Time to fill
Time to fill is the number of days it takes to fill a job opening, from when the position is approved and posted to when a candidate accepts the offer. It’s an essential metric that helps companies understand the efficiency of their hiring process and plan for future growth. Unlike time to hire - which tracks the time from when a candidate enters the pipeline - time to fill captures the full duration of the hiring journey.
How to calculate time to fill
Calculating time to fill is straightforward:
Time to Fill = Date Candidate Accepted Offer – Date Job Opening Posted
For example, if a job was posted on February 1st and the offer was accepted on March 1st, the time to fill is 28 days. The exact starting point may vary by company, but the goal remains the same - tracking how long it takes to fill a role from start to finish.
Why time to fill matters
Understanding and optimizing time to fill can lead to:
- Better workforce planning – Avoid delays in filling critical roles.
- Improved hiring efficiency – Identify bottlenecks in the process.
- Stronger recruitment strategies – Ensure your job advertising and sourcing methods are effective.
A long time to fill might indicate inefficiencies in sourcing, screening, or decision-making, while a short time to fill could mean a highly efficient process - or even that you’re settling for the first available candidate rather than the best one.
How to reduce time to fill
If your hiring process is taking too long, here are some proven ways to speed things up:
- Map out the hiring process – Clearly define each stage, from posting to offer acceptance, to eliminate unnecessary delays.
- Optimize candidate screening – Use AI-powered tools to quickly sort and assess resumes, reducing the time spent on initial evaluations.
- Streamline interviews – Use structured interview questions and scheduling tools to minimize delays between rounds.
- Improve communication – Keep candidates engaged with regular updates to prevent drop-offs.
- Write clear job descriptions – Attract the right candidates faster by detailing key qualifications, expectations, and removing bias and vague terms.
- Use data & AI – Analyze hiring trends and use AI-driven insights to refine your recruitment strategy.
- Foster collaboration – Ensure hiring managers, recruiters, and HR teams work together efficiently to move candidates through the pipeline. Remember it all starts with an effective intake meeting.
- Continuously improve – Regularly review and adjust your hiring process based on feedback and performance metrics.
By implementing these strategies, companies can reduce time to fill, improve the candidate experience, and ensure they’re hiring the best candidates for the roles.