5 Common Reasons for Misalignment Between Recruiters and Hiring Managers—and How to Fix Them
When it comes to hiring, recruiters and hiring managers are meant to work as a dynamic duo. But too often, instead of a smooth, collaborative process, the relationship can feel more like a tug-of-war. The goal is the same—find the best candidate for the job—but the approach and expectations frequently diverge, leading to miscommunication, frustration, and worst of all, a hiring process that’s anything but efficient.
So why does this disconnect keep happening? And more importantly, how can it be fixed? In this article, we’ll explore five of the most common reasons for misalignment between recruiters and hiring managers—and how both sides can get back on the same page to make great hires. As hiring expert and Founder of Recruiting Toolbox, John Vlastelica, always says: misalignment is the root of all evil!
1. Different Priorities: Speed vs. Perfection
Recruiters are racing the clock:
With a long list of open roles and metrics like time-to-fill breathing down their necks, recruiters are constantly balancing speed and quality. They know that hiring the wrong candidate quickly is worse than taking a bit more time to find the right one. So, they focus on building pipelines, keeping candidates warm, and moving fast when the right opportunity comes up. But the pressure to meet deadlines can sometimes cause tension with hiring managers.
Hiring managers are aiming for perfection:
Hiring managers, on the other hand, often have a different view. They want the ideal candidate, someone who not only checks all the boxes but also fits seamlessly into the team. And while they understand the urgency, they might be willing to wait for that “perfect” hire, even if it takes a bit longer. This desire for perfection can sometimes clash with recruiters’ need to keep the process moving.
Where things go off track:
The friction typically arises when one side feels the other doesn’t get it. Recruiters may think hiring managers are being too picky or unrealistic, especially when the job market is tight. Hiring managers, on the other hand, might feel that recruiters are more focused on filling a seat than finding the right person for the role.
How to fix it:
The solution? Early and honest conversations. Both sides need to align on priorities. Is speed the most important factor, or is there more flexibility to find someone truly exceptional? By setting clear expectations from the start—and grounding those expectations in real data about the talent market—both recruiters and hiring managers can work toward the same goal without the friction.
Learn more: What is the Difference Between a Recruiter and a Talent Advisor?
2. Unclear Job Descriptions: The Source of All Miscommunication
For recruiters, clarity is key:
Job descriptions are the compass that guides a recruiter’s search. But if the description is vague, full of jargon, or out of date, the recruiter’s search can feel more like a treasure hunt—without a map. This often leads to a pile of candidates that check the boxes but miss the mark in terms of what the hiring manager actually wants.
For hiring managers, assumptions are risky:
Hiring managers sometimes assume that certain details about the role are obvious or understood. They might also neglect to update job descriptions to reflect the current needs of the team. This leads to a situation where recruiters are shooting in the dark, presenting candidates who fit the words on paper but not the team’s true needs.
Where things go off track:
Misalignment happens when recruiters send candidates who match the written description but don’t fit the hiring manager’s expectations. This wastes time, frustrates both sides, and leads to longer time-to-fill rates.
How to fix it:
The fix is simple but essential: collaboration. Before a recruiter starts sourcing candidates, they need to work with the hiring manager to create a clear, updated, and realistic job description. This includes defining the must-haves, nice-to-haves, and deal-breakers. When both sides are aligned on the target, the search becomes much more focused—and successful.
3. Lack of Consistent Communication: The Silent Saboteur
For recruiters, feedback is fuel:
Recruiters are often juggling multiple roles at once, and they rely on timely, specific feedback to refine their search. When communication is sporadic, vague, or slow, recruiters are left to guess what’s working and what’s not. This can lead to more misfires—candidates who don’t meet the updated criteria or surprise changes in direction.
For hiring managers, regular check-ins matter:
On the flip side, hiring managers are balancing their own workload and might assume that their initial input was sufficient. They may not realize how much things can change during the search or how critical it is to stay in sync with the recruiter throughout the process.
Where things go off track:
Lack of communication creates a domino effect. Recruiters may continue presenting candidates who no longer fit the updated criteria, while hiring managers grow frustrated with the candidates being presented.
How to fix it:
The solution here is simple: consistent, structured communication. Setting up regular check-ins—whether weekly or bi-weekly—keeps both sides aligned. Utilizing collaborative tools where feedback can be shared in real-time can also reduce the chances of miscommunication. It’s about staying in the loop so there are no surprises.
4. Expectation Mismatch: The Search for the Unicorn Candidate
For recruiters, market realities are key:
Recruiters know the talent market. They understand the challenges of finding that “perfect” candidate with the ideal mix of skills, experience, and salary expectations. When hiring managers set unrealistic criteria—like expecting a senior-level skill set at a junior-level salary—it can lead to serious frustration on both sides.
For hiring managers, perfection feels necessary:
Hiring managers are often looking for that elusive “unicorn” candidate who not only meets all technical requirements but also fits seamlessly into the team. This high standard, while understandable, often doesn’t take into account the realities of the current talent pool or the timelines recruiters are working with.
Where things go off track:
The misalignment happens when hiring managers refuse to budge on unrealistic expectations, leaving recruiters to source from an impossibly small pool—or worse, no pool at all.
How to fix it:
This is where data becomes your best friend. Recruiters should provide hiring managers with real-time market insights—what’s realistic for the role, given the current landscape? Having these tough conversations upfront about what’s feasible can help both sides align their expectations and move forward productively.
Learn more: How to Partner with the Business as a Recruiter
5. No Shared Success Metrics: What Does “Good” Look Like?
For recruiters, speed and efficiency are often key measures of success:
Recruiters are usually measured by metrics like time-to-fill, offer acceptance rates, and candidate satisfaction. If they can fill a role quickly and keep candidates happy, they’ve done their job. But if the hiring manager is focused more on long-term performance and team fit, these metrics might not tell the whole story.
For hiring managers, it’s all about impact:
Hiring managers tend to focus on more qualitative factors—how well the new hire integrates into the team, their cultural fit, and their contributions to long-term goals. While speed is important, it often takes a backseat to these broader, more strategic concerns.
Where things go off track:
Misalignment occurs when both sides are working toward different definitions of success. A recruiter might think they’ve nailed it by filling a role quickly, while the hiring manager feels let down by the long-term outcome.
How to fix it:
The key is to define success from the start. What does a successful hire look like for both the recruiter and the hiring manager? By agreeing on shared metrics—like time-to-fill and performance after six months—both sides can work together toward a common goal, ensuring the hire is both timely and impactful.
Conclusion
Misalignment between recruiters and hiring managers is common, but it doesn’t have to be inevitable. By understanding each other’s perspectives, improving communication, and setting shared goals, recruiters and hiring managers can work together seamlessly. After all, they’re on the same team—and when they’re aligned, everyone wins.