How to Run Effective Intake Meetings

The foundation of every successful search is a strong intake meeting. This first conversation between a recruiter and a hiring manager sets the tone for the entire hiring process. Done well, it builds alignment, clarifies expectations, and saves weeks of wasted time. Done poorly, it can result in mismatched candidates, frustrated stakeholders, and extended time-to-fill.

What Is an Intake Meeting?

An intake meeting is the kickoff discussion that happens before a role is opened to candidates. It is where the recruiter and hiring manager come together to define what success looks like in the role, how the hiring process will run, and what each party is responsible for.

Why Intake Meetings Matter

1. Clarity on the Role Vague job descriptions lead to vague searches. Intake meetings ensure that recruiters understand not just the requirements but also the priorities and non-negotiables.

   
   

2. Stronger Collaboration These meetings create a partnership rather than a transactional relationship between recruiters and hiring managers.

   
   

3. Efficiency By aligning early, recruiters reduce wasted sourcing and avoid presenting candidates who do not meet expectations.

   
   

4. Improved Candidate Experience Clear expectations up front mean smoother communication and fewer changes later, which candidates notice and appreciate.

   
   

Key Topics to Cover in an Intake Meeting

1. Role Requirements

   • Location requirements (Remote, On-site, Hybrid)

   • Core responsibilities and deliverables

   • Must-have versus nice-to-have skills

   • Relevant industry or domain experience

     
     

2. Ideal Candidate Profile

   • Backgrounds or companies to target

   • Years' experience

   • Technology requirements

   • Soft skills and cultural attributes

     
     

3. Recruiting Process

   • Interview stages and who will be involved

   • Service level agreements (SLAs) for feedback and resume reviews

   • Scheduling and candidate review preferences

     
     

4. Compensation and Benefits

   • Salary range

   • Bonus or equity structure

   • Any unique perks or differentiators

     
     

5. Employer Value Proposition

   • Why someone would want to join the company

   • Growth opportunities and career path

   • What sets this team or department apart

     
     

6. Sourcing Strategy

   • Which channels or networks to prioritize

   • Additional titles, competitor companies, and ideal locations

     
     

Best Practices for Effective Intake Meetings

1. Make Time to Meet Set aside at least 30-minutes for this meeting. Meet in person when possible or over a video call.

   
   

2. Prepare in Advance Review the job description, company information, and any past hiring challenges before the meeting so you can ask focused questions.

   
   

3. Share Data Points Come to the meeting prepared with data points. What is the market salary? How long did it take you to fill the last time you worked on a similar role? What is the most common title you're seeing in the market? Bring example candidate profiles to review.

   
   

4. Ask Probing Questions Go beyond surface-level requirements. Ask hiring managers to describe top performers on their current team and what made them successful.

   
   

5. Set Clear Expectations Establish timelines, responsibilities, and communication preferences. For example, how quickly will resumes be reviewed? How soon should interview feedback be submitted?

   
   

6. Summarize and Confirm End the meeting by summarizing what was agreed upon. Share written notes so that everyone is aligned before sourcing begins.

   
   

7. Build Accountability Treat the intake as a partnership. Both recruiter and hiring manager are responsible for keeping the process moving.

   
   

Final Thoughts

An effective intake meeting is not just a box to check. It is the single most important step in ensuring that a search is efficient, collaborative, and successful. By investing the time to align up front, recruiters and hiring managers set themselves up to attract stronger candidates, move faster, and ultimately make better hires.