How do recruitment agencies work?

Recruitment agencies act as bridges between job seekers and employers, providing hiring solutions for both multiple and individual placements. In this article we look at how recruitment agencies operate and what you can expect when working with one.

20 mins read

7 months ago

As the world’s largest family-run recruitment company Reed, and other recruitment agencies, play a pivotal role in streamlining the hiring process, offering comprehensive services tailored to the needs of both employers and jobseekers.

Often recruitment agencies specialize in recruitment in specific industry sectors – some concentrate on technology recruitment, others specialize in finance recruitment, whereas larger recruitment companies like Reed, hire specialists in each sector and cover 20 different industries all in all – from procurement, to education, tech, accountancy and scientific.

Using a recruitment company makes hiring easy. Here’s how working with Reed works:

Talk to your local industry expert
Discuss your hiring needs, and goals and refine what your business is looking for in a voice, video call, or face-to-face meeting with your local Reed expert who specializes in recruitment in the sector you are looking to hire in.
Review your hand-picked talent
Our experts use their local industry networks, access to our database of 22 million CVs worldwide, and the latest sourcing tech, to provide you with a shortlist of potential people for your role(s). You can simply review the applicants and select who you would like to interview.
Longest guarantees available
We will help you onboard your new hire, in fact, we’re so confident in the professionals we place, that we offer up to an 18-month guarantee on your new, permanent hires.

What is a recruitment agency?

Also known as an employment agency, staffing agency, or recruitment consultancy, a recruitment agency serves one purpose, and that is to connect employers with the job seekers they need for business to flourish.

Recruitment agencies have a plethora of other names, while the underlying principles of how they operate often remain the same. Many offer different services and across different industry practices.

Here are a few descriptions of recruitment agency operating models.

Temporary staffing agencies

These agencies specialize in providing temporary or contract workers to companies for short-term assignments or projects.

Contingency agencies

Contingency agencies work on a “no win, no fee” basis. They only receive payment if they successfully place a candidate with the company

Retained recruitment agencies

Retained agencies are paid upfront or in stages throughout the recruitment process. They often handle high-level executive searches or specialized positions.

Niche agencies

Niche agencies focus on specific industries, job types, or skill sets. They have in-depth knowledge and networks within their specialized areas.

What does a recruitment consultant do?

So, what are recruitment consultants? Recruitment consultants, also known as recruiters or headhunters, play a pivotal role in connecting job seekers with employers.

Their primary responsibility in working for the above agencies is to source, screen, and match candidates to job vacancies within client companies. This involves understanding client requirements, such as job specifications and company culture, and utilizing various channels like job boards, social media, and networking to attract suitable candidates.

Once potential candidates are identified, recruitment consultants conduct interviews, assess qualifications, skills, and experience, and evaluate candidate suitability for specific roles. They also coordinate and schedule interviews between candidates and clients, providing support and guidance to both parties throughout the hiring process.

Recruiters often provide advice and assistance to candidates, helping them improve their CVs, prepare for interviews, and negotiate job offers. On the client side, they act as strategic partners, offering insights into the job market, salary trends, and recruitment strategies to attract top talent.

Administrative tasks like maintaining candidate databases, managing job postings, and ensuring compliance with employment laws and regulations are also part of their duties.

At Reed, as well as matching job seekers with employers, our consultants provide a host of free resources to help clients and candidates navigate each step of their journey. Our free guides, eBooks, tools, and webinars are designed to make the recruitment process smooth and successful, from interviewing right through to pre-employment screening and onboarding.

How much do recruitment agencies charge?

The cost of recruitment services varies depending on factors such as the type of agency, the level of service required, and the complexity of the position.

For permanent roles, staffing agencies will usually charge the employer a percentage of the candidate's base salary, which may be anything from 10% to 30% – the higher end of these percentages are generally for top-earning roles.

Likewise, for temporary work, the charge will be a percentage of the candidate's hourly or daily rate and could be up to 30%, depending on the pay scale.

It’s worth noting that jobseekers are not required to pay for recruitment agency services, and should certainly question any request for payment. Instead, financial costs are typically managed between the agency and employer, with no interruption to the jobseeker throughout the hiring or onboarding process.

