Template

Recruiting pipeline review template

Recruiters and hiring managers go through every open role: how many candidates are at each stage, where they get stuck, and what to change to fill the role in time.

30 minutesFor Recruiters, hiring managers and the head of peopleAgenda room

Change the agenda first

The agenda, with a time for each part

Roles at a glance5 min
- Which roles are on track, which are behind?
Where candidates get stuck10 min
- At which stage do we lose people, and why?
Roles that are behind8 min
- What do we change — the search, the pay, the process?
Candidates waiting on us4 min
- Who is waiting for feedback or a decision?
Actions3 min
- Who does what this week?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Roles. 7 open; 2 behind.

Stuck. Senior engineer: 40 screened, 2 passed the technical round — the test may be too narrow.

Waiting on us. Three candidates awaiting feedback for over a week.

Actions. Review the technical test (Jo); all feedback by Wednesday (each manager).

Running it well

Look at numbers by stage — applied, screened, interviewed, offered, accepted — not just the total. The bottleneck shows up at once.
Chase anything waiting on the company. Good candidates take other offers while feedback sits in someone's inbox.
If a role has been open for months, question the role, not just the sourcing.

Ways to change it

Monthly with leadershipAdd hiring against the plan and the cost per hire.

One roleFor a critical hire, a weekly fifteen-minute check.

When to skip it. If you are hiring for one role at a time.

Questions

What is a recruiting pipeline review?

A regular meeting to review open roles and the candidates at each stage, find bottlenecks and agree actions to fill roles on time.

What recruiting metrics should be reviewed?

Candidates at each stage, conversion between stages, time to hire, offer acceptance rate and where candidates come from.

Why do candidates drop out of hiring processes?

Common reasons are slow feedback, long processes, pay mismatches and competing offers.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

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