Author: Dane Batinic

If you’ve ever worked with a recruitment agency, you know the experience can vary. When expectations are clear and communication is open, the process can be smooth and efficient. But when important details are left out or priorities are not well defined, the outcome often falls short for both sides.

Working with a recruitment agency brings the most value when there is a genuine partnership. That means we do not simply receive a job description and begin the search. We take time to understand how your company operates. What kind of people succeed in your environment. What the structure of the team looks like, how decisions are made, and what challenges may be present beneath the surface. These things are rarely written down, but they influence everything from who will fit the role to how they will grow within it.

If your goal is to attract the right candidates, not just those who happen to be available at the moment, then clarity is essential. And it begins with a few key areas.

Be honest about what really matters.

Sometimes companies say they are flexible, but in practice they are looking for something very specific. And that is completely valid. Whether it is prior experience in a certain industry, the ability to work independently, or alignment with team values, please be clear about it. At the same time, consider whether you need someone who will follow the structure already in place, or someone who will ask questions and improve it. These distinctions may seem subtle, but they determine the direction of the entire search.

Share context, not just responsibilities.

Knowing that the role includes reporting and budgeting is one thing. Understanding that the last person in the role struggled with unrealistic timelines, or that the manager values autonomy over process, gives us a much better perspective. The more context you give us, such as why the position is opening, what kind of team the person will join, and what typical obstacles they might face, the more precisely we can select candidates. We will also speak with each candidate to check whether they are ready to step into such an environment. That alignment helps everyone and protects the energy we all invest.

Define what success looks like.

Try to think beyond daily tasks. What should this person accomplish in the first six months? What would convince you that the hiring decision was the right one? In some cases, you may be looking for someone calm and reliable, not necessarily ambitious or highly independent. Perhaps there is already a strong manager in place who prefers structure and predictability. That is completely valid. We do not interfere with your internal decisions. But the more we understand your environment, the more we can tailor our approach.

Be transparent about constraints.

This includes salary ranges, preferred work location, necessary tools or certifications, fixed working hours, or even simple but important things like limited parking. These are not small details. They shape expectations and help prevent misunderstandings for everyone involved.

Maintain open and timely communication.

Recruitment is not a straight line. It is a process that requires adjustment. The sooner we receive your feedback, whether it is about CVs, interviews, or how you feel about candidates in general, the better we can refine our work. With steady communication, each step becomes more efficient and aligned with your real needs.

What we offer is not just access to candidates. We act as your representative in the market. Often, we are the first person a potential future colleague meets on your behalf. That is a responsibility we take seriously. And when we have your trust, we carry that responsibility with care.

We are here to support the process from the beginning. Not just to move quickly, but to move well.

If you’ve been working in recruitment for more than a week, you already know one universal rule of our job: there will never be a perfect time to contact a candidate. As recruiters, we constantly walk a fine line between professionalism, respecting other people’s time, and trying to fill a position as quickly and efficiently as possible. Still, sometimes, regardless of our care and good intentions, candidate reactions remind us that—you simply can’t please everyone.

Two sides of the coin

On one hand, there are candidates who get upset if we reach out after 5 PM. “Do you really think it’s okay to message me during my personal time when it’s not even urgent?”—we receive messages like that. And we understand them—work-life balance is important and we all value it. On the other hand, there are candidates who take their jobs so seriously that they can’t even respond to a message during working hours, let alone answer a call. “Please message me after 6 PM, I can’t talk before then”—they say. And that’s completely legitimate. So—no matter when we reach out, it won’t be convenient for someone.

There’s no universal solution

That’s why it’s important to recognize one simple but powerful truth: there is no correct answer. People have different rhythms, responsibilities, work environments, and communication preferences. Some are happy to be contacted in the morning while having coffee, for others that would be seen as highly disrespectful. Some prefer a direct phone call, others want everything by email. A third group will say, “Call anytime—just make sure the position is interesting.” On top of that, today’s job market is no longer tied to the classic 9–5 schedule. Many people work remotely, in different time zones, or have flexible hours. That further blurs the line between “work” and “free” time—for both us recruiters and the candidates. At the end of the day, it’s up to us to be adaptable, patient, and empathetic. To ask: When is the best time for you to talk? To offer multiple time slots. To listen, not assume.

But there’s one interesting thing

Over the years, many recruiters will tell you the same: the most successful candidates rarely complain about scheduling. It doesn’t matter to them whether the call is at 10 AM, 2 PM, or 6 PM—they find a way. They organize themselves. They answer from the car, the parking lot, or while out for a walk. They understand that opportunities don’t come every day, and that the first step is—the conversation. And no, this doesn’t mean we glorify being available 24/7. It points to something else: proactiveness, flexibility, and a willingness to engage—qualities that often go hand in hand with success. It’s also worth mentioning that some candidates don’t react strongly because they’re rude, but because they’ve already spoken with five other recruiters that week. Or they’re under pressure in their current job, facing uncertainty or just exhausted. Every reaction has a context we don’t know—which is why it’s so important not to judge too quickly, and to always try to understand the other side.

So what can we do?

Set expectations from the beginning.Ask candidates about their communication preferences. Don’t get frustrated by a negative response—it’s not about us, it’s about their lifestyle. Don’t judge too harshly, but observe carefully. Flexibility in communication is often a sign of flexibility at work.

In the end—you can’t please everyone

But we can be professional, kind, and adaptable. And when we meet someone who reacts constructively and with a smile—maybe we’ve just found the right candidate.