The benefits of using a recruitment agency

So, why use a recruitment agency? Using recruitment agencies offers several benefits for employers compared to relying solely on their own recruitment methods. Here are some key advantages:

Access to a wide pool of candidates: recruitment agencies typically have extensive databases of candidates across various industries and job roles. This allows employers to access a larger pool of potential employees, at all seniorities, than they might find through their own networks or job postings.
Expertise and specialization: recruitment agencies often specialize in specific industries or job roles, giving them valuable expertise in sourcing and evaluating professionals for those positions. This specialization can result in a more efficient and effective recruitment process, as agencies understand the specific skills and qualifications required for different roles.
Time and resource savings: outsourcing recruitment to a specialist recruitment agency can save employers time and resources that would otherwise be spent on advertising, screening CVs, conducting interviews, and other administrative tasks. This allows hiring managers to focus their resources on core business activities while the agency handles the recruitment process.
Cost-effectiveness: while there is typically a fee associated with using recruitment agencies, this cost is often outweighed by the savings in time and resources, as well as the potential cost of making a bad hire. Recruitment agencies can help employers find quality, qualified, experienced candidates more quickly, reducing the time to fill open positions and minimizing the impact of vacancies on business operations.
Access to passive candidates: recruitment agencies have networks and resources to reach passive candidates who may not be actively seeking new opportunities but could be open to the right offer. This expands the talent pool and increases the likelihood of finding candidates with the desired skills and experience.
Screening and vetting candidates: staffing agencies typically offer thorough screening and vetting services to ensure that candidates meet the requirements of the job and are a good fit for the company culture. This reduces the risk of hiring mistakes and increases the likelihood of finding candidates who will succeed in the role.
Flexibility and scalability: working with a recruitment agency will also offer you flexible staffing solutions to meet the changing needs of your business, whether you need to scale up your workforce quickly, or find permanent hires. This flexibility can be especially valuable during periods of growth or transition.

These benefits make recruitment agencies a valuable resource for employers looking to streamline their recruitment processes and find the best talent for their organizations.

How to work with a recruitment agency

When considering whether to engage a recruitment agency, you need to weigh up the pros and cons. Firstly, you need to evaluate your hiring needs, including the number of people needed, the specificity of positions to be filled, and any time constraints. If you lack the in-house recruitment expertise or resources for effective hiring or require niche or executive talent, outsourcing to a recruitment agency becomes more appealing.

Above all, be ready to provide your chosen agency with information about your organization, its aims and ambitions, culture, people, and strategy. It can help to invite the recruitment consultant to your workplace to meet in person at least once, enabling them to get a feel for the organization and who might best fit.

How to find a recruitment agency for you

To find the right agency, you need to conduct thorough research. This involves assessing the agency's reputation, track record, and industry expertise. Reading reviews, seeking recommendations from peers, and examining case studies can provide valuable insights into an agency's capabilities.

As an employer, you should consider the agency's recruitment methods and network. A reputable staffing agency should have access to a diverse pool of candidates, including passive candidates who may not be actively seeking employment. The agency's approach to candidate screening, interviewing, and assessment should align with the employer's hiring standards and objectives.

Why choose Reed?

Reed is a popular choice for many organizations. With our 60+ years of experience in specialist recruitment, we have earned our stripes time and again for successfully placing talented professionals in roles spanning accountancy and finance to technology – recruiting across 20 sectors worldwide.

Employers often find themselves inundated with CVs that aren’t suitable for their vacancies, leading to extra pressure on their time and resources. Using our services cancels out this risk as we have access to 22 million candidate CVs across the globe, meaning our teams can often pinpoint suitable matches within days.

We know it can be daunting for employers to put their faith in a recruitment agency, especially when it’s their first experience, but we pride ourselves on listening to our clients’ requirements and making sure their needs are met. After all, as a multi-award-winning company, we have a reputation to uphold!

Registering with a recruitment agency

Once you decide to work with a recruitment agency, you need to provide your recruitment partner with essential information to facilitate effective collaboration. This includes a detailed job description outlining key responsibilities, required qualifications, and desired skills – your consultant can help work on this with you. Providing insights into the company culture and values – and a copy of your employee value proposition if you have one – can also help the agency identify those who would be a good fit.

Clear communication regarding budget, timeline, and expectations is crucial for a successful partnership. You should also discuss fee structures, including any upfront costs or contingency fees. Here, you should also establish a timeline for the hiring process and set realistic goals in terms of candidate quality and quantity.

Lastly, when working with a recruiter, you need to maintain open communication with the agency throughout the hiring process. Regular updates, feedback on candidate submissions, and constructive dialogue can enhance collaboration and ensure alignment between your needs and your agency's efforts.

Questions to ask a recruitment agency

You can assess a recruitment agency's suitability for your company’s needs by examining several key factors.

Firstly, evaluate the agency's track record and reputation within their industry. Testimonials, case studies, and online reviews can provide insights into the agency's past successes and client satisfaction levels.

Secondly, employers should consider the agency's specialization and expertise in recruiting for their specific roles or industry niche. A recruitment firm with relevant experience is more likely to understand the unique requirements of your vacancies.

