How do you identify the recruiting needs

Recruiting - how to recruit successfully

Are you having difficulties recruiting the right specialists for your company? When the market is competitive, you need to be strategic about recruiting. Regardless of whether you are looking for internal or external employees - our information will help you recruit.

Control your recruitment from one tool and make your recruiting more efficient! More info can be found here.


In 2020 there will not be a widespread shortage of skilled workers in Germany, but important branches of the economy such as the MINT and health sectors have long declared it. According to the 2019 DIHK business survey, more than 50 percent of companies consider it the “greatest threat” to their business development. In 2010, on the other hand, just 16 percent rated the shortage of skilled workers as a business risk.

Recruitment is therefore one of the central tasks and at the same time one of the greatest challenges in human resource management today. The following guideline has not only been in force since the discussion about the shortage of skilled workers:

Qualified personnel is the decisive factor for the long-term success of a company or organization

Do you want to optimize your recruitment?

Register now for our free “Recruiting” e-mail course - with 7 modules, from the hiring plan to the key figure analysis, and get the most out of your recruiting.

Recruiting, recruiting, recruiting - what is what?

In numerous global companies, instead of the very technical term “recruitment” or the more modern term “personnel acquisition”, the English terms “recruitment” or “recruiting” are predominantly used synonymously. But no matter what language you speak in HR - it is important that you are successful with your measures.

What exactly does the term recruiting mean? According to the well-known Gabler-Wirtschaftslexikon, recruitment is a "sub-function of personnel management (personnel management) with the task of recruiting the workers required in an organization in terms of quality, quantity, time and space".

Before this actual recruitment - i.e. personnel recruitment - the first step is to determine the personnel requirements. So answer the following questions about the vacancies:

  1. Qualitatively
    What qualifications do my employees need to have?
  2. Quantitatively
    Which positions do I want to fill? How many employees do I need?
  3. Temporally and spatially
    When or at what time and at which location or in which department do I need the employees?

After clarifying these basic needs, the actual recruiting begins. This is in the hands and responsibility of the HR department. Even in times of advancing digitization, it still follows the following logical base triad:

  • Search
  • Choose
  • To adjust

Approach the right candidates

In order to fill your vacancies correctly, you need to know what the perfect candidate should look like. Our template "Requirement profiles of applicants" will help you with this.

Recruiting - would you prefer internal or external?

Let's get more specific. As part of the personnel requirement planning, you have identified a shortage of personnel in the software programming team in your IT department. Now you have to decide which path to take in recruiting - internally or externally?

First, check whether you can adequately fill the vacant position with an existing employee. This can be done via a Transfer or via a promotion respectively. If there are technical deficiencies, you have the option of further qualifying the internal employee or providing them with a professional mentor to help them get started.

Internal recruiting - these options are yours

Internal recruitment is an effective tool, if used wisely. As HR, you have the following options.

Internal job posting
Advertise the open position internally - this can be done with the help of internal communication via employee magazines, a protected career area on your own company website, a personnel newsletter or via the “bulletin board”. This gives employees the opportunity to develop themselves further in the company.

If an employee is professionally qualified, you can transfer him to the vacant position for a limited or unlimited period of time. However, if possible, this should be done in agreement with the employee - especially in terms of intelligent retention management. Be sure to observe the regulations in the employment contract.

Recommendation by supervisors
Professionally qualified employees can be suggested directly by their superiors to fill the position.

Develop your employees by showing them professional development prospects through a promotion - often combined with a salary adjustment. Of course, you need to be able to reliably assess the potential of this employee based on key performance indicators and manager reviews.

Easily understand performance

The documentation of performance ensures comprehensible decisions and a better overview. In Personio it works as if by itself.


Extra work
A possible option, albeit not very popular with employees, to carry out internal recruitment is to introduce overtime for the existing staff. Explain and justify this measure and create understanding. Of course, you should offer the opportunity to reduce the overtime worked as soon as possible.

Vacation postponement
Does the project have to be completed on time despite the lack of staff? Here you have the opportunity to talk to the employees about postponing vacations and thus compensate for the lack of staff at short notice. Here, too, the following applies: Take your employees along with you and create attractive compensation options.

Advantages and disadvantages of internal recruiting

+ Effective employee loyalty through further development of the existing staff
+ Faster staffing times by eliminating the external recruiting process
+ High speed - through short training and knowledge of the employee
+ Low recruitment costs

- No suitable employees available
- Costs for further training and subsequent qualifications
- Higher work pressure for existing employees
- Risk of loss of motivation if an internal application is rejected
- Envy through recommendations from superiors

Your analysis has shown that internal recruitment is not promising? Then go the way of a new hiring.

Optimize your recruitment with key figures

Because recruiting key figures show you where there is a problem in the process. In this webinar, Martina Ruiß, Head of HR at Personio, reveals how you can use key figures to improve your recruiting process.

External recruitment - methods and measures

External recruitment has only one goal: to convince a potential employee of your own company and, ideally, to encourage them to join the company. The two typical ways doing this are

  • Passive recruitment
  • Active recruitment

In the passive recruitment it is primarily about evaluating incoming unsolicited applications and searching applicant databases for potentially suitable candidates. In addition, advertising measures that serve employer branding and thus the reputation of your company can be assigned to passive recruitment.

The active recruitment offers you a whole range of recruiting options in HR. You actively advertise your vacancies on the appropriate channels. These include, among others

Important: Make sure that you use these recruiting tools in a targeted manner and, above all, combine them effectively. You can measure the success of your measures by whether the costs used for the measures carried out cover the recruitment needs in a reasonable manner. For each individual case, you have to consider the strategic importance of the vacancy for the company and the segment of the job market you are in.

Advantages and disadvantages of external recruiting

+ New applicants bring new ideas and potential
+ The selection of applicants is greater than with internal processes
+ Usually no costs for further training

- Usually higher costs than internal processes
- High risks of filling a position incorrectly
- More time spent on searching and training

Hire suitable candidates faster

In Personio, you can coordinate applicant information, evaluations and interviews in just one tool. Data will help you identify the most successful recruiting channels.