“Shiny new candidates” syndrome


Finding a new shiny candidate through advertising on job search websites is usually seen as the “most efficient” and “most reliable” way.

“Head-hunting on LinkedIn” is seen as a backup variant. And when it is not successful, an employment agency charging thousands of euros must help. But who says there is not a faster and cheaper way? And often even finding better qualified applicants who are already in your database? 

The biggest obstacles of company recruitment are rooted procedures and undervaluing of the “family silver”. Companies receive a great number of CVs for a particular advertisement and we are not able to transfer them to a similar position. Let alone CVs two weeks old when a new position is opened. The standard is to advertise and get new candidates who show their interest right now and for the position that is currently advertised. 

Let’s try to assess and use suitably the information concerning the human capital (understood as candidates’ CVs) we have in our systems – e-mail, ATS (recruitment SW) or saved on servers or individually in our own computers.

Many recruiters say that it is waste of time to look for “old” CVs as they are simply “out of date”. However, CVs cannot go bad and they do not have a “best-before date” – rather on the contrary, since sending them, the candidate has been gaining experience and working on themselves. I cannot emphasize enough how short-sighted it is to believe that a CV older than 1 year is worthless. 

Not searching the databases of CVs of people who applied for a position 1 to 3 years ago or even earlier is a big failure.

Not using candidates from advertising several weeks old is extremely inefficient. Honestly, we do not use these candidates too much – to a smaller or bigger extent. 

There are many companies who invest a great amount of time, concentration, energy and money in a recruitment system on social networks with the aim to identify and attract new candidates. But possibly you have already had the right candidate for a long time. On your server SW or in your laptop. 

You need to build a precise database of candidates and work with it. What is it, this database? A recruitment database is software used to store all the information concerning work positions and candidates, comparison of applicants with jobs and streamlining of the whole recruitment process. The information must be stored in an organized way and accessible to all those responsible for recruitment. It means not only the HR department, but also managers. The data should be immediately available, the software must be user friendly and the activities automated. 

What should such a database look like? You must have a database of sufficient size to be able to use it when recruiting for newly opened positions and sufficiently well-arranged to help you with the recruitment process. If it is not big at the beginning, it does not matter. You must start with it and it will grow as you go along. 

Definitely I recommend saving information about all candidates. Generally, you want to be sure that your database will be well arranged enabling you to find your candidates as fast as possible and always the most suitable ones for the currently opened positions. New technology – Artificial Intelligence can read the whole CV for you and compare it with the job content. The JOB#1 solution can both read CVs and show you the candidates arranged according to their suitability.

If you focus on building your own database, it is suitable to start the career website JOB#1. Artificial intelligence is the icing on the cake here. It enables the change of the process based on the fact that after coming to a carrier site of a company, a candidate first inserts their CV and then the artificial intelligence shows them a relevant position for which they can apply. This change of the process from “I will send my CV for a position” to “I will insert my CV to a career site” meaning “I am interested in your company” multiplies the number of gained candidates, gradually makes the company independent of advertising and generally increases the speed of recruitment. 

Your database is more useful when it is clearly arranged, and the data are updated. Ideally, candidates should be able to access their profiles online and adjust the data (by the way, it ensures meeting the requirements of GDPR). At the same time, the database z “itself” because CVs from your advertising on your website are imported directly and artificial intelligence can find, extract and save a name, e-mail address and phone number. The crucial aspect is, however, that using artificial intelligence candidates are searched for “by themselves” for a particular position and you do not have to categorize CVs laboriously, i.e. add the skills or previous positions manually.


What are the skills of candidates? They claim that they can do certain type of programming or use a certain technology? When you add a candidate in your database, you have all the significant skills specified in their CV or from their LinkedIn profile. Artificial Intelligence can find everything for you easily.

In the current world, recruiters look for an ideal programmer according to the combination of skills. However, this does not work hundred per cent as these skills are entered using number codes which are not updated or do not insert a particular skill in the software. It is therefore practical to use Artificial Intelligence. No more number codes and inserting skills. You will only insert a job content and result.

However, an area which you should add is the information concerning the “interview”. You might want to create more statuses for various stages of the interview process. As soon as job candidates get to the last rounds of the job application process, there is not a big difference between the candidate you selected and the candidate you rejected. As you have already interviewed these people, their recruitment will probably be much easier as they will remember your company and when offered another position, they will be more open to listen and possibly to accept the offer. What will help you a lot is a pre-set communication depending on the round which the candidate reached. A personified e-mail will be sent without you having to do anything. 


Duplication can occur easily. Therefore, clean any duplicate records not to get stuck in sending more e-mails to the same person or a chaotic situation when you have the same e-mail address saved twice. Or leave it to JOB#1 and we will do it on your behalf. Do not worry, we will not do it manually. 🙂

Candidates may lose their interest in receiving e-mails or job offers from your company for a certain time. In such a case you must give these candidates an option to unsubscribe from receiving your e-mails and from your database. But try to differentiate from GDPR. A candidate might want to be in your database and see only new vacancies. Artificial intelligence can also help you not to send spam but only relevant offers according to the candidate’s profile.

Recruitment is not easy. Starting the recruitment process every time from scratch is bad practice and it is not necessary if instead of advertising you use your database. Therefore, I recommend that everybody should start searching your database because you will speed up your recruitment process and find talents that you are losing at this moment. Moreover, the database can also include your current employees which enables you to approach them with offers for positions in your company and thus to ensure their personal growth and reduce staff turnover.