Before, partnering with a recruitment company, you need to also assess the agency's recruitment process and methodologies. Transparency regarding their sourcing strategies, candidate screening techniques, and quality assurance measures can help establish trust and confidence. Additionally, don’t feel that you can’t enquire about the agency's candidate pool size, diversity initiatives, and time-to-fill metrics to gauge their ability to deliver timely and diverse talent solutions.

In terms of information provided by the recruitment agency you are looking to partner with, the recruiter will normally provide you with detailed proposals outlining the services offered, including recruitment strategies, timelines, and fee structures. A good agency, like Reed, will also offer you insights into market trends, salary benchmarks, and talent availability to help you make informed decisions. Clear communication channels, regular updates, and ongoing support throughout the recruitment process are essential indicators of a reliable and collaborative partnership.

Ultimately, by carefully evaluating these factors and leveraging the information provided by the recruitment agency, employers can make an informed decision about whether their services align with their hiring needs and objectives.

How do recruitment agencies find candidates?

Recruitment agencies employ various methods to find candidates. These strategies often include:

Online job boards

Recruitment agencies frequently use job boards such as our sister company Reed.co.uk and LinkedIn, to advertise vacancies and attract potential candidates. These platforms allow recruiters to reach a wide audience and filter applicants based on the agreed criteria.

Networking

Building and maintaining a strong network of professionals is crucial for recruitment consultants within recruitment agencies. They often leverage their connections within industries to source suitable candidates through referrals, recommendations, and professional associations.

Direct approaches

Recruiters actively search for candidates who possess the skills and experience required for specific roles. They may use techniques like headhunting, where they directly approach individuals who match the job criteria, whether they are actively seeking new opportunities or not.

Database search

Recruitment agencies maintain extensive databases of candidates who have previously registered with them or applied for roles. They use sophisticated search algorithms to match candidates to current vacancies based on their qualifications, experience, and preferences.

Advertising and marketing

Recruitment agencies invest in advertising and marketing campaigns to promote their services and attract both clients and candidates. This may involve online advertising, social media campaigns, television, radio, and traditional methods such as print media.

Reed stands out from other recruiters in several ways:

Longevity and reputation: with over 60 years of experience in the industry, Reed has established itself as a trusted and reputable recruitment agency globally. Its longevity demonstrates a track record of success and reliability.
Wide range of specialisms: Reed offers recruitment services across various industries and sectors, catering to a diverse range of clients and candidates. Whether it's finance, health and care, IT, or engineering, Reed has expertise in 20 industry sectors worldwide.
Innovative technology: Reed invests in cutting-edge technology and digital platforms to streamline the recruitment process for both clients and candidates. This includes AI-driven candidate matching algorithms, online assessments, and video interviewing tools.
Personalized approach: Reed prides itself on delivering personalized service to clients and candidates alike. Recruiters take the time to understand the unique needs and preferences of each individual, ensuring the best possible match for both parties.
Commitment to diversity and inclusion: Reed actively promotes diversity and inclusion in the workplace and strives to connect employers with candidates from diverse backgrounds. We recognize the value of a diverse workforce and work towards creating equal opportunities for all.

What to expect from a recruitment agency

When engaging with a recruitment agency, employers can expect a comprehensive and structured process designed to identify and secure top talent efficiently.

The timeframe for completing the recruitment process can vary depending on factors such as the complexity of the role, the availability of candidates, and the specific requirements of the employer. However, a typical timeframe for a permanent role from initial consultation to job offer can range from several weeks to a few months. Whether you are looking to recruit a permanent or interim member of your team, it’s essential to maintain open communication with your agency throughout the process to ensure efficiency and alignment with expectations.

Try to be open-minded and allow the recruitment expert to offer their advice on the job market and set realistic targets.

What’s the process once you’ve decided to work with a recruitment agency?

The following step-by-step guide outlines the typical journey you can expect to take as an employer when working with a recruitment agency:

1. Meeting with the recruitment agency

This is the first step in the process, you will need to meet with your recruiter to discuss your hiring needs, company culture, and specific requirements for the role.

During the consultation, your dedicated recruiter will gather detailed information to understand the scope of the position(s) you are hiring for, including qualifications, experience, and any specialized skills required. This meeting can be done over the phone, on a video call, or in person. At some point at the beginning of the process, it’s a good idea for the recruiter to visit your working environment, this will give them a real taste of your organization and allow them to sell the role to prospective candidates as best they can.

