Imagine trying to hire talent for your company, but every email bounces back, every call goes unanswered, and every LinkedIn message is met with silence. It’s a nightmare many recruiters face – a talent pipeline that’s built on inaccurate or outdated contact information. Every second counts, which is why relying on unverified data is a costly gamble.
So, how can you ensure your outreach actually reaches the right people?
The answer lies in verified contact information. In this article, we’ll uncover how you can uplift your recruitment strategies by building a talent pipeline that’s accurate. Get ready to learn how to source, engage, and connect with top-tier candidates (without the frustration).
Why you need verified contact information
- Stop wasting time: Recruiters spend a staggering 63% of their week sourcing candidates. But without verified contact details, much of that time goes down the drain chasing outdated or incorrect information – leaving you with dead ends and a broken talent pipeline.
- Maximize candidate engagement: Accurate contact information ensures your emails, calls, or social media messages actually reach the right people. When your tailored outreach lands in the right inbox or voicemail without delay, candidates are far more likely to respond.
- Boosts employer branding: Reaching candidates directly and quickly creates a perception of a proactive and professional employer brand. This is important to keep in mind as research shows that 75% of job seekers consider an employer’s brand before applying.
Step-by-step guide to building a talent pipeline
Step 1: Define your talent needs
Talent pipeline management is only as good as the clarity of its purpose. Start by identifying:
- The roles you frequently hire for.
- The skills and experience required for these roles.
- Potential sources of talent, such as specific industries, competitors, or universities.
Pro tip: Use workforce planning tools like OrgVue to visualize your talent pipeline management needs over time.
Step 2: Source verified contact information
Verified contact information can be sourced from various tools and methods. Here are some examples:
Wiza
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What it does: Extracts verified contact information from LinkedIn Sales Navigator. You can build a list of qualified candidates directly from LinkedIn profiles.
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Why we love it: Users report up to 90% accuracy in email verification.
Read our guide: How to verify an email for bulk outreach
- What it does: Locates email addresses associated with a domain and verifies them
- Why we suggest it: It’s great for cold outreach to potential candidates who aren’t on LinkedIn.
Read our guide: How to source candidate profiles on LinkedIn like a pro
- What it does: Locates email addresses associated with a domain and verifies them.
Why we reccomend it: It’s great for cold outreach to potential candidates who aren’t on LinkedIn.
When our team tried Wiza, we were able to extract 200 verified LinkedIn contacts in under an hour. By segmenting these contacts based on their skill sets, we increased our candidate response rate by 35%.
Step 3: Build a talent database
Your database is the heart of your talent pipeline management efforts. Tools like Airtable and Zoho Recruit allow you to organize candidate information, track communication, and even integrate verification tools like NeverBounce to keep contact data accurate.
Best practices:
- Keep fields like name, email, phone, and LinkedIn profile updated.
- Use tags to categorize candidates (e.g., “UX Designers,” “Marketing Managers,” etc.).
- Regularly audit the database to remove outdated contacts.
Step 4: Personalized outreach with verified contacts
Using verified information, craft personalized messages that resonate with candidates.
- Email: Start with a compelling subject line and address the candidate by name.
- Phone: Keep initial calls short and highlight why the candidate is a great fit.
- Social media: LinkedIn InMails work best when tailored to the candidate’s career history.
Example to copy and paste:
Subject Line: Exciting opportunity for [Role] at [Company Name]
Hi [Candidate Name],
I came across your profile on [LinkedIn/Source] and was impressed by your experience in [specific skill]. We’re currently looking for a [role] to join our team at [company name].
Would you be open to discussing this opportunity? Let me know a time that works for you!
Best regards,
[Your Name]
Step 5: Automate and scale
Once your talent pipeline management is up and running, automation can help you scale without compromising personalization.
Tools to use:
- Zapier: Automates workflows, like adding candidates from LinkedIn to your database.
- Gem: Tracks candidate engagement and schedules follow-ups automatically.
- Mixmax: Personalizes email sequences while maintaining a human touch.
The role of data accuracy in long-term success
Studies show that 30% of contact data becomes outdated annually. To mitigate this:
- Use tools like NeverBounce or ZeroBounce to validate email addresses.
- Set up periodic reminders to audit and update the database.
- Integrate real-time validation APIs for continuous data hygiene.
Common pitfalls in talent pipeline management and how to avoid them
Many pitfalls can undermine your efforts if not addressed (which is a devasation for any company’s bottom line). Here’s how to navigate the most common challenges:
Lack of personalization
Candidates today expect tailored outreach. Generic messages like “We think you’d be a good fit” often get ignored.
Solution: Leverage candidate data to craft hyper-specific messages. Reference their skills, achievements, or recent projects. Use dynamic fields in email sequences to customize each outreach without compromising scalability.
Example to copy and paste:
Subject: Your expertise in [Skill/Field] caught our eye
Hi [First Name],
I was impressed by your recent project on [specific project or achievement] mentioned in your [LinkedIn profile/portfolio]. Your expertise in [specific skill] aligns perfectly with what we’re looking for in our [specific role] at [Company Name].
We’re particularly excited about [a detail from their background, e.g., “your success in streamlining [X process] to drive efficiency”]. I’d love to discuss how your skills could contribute to our team’s goals in [specific department].
Let me know if you’re open to a quick chat – your insights would be invaluable!
Best,
[Your Name]
Why it works:
This approach shows that you’ve done your homework, recognize the candidate’s unique value, and connect their achievements directly to the role. Personalization fosters trust and increases the likelihood of engagement.
Ignoring candidate feedback
A poorly managed outreach strategy can alienate potential candidates. For example, bombarding candidates with multiple messages or reaching out with irrelevant opportunities can damage your employer’s brand.
Solution: Actively solicit feedback during and after the hiring process. Tools like Google Forms or candidate experience surveys can help you gauge the effectiveness of your approach. Use this feedback to refine your outreach strategy and enhance the efficiency of your talent pipeline.
Build a verified pipeline
A successful pipeline balances the right tools, personalized outreach, and rigorous data hygiene practices to connect you with the best candidates.
By diversifying your sourcing tools, maintaining accurate and clean data, and crafting outreach strategies that resonate with candidates, you’ll position your company as a leader in talent acquisition. Remember, every verified contact is more than just data – it’s an opportunity to build a relationship with top-tier talent.
Do you have any tips or tools you swear by when building your talent pipeline? Let us know in the comments below.
Commonly asked questions
What are the benefits of using verified contact information for building a talent pipeline?
Verified contact information ensures that your outreach efforts reach the intended recipients, reducing wasted time and resources. It also helps increase engagement rates, as candidates are more likely to respond to personalized, accurate messages. Using verified data also boosts your employer’s brand, showing candidates that you’re organized and proactive.
How often should I update the contact information in my talent pipeline?
It’s recommended to update your contact information at least every six months. However, if your team is actively growing or if your candidates are highly dynamic (e.g., in fast-changing industries like tech), you should audit your data quarterly. This helps maintain the accuracy of your outreach efforts and reduces the risk of contacting outdated or incorrect information.
Is it possible to use verified contact information for passive candidates who aren’t actively looking for jobs?
Absolutely! Verified contact information is especially valuable when reaching out to passive candidates. By using tools like Wiza and Lusha, you can get the most accurate contact details and craft personalized messages that entice these candidates to consider new opportunities, even if they aren’t actively seeking a job.
