhunting), it’s often very difficult to define strict deadlines. However, in conversation, you’ll notice that some consultants are much more specific than others. Consider the information provided—are the plans realistic and well-structured? This is important to determine whether the process is organized and structured or mere improvisation, which can lead to chaos. This is also important for you to adequately plan the time you’ll need for interviewing the recommended candidates.

Are there references to back up their claims?

Who are the clients of the headhunting agency you’re speaking with? Are they willing to share the names of their references with you? Feel free to discuss their clients to get a fuller picture of the type of clients they serve, how successfully, and for which positions. If the consultant has worked with companies similar to yours, there’s a higher chance they understand the challenges you face. However, be mindful of the level of specialization of individual agencies. In a small market, an overly narrow specialization within a particular industry can often be problematic. Why? Because of potential conflicts of interest and violations of so-called off-limits policies. In other words, you’re limited to candidates the agency hasn’t already successfully placed elsewhere. For this reason, companies often prefer agile headhunting agencies that can cover a broad market but have experienced consultants capable of understanding all the details of your industry while keeping a focus on the specifics of your request.

Do you trust the consultant who will lead your search project?

This may be the most important criterion when making your decision. Of course, your personal impression matters here, but it’s also important to use as much information as possible to make the right decision. If you’ve addressed all the above questions, ask yourself the final question: Am I sitting across from the right person to lead the search and selection project? Can I collaborate successfully and communicate effectively with the assigned consultant? Be very cautious with individuals who promise guaranteed solutions for absolutely every issue. When working with people, there’s no such thing as 100% certainty. There’s only expertise, methodology, and an approach that minimizes potential risks and finds the best possible solution.

We are happy to answer the above and other questions and are always available for you to ask them. Contact us to jointly explore the best solution for your needs.