2. The agency posts the job advertisement

The recruitment agency crafts a compelling job advertisement based on the information provided by you. They will use their expert knowledge and experience to ensure the job ad covers all bases and will be as well received as possible. In most cases a recruiter will encourage you to advertise a salary band with a role as this will increase application numbers significantly.

Once, the description/specification is agreed upon, your recruitment specialist will advertise the vacancy using all channels possible and advanced search techniques for maximum exposure, to attract a diverse pool of candidates. These channels should include, job boards, such as Reed.co.uk, LinkedIn, and social media platforms as well as the recruiter’s own network. For really niche roles, or roles where a candidate pool can be sparse, your recruiter will headhunt for talent, this may involve searching in the recruitment agency's own database or using tools such as LinkedIn to search for prospective good matches.

3. The recruitment agency will contact the candidates

As applications for your open position start to come into the consultant through the various channels or candidates who have been headhunted show an interest in the role, your recruiter will assess their CV and set up a call with prospective candidates they believe match the specifications and talk them through the role. From this, they will gauge the level of interest from each person and their fit for the job, if they deem them to be a good fit they will book them in for a screening interview.

4. The recruitment agency will screen the candidates

A screening interview will usually be conducted face-to-face or via a video call to determine whether a professional is suitable for the role and company. These interviews are much shorter and less formal than job interviews.

In a screening interview, your recruiter will:

Discuss your role in more depth with the candidate and give them an introduction to your company
Ask the candidate some screening questions to evaluate whether they meet the basic requirements for the role
The recruiter will also ensure that the role aligns with the candidate's wants, needs, and requirements – helping to reduce the number of dropouts
Take any questions the candidate may have about the role and company

If a screening interview is successful, your recruiter will send you a shortlist with notes from the screening interview and the CVs of those candidates they think will be best for your open vacancy. From this shortlist, you can then select those candidates you would like to take to the next stage of the recruitment process which is the interview. At this stage, you need to confirm how many stages there will be in your interview process so that your recruiter can communicate this to the candidates.

5. Employers interview the candidates

Using a recruitment agency will save you a significant amount of time, your dedicated recruiter will arrange interviews between you and the chosen professionals from your shortlist, at the most convenient time for you. They will liaise with the candidates to ensure they know where they are going and manage communication efficiently to ensure a smooth process.

Recruiters will assist you in planning for the interview, and you could even use Reed’s AI-powered interview question generator tool, free, to create a list of valuable interview questions fast.

6. Feedback rounds

After interviews have taken place, the agency gathers feedback from both the employer and the candidates. This feedback loop allows for informed decision-making and adjustments to the selection criteria if necessary. At this point, the recruiter will organize any second interviews needed and where required provide the candidates with details of any tasks. At every stage, your recruiter will facilitate communication between all parties and address any concerns or questions promptly.

7. The candidate receives an official job offer

Once a suitable candidate has been identified, the agency assists with negotiating terms of employment, including salary, benefits, and start date. They act as intermediaries to ensure a fair and satisfactory offer is extended and accepted.

Throughout this process, the agency provides support and guidance to you and your candidate, facilitating a seamless transition.

8. Maintain communication with your recruitment agency

Even after the offer has been accepted, the recruitment agency you are working with may continue to provide assistance during the onboarding process. This may include coordinating paperwork, conducting background checks, and ensuring a smooth integration into your company culture. Your recruiter will check in with you and your new starter at regular intervals over the first 12 weeks to ensure everything is going well.

By following this structured process and leveraging the expertise of a reputable recruitment agency, you can expect to attract top talent and fill critical positions effectively and efficiently.

Employer responsibilities for agency workers

When employers engage with recruitment agencies to hire staff, they share various responsibilities to ensure fair and lawful employment practices. Here are some key responsibilities:

Legal compliance
Employers must ensure that the recruitment agency they choose complies with all relevant employment laws, including anti-discrimination legislation, minimum wage requirements, and regulations regarding working hours and conditions.
Job description accuracy
Providing accurate job descriptions to the recruitment agency is crucial. Employers should clearly outline job requirements, responsibilities, qualifications, and any other pertinent details to ensure that candidates are properly informed about the role.
Equal opportunities
Employers must ensure that their recruitment process, facilitated by the agency, promotes equal opportunities for all candidates regardless of age, gender, race, disability, religion, or sexual orientation. Discrimination in any form is unlawful and can lead to legal consequences.
Verification of candidates
While recruitment agencies typically handle candidate screening and verification, employers should still be vigilant in confirming the credentials, qualifications, and work experience of potential hires to ensure they meet the company's standards and job requirements.
Communication and feedback
Employers should maintain open communication with the recruitment agency throughout the hiring process. Providing timely feedback on candidates and collaborating closely with the agency can help streamline the recruitment process and ensure that the employer's needs are effectively met.
Contractual obligations
Employers are responsible for ensuring that employment contracts offered to selected candidates accurately reflect the terms and conditions agreed upon, including salary, benefits, working hours, and any other relevant provisions.
Payment of fees
Employers are typically responsible for paying any fees associated with using the recruitment agency's services. These fees may be based on a percentage of the hired candidate's salary or a flat rate, depending on the agreement between the employer and the agency.
Feedback and evaluation
After the recruitment process concludes, employers should provide constructive feedback to the recruitment agency regarding the quality of candidates sourced, the effectiveness of the process, and any areas for improvement.

