Hiring Managers Can’t Describe Their Own Job Openings

The Communication Gap in Recruitment: Challenges for Hiring Managers and Recruitment Professionals

In the dynamic landscape of talent acquisition across industries such as accounting, finance, human resources, administrative support, operations, safety, and supply chain management, a perplexing phenomenon is emerging—one that impacts the efficiency and success of the hiring process. As a recruiter specializing in placing both temporary and permanent roles, I’ve observed a troubling trend: hiring managers often struggle to clearly articulate their own staffing needs.

The Core Issue

The process typically begins when a client reaches out seeking a candidate for an open position. They provide a basic overview of the role—perhaps stating they need a “property accountant” or a “senior accountant”—without delving into the specifics. I then invest time to understand their requirements thoroughly and match candidates accordingly. Shortly after interviews, red flags start to appear. Debriefing with candidates reveals that the client’s understanding of the role doesn’t align with the actual day-to-day responsibilities, or they inquire about aspects unrelated to the original scope.

An example that underscores this disconnect involves recent requests for controllers in the affordable housing sector. The clients insisted they needed senior accountants, but in reality, what they required was a specialized auditor—someone experienced in reviewing workbooks, conducting reconciliations, and preparing documentation for audits—functions typical of a property accountant on the corporate side. Neither client initially provided this insight; I had to coax the details out of them. The result? Mismatched expectations, wasted time, and compromised placement outcomes.

The Implications

This misalignment presents significant challenges. For candidates, particularly seasoned professionals, it often means walking into interviews unprepared for the true scope of the role. When hired, they’re blindsided by responsibilities that differ from the job description they were led to believe they would undertake. This situation not only jeopardizes their confidence and performance but can also tarnish their professional reputation—something I see firsthand.

From the recruiter’s perspective, these miscommunications threaten credibility. When placements fail due to mismatched expectations, it’s tempting to blame the process or the candidates. However, the root cause often lies in a client’s inability to clearly define their needs upfront. I frequently spend hours sifting through profiles, only to find myself chasing after the wrong candidate archetypes, which wastes valuable time and damages relationships with talented professionals who feel misled.

The Broader Trend

The difficulty in accurately capturing client needs appears to be intensifying. Clients today are more selective and have higher benchmarks but often lack the clarity to specify what they truly require. This may stem from organizational complexities, involving multiple stakeholders with differing perspectives, or perhaps a general decline in communication skills during the hiring process.

What’s becoming clear is that the role of a recruiter has evolved beyond simple talent matching. It requires acting as both a translator and an interrogator—distilling ambiguous client descriptions into precise job specifications. This process is crucial to ensuring candidates are adequately prepared, expectations are realistic, and placements are successful.

Conclusion

Addressing this communication gap is essential for improving recruitment outcomes. Clients must recognize the importance of providing detailed, accurate descriptions of their needs upfront—failing which, all parties involved suffer. For recruiters, developing probing skills and fostering clear dialog can mitigate misunderstandings and lead to better placements.

Ultimately, bridging this divide between client understanding and actual job requirements is a collective effort. It demands greater transparency, patience, and collaboration—key ingredients for a more efficient and effective hiring process. Only by doing so can we ensure that talented professionals find roles that genuinely match their skills and aspirations, while organizations secure the right talent to thrive.