Skilled professionals are out there – they just aren't applying to you anymore.
While many companies complain about empty applicant pools, others report hiring times of less than 30 days. Why is that?
A recent survey by Phenom shows that 87% of HR managers in large companies now rely on automation in recruiting – but only a fraction of them are fully exploiting its potential (Yahoo Finance 2025). Often, the strategic foundation is lacking: processes remain complicated, communication unclear, feedback delayed.
The problem is not a shortage of skilled workers – it is a lack of structured progress.
Lean recruiting is an invitation to rethink recruiting – and radically eliminate unnecessary steps.
The method originally comes from Toyota's production logic. However, its five basic principles can now be effectively applied to recruitment. Those who take them seriously not only save time and money, but also finally hire faster and more effectively.
Let's start with the first hurdle that paralyses many companies: process overload.
Hurdle 1: Process overload – identifying and eliminating waste
Recruiting should not be an administrative task. And yet that is what it has become in many companies. Unnecessary approval loops, meetings with no added value, endless Excel spreadsheets: what was once intended to serve quality standards now systematically slows down progress.
Lean recruiting addresses this issue head-on. It asks the radical question: what really drives the process forward – and what doesn't?
In a recent study, McKinsey describes how leading companies are using so-called talent win rooms – cross-functional task forces that streamline decision-making processes, shorten feedback cycles and significantly accelerate recruiting. The result: in one case, the time from application receipt to final acceptance was reduced by 75% (McKinsey 2024).
It is also worth taking a critical look internally: how crucial is each step in the recruitment process really? The goal: identify, standardise and reduce bottlenecks.
What does this mean in concrete terms for your HR department?
- Cancel meetings that do not prepare decisions.
- Automate all steps that do not require human contact.
- Define crystal-clear responsibilities – and trust those who make the decisions.
Because every unnecessary minute in the process is an invitation to candidates to look elsewhere. Lean thinking means speed – without rushing, but with focus.
Hurdle 2: Application processes that don't focus on people – why applicant centricity is a must today
Many application processes are optimised from the company's perspective – but hardly anyone reviews them from the candidate's point of view. It is not only the salary that determines the success of an application, but also the question: How do I, as an applicant, experience the path to employment?
According to LinkedIn, over 60% of candidates drop out of the application process today after a ‘bad first impression’. The reasons: radio silence after the application. Unclear communication. Processes that drag on without being transparent.
Candidate centricity means we don't design the process for ourselves – we design it for the people we want to attract.
Companies that take this issue seriously invest specifically in communication, attitude and feedback. They communicate quickly, personally and clearly. They incorporate onboarding elements into the application process. And they see every touchpoint as an experience – not as a mandatory step (PwC 2023).
In an interview with EY's Global Talent Acquisition Leader, it becomes clear how important consistency is in the candidate experience: digital tools help to automate standardised processes. But the difference is made by human interaction – the feeling of being taken seriously (unleash.ai 2025).
What does this mean for your recruiting in concrete terms?
- Respond to every application within 48 hours – even if it's automated, but make it sound appreciative.
- Provide transparent time frames: ‘We will get back to you by...’ is often more effective than any highly stylised career page.
- Provide contact persons, not ‘no-reply’ addresses.
Conclusion: If you don't engage with applicants, you lose them – often before anyone from the team has even spoken to them.
Hurdle 3: Gut feeling instead of benchmarks – data-driven decisions as the key to scaling
Recruiting often remains a black box. Why was this candidate invited? Why is it taking so long to fill the position? Why do applicants drop out after the initial interview? Those who cannot provide answers to these questions lose not only time but also trust in the company.
Data creates transparency. And clarity creates room for manoeuvre.
But many HR teams still rely on experience – or worse, gut feeling. Yet there are now reliable metrics that clearly show where the problems lie:
- Time-to-hire
- Cost-per-hire
- Conversion rates in the recruitment funnel
Data-driven decisions measurably improve planning and quality in recruitment. It is important to analyse patterns regularly, create reports and derive concrete measures from them.
What does this mean in practice?
- Measure where candidates drop out – and why.
- Set target values – and compare them with real data.
- Conduct monthly reviews in the recruitment team – based on data, not gut feeling.
Because only those who measure can improve.
Hurdle 4: Tool proliferation – how to use automation sensibly
Technology is supposed to make recruiting easier. But in many teams, it leads to the opposite: more tools, more friction, more inefficiency.
Automation needs direction. Not more tools – but the right ones.
Well-thought-out digitalisation can significantly accelerate recruiting processes – if it is used throughout the candidate journey: automated appointment scheduling, matching logic, AI-supported screening (unleash.ai 2025).
Automation should not distract people, but rather relieve them of work. Tools take over repetitive tasks – to ensure that recruiters can once again focus on convincing candidates and building relationships. Centralisation and automation not only save time, but also costs (Softgarden 2025).
Practical tips:
- Automate recurring tasks.
- Consolidate tool landscapes.
- Plan technology from the candidate journey – not from internal logic.
Hurdle 5: Gridlock in process culture – anchoring continuous improvement as an attitude
Many recruiting processes are defined once – and then never questioned again. But nothing changes faster than the labour market.
Lean recruiting is not a method – it is a mindset.
The lean principle of ‘kaizen’ – continuous improvement in small steps – can also be applied effectively in recruiting (Leoforce 2023).
Feedback cycles after each hire are also recommended: ‘What went well? What didn't work? What are we changing with immediate effect?’
Practical ideas:
- Regular retrospectives in the recruiting team.
- Obtain feedback from applicants – even if they are rejected.
- Document changes – visibly and bindingly.
The world is constantly changing – that's why progress comes from the attitude that recruiting is never ‘finished’.
Conclusion: Lean recruiting is not a tool – it's a strategic lever
Many companies invest in employer branding, new career pages or large HR campaigns. But they fail at the simplest question: How quickly and effectively can we connect suitable candidates with the right decision-makers?
Lean recruiting provides a clear answer: those who live by the five principles – from eliminating unnecessary steps to continuous improvement – not only save time and money, but also achieve better hires. And strengthen HR as a strategic partner within the company.
Now is the right time to think lean.
Sources
- Yahoo Finance (2025): 87% of Fortune 500 fall short in applying AI and automation for job seekers
- McKinsey (2024): Increasing your return on talent: The moves and metrics that matter
- PwC (2023): The Future of Recruiting
- unleash.ai (2025): Interview with EY's Global Talent Acquisition Leader
- Leoforce (2023): Can lean recruitment be the answer to maximising efficiency?
- NumberAnalytics (2025): MBA Guide: Lean on Cost-per-Hire Cuts Hiring Costs
- Softgarden (2025): Reducing recruitment costs: 5 tips to save money on hiring
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