Final thoughts

By fulfilling these responsibilities, employers can ensure a transparent, ethical, and legally compliant recruitment process when utilizing the services of a recruitment agency.

Whether you're an employer looking to build a high-performing team or a jobseeker seeking your next career move, partnering with a reputable recruitment agency can significantly enhance your chances of success in the competitive landscape of today's job market. Get in touch with one of our specialist consultants today.

Articles

You may also be interested in...

7 mins read

Seven top tips for writing an inclusive job specification and description

Companies that are serious about fostering an inclusive work environment should begin by evaluating the very first interaction a job seeker has with their organisation: the job description and specification. According to a report from McKinsey, businesses that embrace diversity are 36% more likely to have better financial performance than their less diverse counterparts.

“This is why it’s important organisations focus on writing inclusive job descriptions and specifications to attract a broader pool of talent,” said Chris Willsher, Regional Director at Reed.

To explore how businesses can craft more inclusive job descriptions, we spoke with recruitment experts across Reed, who shared actionable strategies for making job postings resonate with a more diverse audience.

1. Avoid gendered language

The language used in job descriptions can significantly impact who applies. Research shows certain words and phrases may discourage people from underrepresented groups, particularly women, from applying. Words like "aggressive" and "dominant" are often associated with male stereotypes and can subtly alienate female candidates.

Chris emphasised the importance of being mindful of gendered language, adding that employers can inadvertently signal that their culture aligns more with male stereotypes.

“Words like 'collaborative,' 'inclusive,' and 'supportive' tend to appeal to all genders,” he said, “whereas terms like 'competitive' or 'dominant' may inadvertently deter women or non-binary individuals for applying for your roles."

He suggested using a language decoding tool to help identify biased language such as this one, or even the free version of ChatGPT to identify any words that may need to be neutralised.

2. When it comes to experience and qualifications – use inclusive language

Companies often ask for extensive qualifications or specific years of experience in job descriptions, which can disproportionately discourage women and minority candidates. According to research from LinkedIn, women apply for jobs only if they meet 100% of the qualifications, whereas men will apply if they meet about 60%.

Michelle Topley, Permanent Recruitment Consultant in Reed’s Norwich office, in the UK, advises organisations, where possible, to rethink how they frame qualifications.

“Where possible, it’s important hiring managers focus on the skills and competencies needed to succeed in the role, rather than creating strict list of requirements,” she said.

“You need to really ask yourself if a qualification is 100% necessary for the vacancy you have, or is it just on your nice-to-have wish list?

“Don’t get me wrong, there are roles that need certain qualifications, especially in the legal field that I recruit for, but in the current climate where skills gaps are prevalent, you need to think about upskilling – can you train this person to do the job? So many talented people won’t even apply if they don’t tick every one of your boxes.”

3. Promote flexible working options

Flexible work arrangements are more important than ever for candidates, especially those balancing caregiving responsibilities or dealing with other personal challenges. Advertising flexible work options prominently in job descriptions can open the door to a more diverse talent pool.

Shaq Hills, a Business Manager – Practice Specialist based in Reed’s Reading branch, in the UK, specialises in accountancy and finance practice recruitment. He said companies which are truly committed to inclusion need to make sure job specifications and descriptions reflect that you really understand how diverse individuals have different needs.

He said: “Not every business can offer flexible working, but most can have a stab at offering some form of flexibility. By doing this you are highlighting that as a business you are committed to employee wellbeing, by offering a ‘positive’ work-life balance.

“This is a major draw, particularly for women, older workers and those with disabilities. If you offer it, make it a prominent feature."

4. Remove bias in job titles

Job titles can often carry hidden biases, which may prevent certain groups from applying. Titles like "salesman" or "chairman" reflect outdated, male-centric norms, while titles such as "guru" or "rockstar" - not that we recruit for many rockstars - may skew younger and discourage older applicants from applying.

Rebecca Moore, Business Manager for the Northampton Reed office, in the UK, said neutral job titles that don’t encourage bias and attract as many candidates as possible to your job are vital.

