Request Demo
Talent Pipeline

Building a Talent Pipeline: Process and Best Practices for Recruiters

Blog Thumbnails Umbraco (29)

A well-crafted and implemented talent pipeline process is key to successful recruiting efforts. It ensures that recruiters have an organized approach to sourcing the best candidates and allows recruiters to quickly identify high potential applicants when they become available.

This article will outline the process of creating a talent pipeline, as well as provide best practices for maximizing its effectiveness. With this information in hand, you'll be able to craft a recruitment strategy that meets your own needs and helps you find talented candidates faster than ever before.

What is a Talent Pipeline & Benefits in Recruitment Process

Creating a talent pipeline is a process of identifying, nurturing and engaging potential candidates for future hiring needs. It is essentially a repository of qualified job seekers who could be contacted when the need arises. 

Talent pipelines are beneficial for recruiters in multiple ways.

  • Improve Efficiency – With a talent pipeline, recruiters can easily refer to the pre-screened pool of applicants whenever they need to fill any position quickly. This eliminates the need to go through a cumbersome sourcing process as they already have access to a pool of qualified candidates.
  • Better Quality of Hire – By engaging with potential candidates in the early stages of their application process, recruiters can evaluate and assess a larger talent pool to determine which candidate is best suited for the job.  
  • Enhance Candidate Experience – With a well-defined talent pipeline, recruiters can provide a better candidate experience as they can keep in touch with the applicants throughout their recruitment journey. This improves the chances of making successful hires and leads to higher retention rates.
  • Improve DEI recruitment - A well-maintained talent pipeline can help recruiters in creating a diverse workforce. By regularly engaging with passive candidates from different backgrounds, it is easier for recruiters to identify and hire great talent from underrepresented groups.

More Time for Strategic Recruitment Activities – With the help of a talent pipeline, recruiters can spend more time on other important recruitment activities such as employer branding and recruitment campaigns.

Talent Pool vs Talent Pipeline

The terms “talent pool” and “talent pipeline” are often used interchangeably, but there are subtle differences between the two.

  • A talent pool is a simple database that contains all the information about potential candidates. This includes their resumes, contact information, qualifications, experience, etc.
  • Creating a talent pipeline is an ongoing process of engaging with passive job seekers in order to ascertain their skill set, qualifications, and other hiring-related criteria. This helps recruiters in gaining a better understanding of their talent pool so that they can easily make an informed decision regarding hiring.

So it takes more effort to build a talent pipeline than to just have a talent pool. However, these two approaches can work together to create a more effective recruitment strategy.

When do recruiters need to build a talent pipeline?

Recruiters should continually work on building up their talent pipeline, as there will always be new roles they need to fill quickly. This approach allows them to proactively engage with potential candidates, understand their skill set and qualifications, and have an idea about who would be suitable for any upcoming positions.

Additionally, building a talent pipeline ensures that there will be options in case a client needs a prompt hire.This is especially true for high-turnover roles as it allows recruiters to contact potential candidates who may be ready and willing to take on the role immediately.

Building a talent pool is usually a better solution for specialized, long-term Perm hires.This allows recruiters to assess and evaluate potential candidates in depth so that they can make an informed decision about who is best suited for the job.

How to Build an Effective Talent Pipeline

By following these steps, recruiters can ensure that they have a strong and well-maintained talent pipeline that helps them find great candidates for any position.


The first step in building a talent pipeline is to create a recruitment plan. Recruiters should identify the job roles they are looking to fill, set criteria for shortlisting potential candidates, and decide on the channels they will use to reach out to passive job seekers.


Once the recruitment plan is in place, recruiters should start filling their talent pipeline. They can use job boards, social media platforms, employee referrals, and other methods to identify and connect with potential candidates.


This stage includes sending out emails, understanding candidates' needs and inviting them to apply, scheduling interviews, conducting background checks, and other activities to ascertain the suitability of a candidate for a particular role.


During the assessment phase, recruiters should review all the information they have gathered about potential candidates and make an informed decision regarding who to hire.


Last but not least, it is important for recruiters to nurture their talent pipeline by regularly engaging with potential candidates including the ones who weren't hired for a current role.. This helps keep them interested in any upcoming job roles and increases their chances of getting hired.

Best Practices for Building a Talent Pipeline

Start with agency branding

Agency branding plays an important role in recruitment and should be the first step when building a talent pipeline. Recruiters should create content that speaks to potential candidates and showcases their value in order to attract top talent.

Determine when to use a talent pipeline

Not all roles require a talent pipeline, recruiters should determine which ones in order to save time and resources. This approach may not be necessary for certain types of roles where there is no need for prompt or long-term hires. By taking the time to assess their needs, recruiters can ensure they are only creating pipelines when it's necessary, thus saving valuable time and resources.

Find passive candidates from multiple sources

To maximize their chances of success, recruiters should diversify the sources from which they source passive candidates, this can be:

  • Search on job boards and even Google with the right keywords
  • Attend job fairs, industry events and conferences
  • Engage on LinkedIn, Twitter and other social media platforms
  • Use referrals and candidate networks
  • Search through your Applicant Tracking System (ATS)
  • Leverage specialized recruitment tools and technologies that are designed to find passive job seekers

Use professional, values-focused communication

When recruiting potential passive candidates, it is important for recruiters to focus their communication on the job at hand and avoid going off-track. A clear, professional and concise message will be more effective with these points.

  • Focus candidate’s career
  • Highlight the benefits of the role
  • Encourage the candidate to ask questions
  • Ask them how can contact them to nurture the relationship
  • Be honest and respect the candidate’s time

Recruitment Software for Better Talent Pipeline Development

Recruitment technologies like Applicant Tracking Systems (ATS) video interviewing software, candidate portals and more can be used to help streamline the process of building a talent pipeline.

Recruiters can use these tools to search for candidates with powerful search capabilities, making their search faster and more efficient. Additionally, they also provide analytics and reporting features that enable recruiters to measure their progress and make strategic decisions.

Recruitment tools can also be used to nurture relationships with potential candidates and keep them warm for future job opportunities. This is done through automated communication campaigns that are designed to keep the candidate informed about upcoming roles or changes in the company’s hiring process.

Final Thoughts

A talent pipeline is an important recruitment strategy that allows recruiters to proactively engage with potential candidates and identify suitable hires for upcoming positions. 

In order to maximize their success, recruiters should start by creating a strong agency branding message, determine which roles require a pipeline, find passive candidates from multiple sources, use professional communication with values and leverage tools and technologies to optimize their efforts.

By following these steps, recruiters can ensure they are building a strong and effective talent pipeline that enables them to hire the best-fit candidates for your needs.If you're interested in learning how Vincere's recruitment technology can be used to improve your recruitment processes,  schedule a demo here.