Let’s be real – recruitment isn’t just about throwing CVs at hiring managers and hoping something sticks. If you want to smash your targets and build a sustainable desk, you’ve got to track the right numbers. But with a million different KPIs floating around, which ones actually move the needle? Here’s the recruitment KPIs I believe actually matter.

Time to Fill – Because Speed Matters

Nobody likes a dragged-out hiring process. The shorter your time to fill, the happier your clients, candidates, and commission statement will be. If your average time to fill is 30 days but competitors are closing roles in 20, you’re losing business.

Submission-to-Interview Ratio – Quality Over Quantity

If you’re flinging resumes like confetti but no one’s getting interviews, something’s off. A strong ratio here means you understand what your clients actually want and aren’t just playing a numbers game. In a perfect world, you’d be hitting a 1:1 ratio right? But I’d be aiming for a 2:1 or 3:1 i.e. three submitted candidates for every one who lands an interview. If you’re at 6:1 – you’re wasting your time, the candidate’s time & the client’s time & I would suggest that you are not properly taking the job brief.

Interview-to-Offer Ratio – The Real Proof

This tells you how good you are at matching candidates to roles. A high ratio? You’re nailing it. A low one? Time to tweak your approach. If it takes more than 3-4 interviews to land an offer, you might not be calibrating well with client expectations. Again – this comes back to how well you understand the brief. I see many recruiters (in particular juniors, but not limited to them) that feel awkward asking lots of questions because they don’t want to “waste” their clients time. I’d flip this – you’re wasting your clients time MORE & in a far more frustrating way sending them candidates who they’d never hire.

Offer Acceptance Rate – Closing the Deal

If candidates are ghosting offers, you need to dig into why. Are salaries off? Is the process too slow? Are counteroffers killing your placements? Industry standard is around 80-90% acceptance – if you’re below that, it’s time for some damage control. Something has been miscommunicated along the way.

Retention Rate – Long-Term Success

A hire that bails within a few months isn’t a win. Track how long your placements last to prove you’re bringing in the right talent for the long haul. If 90% of your placements are still there after a year, you’re doing great. If it’s below 75%, you might need to reassess how well you’re matching candidates to culture and expectations.

Revenue Per Placement – Show Me the Money

Your bank balance will thank you for keeping tabs on this. Higher revenue per placement = better deals and higher-quality work. If you’re averaging $8,000 per placement but the market norm is $12,000, you might be undercharging or focusing on lower-value roles. Know your worth!

Client Satisfaction – Keeping Your Clients Hooked

Happy clients = repeat business. If your clients are raving about you, you’re doing something right. If they’re ghosting your emails, not so much. Sending out a quick client survey after every placement or every other placement with a 1-10 rating on service can give you insights. Anything below an 8? Time for a chat on where you can improve your service.

Source of Hire – Finding Gold Mines

Are most of your placements coming from LinkedIn? Referrals? Job boards? Knowing where your best candidates come from helps you double down on what works. If 60% of your hires come from referrals, but you’re only spending 10% of your effort there, it’s time to shift gears.

Fill Rate – Efficiency is Key

This KPI tells you how many of the roles you take on actually turn into successful placements. If your fill rate is low, you might be taking on too many non-exclusive roles, or working with clients who aren’t serious. If you’re filling less than 50% of the roles you take on, it’s time to rethink your strategy.

Pipeline Strength – Keeping the Engine Running

A strong, well-nurtured candidate pipeline is what keeps recruiters ahead of the game. If you’re scrambling to find candidates every time a role opens, your pipeline needs work. Aim to always have pre-screened, high-quality candidates in your niche ready to go – or to at least know your market & candidates contacts well enough so that the moment the role you KNOW they will be interested in comes up, they’re a quick call to activate.

Track these, tweak where needed and you’ll be running a recruitment desk that’s efficient, rewarding & profitable!

Happy hunting.

Brett