She said: “Some job titles are simply outdated, and anything with the word ‘man’ on the end should certainly not be entertained. They need to be clear; do exactly what it says on the tin, and welcome people from all walks of life.

“A great example of this is the job title 'software engineer' – it really is neutral and widely understood in the tech space. If you were trying to be more vibrant and out there you may want to call the role 'coding ninja' – but you must really think hard about it as something like this may alienate potential candidates who feel they don’t fit into the cultural stereotype that the word ‘ninja’ signifies.”

5. Include your commitment to diversity

Explicitly stating a company’s commitment to EDI&B in job descriptions signals to candidates that an organisation values a wide range of perspectives and experiences. A simple paragraph outlining your EDI&B initiatives or your dedication to creating an inclusive environment can make a significant impact on potential applicants.

London-based Area Manager and public sector HR recruiter, Bukola Odofin, is an advocate of company’s having a clear employee value proposition that fully embodies a company’s culture, goals and commitments.

She said: "Your commitment to diversity shouldn’t just be a vague statement at the bottom of the job description, it should be part of your employee value proposition.

“This proposition should be woven into the job and clearly highlighted in any description or specification that is written. On top of this, where possible clearly define how the vacancy contributes to building an inclusive environment within your company and mention any specific inclusion and diversity initiatives you have."

6. Encourage applications from underrepresented groups

Sometimes, simply encouraging people from underrepresented groups to apply can broaden the pool of candidates. Job postings can include phrases like, “We encourage candidates from diverse backgrounds to apply,” which can reassure applicants that the company genuinely values diversity.

Chris Willsher, Regional Director at Reed, said one way of encouraging applications from underrepresented sectors is to advertise roles on platforms which are popular with individuals from those groups.

“You can’t attract underrepresented groups to your roles without highlighting your commitment to diversity on your website and in job descriptions, and offering training programmes, internships, and mentorship opportunities aimed at underrepresented individuals,” he said.

“Another way of encouraging applications is to promote employee referrals from diverse backgrounds and provide unconscious bias training for hiring managers to ensure a fair recruitment process. These strategies help create an inclusive environment that attracts a wide range of applicants.”

7. Highlight personal development opportunities

Inclusive job descriptions should also highlight growth opportunities within a company. When businesses emphasise that they support employee development and provide clear career pathways, they attract candidates who not only want a job but want to belong to a workplace that invests in their future.

“If you really want to demonstrate you value your people you need to really emphasise your commitment to learning and growth,” said Hayley Bee, Technology Practice Lead in Newcastle’s Reed office, in the UK.

She added: “I specialise in technology recruitment where skill shortages are rife, so by highlighting that you invest in your employees’ development on both a personal and professional level, you can really show that you value your people.

“Candidates from marginalised backgrounds do look for signs that a company will offer them room to grow and flourish, particularly if they’ve been in previous work environments where this hasn’t been the case."

Crafting inclusive job descriptions is not a one-time effort. It requires ongoing reflection, feedback, and refinement. The way you write your job description sends a powerful message about your company, meaning you need to ensure the message you are sending out is one that demonstrates you value inclusion.

If you’re looking to hire, our network of specialist recruiters can assist you in creating job descriptions to reach a wide pool of talent for your role. Get in touch with one of our experts today.

6 mins read

Top tips for helping employees manage ADHD at work

People with ADHD will, more often than not, have challenges in the workplace, which may lead to them leaving a job. However, with tailored support and understanding around their strengths and talents, they are likely to flourish and become a great asset to your organisation.

It’s important to remember that everyone with ADHD is different, and the condition affects people in different ways, but they have the same broad range of skills, interests and intelligence as the rest of society. Open communication with your employees is key so that you can find out what support would help them most.

What is ADHD?

ADHD is a neurodevelopmental condition which affects brain structure and neurotransmission, which is the way in which messages are communicated around the brain and how different areas of the brain are activated.

It has three core traits which affects people with differing degrees:

Inattention
Impulsiveness
Hyperactivity

Traits of ADHD are present from childhood, but recently, an increasing number of adults are being diagnosed with ADHD for the first time, as the condition becomes more widely understood. Even without an official diagnosis, which can take years to obtain, employers have a duty of care to their employees and must offer reasonable adjustments.

A review by the Attention Deficit Disorder Association found that adults with ADHD are nearly 60% more likely to be let go from a job role, 30% more likely to have chronic or ongoing employment challenges, and three times more likely to quit a job.

So how can you support your employees with ADHD?

