When hiring ramps quickly typically in that 20-50 hire range most SME TA teams don’t have the capacity to absorb it internally.
So they turn to agencies.
The problem is, many still approach this using outdated models:
- Brief multiple agencies
- Share limited context
- Compare based on fee
- Hope one delivers
That approach rarely works well at scale.
The reality is, the agency market has evolved.
You now have access to:
- Embedded recruiters sitting within your team
- Project / sprint hiring teams
- Mini RPO models with defined delivery
- Flexible pricing structures (monthly, milestone, performance-based)
Used properly, these can be incredibly effective.
But only if you structure it correctly.
Step 1: Be Clear on What You Actually Need
Before going to market, define:
- Number of hires
- Role types (volume vs specialist)
- Locations
- Timeline
And critically: What your TA team can handle vs where you need support
This shapes the solution – not the other way around.
Step 2: Run a Structured “Bid” Process
Don’t just brief agencies ask them to propose a solution.
Typically, 2–3 strong agencies is enough.
Ask each to come back with:
1. Proposed Model
What they recommend:
- Contingent
- Retained
- Embedded
- Project / RPO
And why it fits your hiring plan
2. Delivery Approach
- How they will run the search
- Sourcing and mapping strategy
- Candidate engagement approach
3. Team Structure
- Who is actually delivering the work
- Their experience
- Senior oversight vs execution support
4. Timeline & Capacity
- When they can start
- How many roles they can realistically handle
- Expected time to shortlist and hire
5. Market Insight
- Talent availability
- Compensation benchmarks
- Known challenges
This is often where the best partners stand out.
6. Pricing Model
Don’t just look at %.
Compare:
- What’s included
- Flexibility
- Alignment to outcomes
7. Reporting & Communication
- Update cadence
- Pipeline visibility
- Stakeholder management
- Tools they are using
Step 3: Assess Properly (Not Just on Price)
The strongest partner is rarely the cheapest.
Look for:
- Clear, structured thinking
- Realistic view of the market
- Ownership of delivery
- Credibility of the actual team
And importantly – do they challenge you where needed?
That’s usually a good sign.
Step 4: Set It Up Like a Partnership
Once selected:
- Limit the number of agencies
- Brief properly
- Stay engaged
- Give real feedback
This is where most outcomes are won or lost.
Final Thought
Outsourcing a hiring project isn’t just about adding capacity.
It’s about choosing the right model and the right partner.
Done well, you get:
- Speed
- Access to talent
- Better outcomes
Done poorly, you get:
- Noise
- Duplication
- And frustration
The difference is in how you structure it from the start.
If you’re in that 20–50 hire growth phase, getting this right early will save you a lot of time (and cost) later.