Promote awareness and understanding

Educating the wider workforce about ADHD can help create an inclusive environment which better understands the needs of neurodivergent employees. For your senior leadership team and managers, consider hosting training sessions or workshops to help you and your workforce understand ADHD and how neurodivergent traits impact people in the workplace.

This awareness can reduce stigma and encourage open conversations that can lead to increased empathy, support and cohesion at work. This way, your employees with ADHD can adopt strategies that work for their neurotype.

Encourage regular check-ins

Encourage regular check-ins where employees can express any challenges relating to their ADHD. When a colleague has ADHD, it’s important to understand that they intend to get tasks done in a timely manner, however, there are obstacles that might be getting in their way.

Time can be a challenge for someone with ADHD, which affects their perception of how long something will take them, and also can cause them to overestimate the length of time until a deadline. Those employees with ADHD may benefit from the routine of regularly check-ins to help keep them on track and accountable. Without these interactions with their managers or team leaders, they may unintentionally lose their way on certain tasks. This is especially true for tasks that offer no reward, novelty or interest, or have many steps to them.

Implement flexibility

Flexibility can be crucial for employees with ADHD. It takes time and patience to understand their needs and you have to get to know them as people to figure out what strategies truly work for them to help them thrive in their job role.

Consider options such as remote work, flexible hours and locations, and if possible, adjustable deadlines. These arrangements allow employees to work when they feel most productive and help to minimise distractions.

People with ADHD can meet workplace demands in an environment that helps them focus, stay on task, and be productive.

Create a structured environment

A structured work environment can greatly benefit employees with ADHD. This type of environment will help them establish routines and set clear expectations of what is expected of them.

Use project management and technology tools to help them break tasks into manageable steps and encourage the use of calendars and reminders to stay organised.

There are a number of apps which can assist people with ADHD and other neurodivergent conditions that impact executive function: i.e. working memory, attention, time management, organisation, planning and prioritisation, self-regulation, task initiation and completion, and self-monitoring.

However, not every app works for everyone, so be open to trying multiple options. Some potentially helpful apps include:

To do list reminders / scheduling apps (e.g. Todoist, Wunderlist, Trello)
Aids if reading and writing are a problem (e.g. Captivoice.com, Google Docs Voice Typing, Apple Dictation)
Blockers to eliminate distractions from social media / smart phones during tasks (e.g. Cold Turkey)
White noise / ambient noise apps (e.g. Coffivity, Focusatwill)
Note taking apps (e.g. To Do, Microsoft OneNote)

Provide clear instructions and feedback

Clear, concise instructions can help reduce overwhelm in employees with ADHD, allowing them to better focus on their tasks. The use of bullet points, visuals, or checklists to communicate expectations can be highly effective.

Helping your employees with ADHD succeed doesn’t stop once changes in the workplace have been made to meet their needs. You may need to consider providing and receiving feedback so both parties know how the changes are working.

As an employer, you can also tell them about their progress at work and the areas they might need to work on. Regular feedback helps them stay on track and make the necessary adjustments. Positive reinforcement can also increase motivation due to the brain’s response to reward, creating dopamine, which is a neurotransmitter that is unstable in people with ADHD.

Encourage breaks and physical activity

Regular breaks and physical activity can enhance focus and productivity, potentially reducing overwhelm or stress from their workload.

Encourage employees to take short breaks to recharge, and consider implementing wellness programmes that promote physical activity, mindfulness, or relaxation techniques.

Standing desks can benefit people with ADHD by allowing them to get up when they are feeling hyperactive and need to move. Fidget toys and footrests can also help them keep moving and the repetitive movements can help them stay regulated and focused. Walking meetings are also helpful for people with the hyperactive type of ADHD.

By implementing active initiatives, businesses can create an environment that encourages and supports physical activity and regular movement, including fidgeting or ‘stimming’, ultimately improving employee satisfaction and leading to better retention rates.

Set realistic goals and help them conquer tasks

Help employees set achievable goals that align with their strengths and capabilities. If you request something from an employee with ADHD, it can be helpful to ask them what timeframe makes sense for them to provide you with what you need.

Once this is agreed, it may be helpful to ask for regular updates before the work is due just to make sure it remains at the top of their to-do list. Be constructive with any conversations around goals and don’t be afraid to discuss with them what will help them get work done in a timely fashion. Often, switching strategies helps keep professionals with ADHD engaged, through renewed novelty.

If you notice mistakes are being made regularly, it could be that they haven’t processed the instructions properly. You can assist by asking what their preferred communication type is. People with ADHD often benefit from multiple forms, such as an email with action points following a phone call, or live captions.

As with any employee, but especially those who thrive on reward, be sure to celebrate their accomplishments to help boost motivation and confidence.

Useful resources

ADHD Works https://www.adhdworks.info/

ADDitude magazine https://www.additudemag.com/

Access to work ADHD https://www.adhd-360.com/access-to-work-adhd/

Watch our webinar 'Empowering workplaces: navigating ADHD'.

4 mins read

The importance of ADHD understanding in education

Attention Deficit Hyperactivity Disorder (ADHD) is a neurodevelopmental condition that affects both children and adults. It is characterised by symptoms of inattention, hyperactivity, and impulsivity, which can significantly impact daily life and functioning.

As a well-recognised condition, October is the month focused on increasing awareness and support available for those affected. The exact cause of ADHD is not fully understood, but it is believed to be a combination of genetic and environmental factors.

It is a lifelong condition that you are born with, and is often diagnosed in childhood, however, as awareness increases, many adults now find themselves seeking diagnosis.

ADHD classifications

There are three clinically recognised types of ADHD, these are:

Inattentive type (ADHD-I)

Symptoms: Difficulty sustaining attention, easily distracted, forgetfulness, and trouble organising tasks. Individuals may appear daydreamy and slow to process information.

Common in: More frequently diagnosed in girls, who may not exhibit hyperactive behaviours.

Hyperactive-impulsive type (ADHD-HI)

Symptoms: Excessive fidgeting, difficulty staying seated, talking excessively, and acting without thinking. These individuals are often described as being “on the go” and may struggle with waiting their turn.

Common in: More commonly diagnosed in boys, who may display more hyperactive behaviours.

Combine type (ADHD-C)

Symptoms: A combination of inattentive and hyperactive-impulsive symptoms. This is the most common type of ADHD, where individuals exhibit a mix of both sets of symptoms.

Common in: Both boys and girls, as it encompasses a broader range of behaviours.

However, what you must remember is that though these are ‘typical’ definitions, each type presents differently in individuals. For example, a student might frequently lose their homework, forget to bring the necessary materials to class, and have difficulty following through on instructions. Or one of your teaching colleagues could find it challenging to manage their time effectively and miss important deadlines or forget they have meetings.

Whatever the symptoms, in my experience, if supported with the right understanding, tools and resources, those with ADHD can thrive, just as well, if not more, than those that don’t have it.

Why is raising awareness so important in education?

Raising awareness of ADHD in schools is crucial for fostering an environment where both staff and students can thrive. When educators have a deeper understanding of ADHD, they are better equipped to provide the necessary support for students who live with the condition. Too often, these students face challenges that, without proper awareness, go unrecognised or misunderstood.

Educators who are informed about ADHD can tailor their approach, offering strategies such as breaking down instructions, simplifying tasks, and providing more consistent feedback. These small yet impactful adjustments can make a significant difference in a student’s academic experience, ensuring they have the same opportunities for success as their peers.

Another benefit of increased awareness is the potential for early identification of ADHD. Many students go through their school years undiagnosed, struggling with focus, organisation, or impulsive behaviours that are misinterpreted as behavioural issues. When ADHD is identified early, schools can work in partnership with parents and specialists to intervene before these struggles manifest into more significant academic or social difficulties. Early intervention gives students the tools they need to manage their symptoms effectively, which can positively impact their long-term success and mental well-being.

Equally important is addressing the stigma that still surrounds ADHD - it’s getting better, but we are a long way off yet. Far too often, students with ADHD are labelled as ‘lazy’, ‘disruptive’ or ‘difficult’, when they’re grappling with neurological differences that affect their ability to concentrate and regulate their behaviour. Raising awareness helps dismantle these harmful stereotypes, replacing them with empathy and understanding.

As schools become more inclusive and accepting of diverse learning needs, students with ADHD will feel more supported and less isolated. This shift in perspective not only benefits the individuals with ADHD but also enriches the school culture, creating a more compassionate and collaborative community.

Beyond the classroom, raising awareness among students is just as vital. When pupils understand ADHD, particularly those who are diagnosed with it, they can better advocate for themselves. Self-awareness allows them to take charge of their learning, request the support they need, and develop coping strategies that can serve them throughout their educational journey and into adulthood. Empowering students in this way builds their confidence and fosters resilience.

Ideas to help raise awareness in your school

October is ADHD Awareness Month, a prime time for pupils and staff alike to focus on ADHD in your school or Trust.

Why not celebrate the achievements of those with ADHD in an assembly, get an expert to come into school and explain what ADHD is to staff and pupils, perhaps you could encourage children to create a short play on the topic, or even write an essay or short story.

Whatever you chose to do, remember that a school culture which embraces an understanding of ADHD ultimately becomes stronger, more compassionate, and better equipped to nurture every learner and staff member.