Finding the right talent is challenging but working with the right recruiting agency can make the process smoother, faster, and more successful.
But how do you set the foundation for a great collaboration?
It all starts with one thing: a strong briefing call.
This first conversation is not just about sharing the job description. It’s your chance to align expectations, clarify your hiring needs, and, just as importantly, evaluate if the recruiting agency you’re talking to is actually the right fit for your business.
In this post, we’ll walk you through:
What makes a great recruiting agency briefing call
A proven agenda to follow
Red flags to watch out for
And how to assess the agency’s potential as a long-term hiring partner
Want to see what a great call looks like? Make sure to watch this video where Luca, co-founder and recruiting lead of CareerBee takes you through what a strong briefing call looks like:
Why the Briefing Call Matters
A great briefing call isn’t just about sharing job details. It’s your moment to:
Help the recruiting agency understand your business, team, and hiring goals
Get strategic input on the role and candidate profile
Align on timelines, expectations, and communication
Assess how well the agency listens, challenges, and collaborates
When done right, this call can drastically improve hiring outcomes. When skipped or rushed, it can lead to mismatched candidates, delays, and a poor experience for everyone involved.
Prepare Like a Pro
A strong call starts before you even pick up the phone. Here’s what to prepare:
✅ Define success. What will this hire achieve in the first 3, 6, and 12 months? What problem are they solving?
✅ Bring the right people. Make sure the hiring manager or team lead joins. The more context the recruiting agency gets, the better the results.
✅ Go beyond the JD. Share the job description, but come ready to talk about team dynamics, growth potential, and performance indicators.
✅ Highlight your culture. Help the agency understand the kind of personality and mindset that thrives in your environment.
Suggested Briefing Call Agenda
Use this structure to keep your briefing call focused and effective:
1. Introductions (5 min)
Who’s on the call
What your company does
Any recent news or context around the role
2. Role Context (10 min)
Why the role is open
How it fits into company goals
What success looks like
3. Role Details (15 min)
Core tasks and responsibilities
Must-have vs. nice-to-have skills
Tools and technical requirements
Team structure
4. Culture & Soft Skills (10 min)
Ideal candidate traits
Communication and work styles
Remote/hybrid expectations
5. Hiring Process & Logistics (10 min)
Interview stages
Key decision-makers
Salary range and benefits
6. Collaboration & Communication (5 min)
Preferred check-in cadence
Feedback loops
Point of contact
What to Expect From a Great Recruiting Agency
This is also your chance to evaluate the recruiting agency. Here’s what great partners do:
- Ask strategic questions. They go beyond your JD and ask “why” to truly understand what you’re looking for.
- Share market insights. They know what similar companies are offering and how competitive the market is.
- Push back when needed. A great recruiting agency challenges unrealistic expectations respectfully.
- Actively listen. They ask follow-up questions and repeat key points to confirm alignment.
- Demonstrate ownership. They leave you feeling confident that they “get it” and are ready to deliver.
Red Flags That You May Need Another Recruiting Agency
Not all agencies are equal. If you spot these red flags during your call, it might be time to reconsider:
❌ They rely solely on the JD and ask few questions
❌ They overpromise candidate delivery without proper discovery
❌ They don’t understand your industry or role specifics
❌ They avoid discussing sourcing strategy or communication structure
Evaluate the Fit
After the call, ask yourself:
Did the recruiting agency understand our needs quickly?
Did they offer insights or just take notes?
Would I trust them to represent our brand to candidates?
If you’re unsure about the answers, it might be worth exploring other agency options.
Final Thoughts: How to run a strong briefing call with a recruiting agency
The first call with a recruiting agency isn’t just a formality. It sets the tone for the entire hiring partnership. A well-structured briefing leads to better candidates, faster timelines, and fewer missteps.
It’s also the ideal moment to evaluate if this agency is a true partner. Someone who adds value, thinks strategically, and understands what success looks like for you.
Want a real-world example? Watch our video on how to brief a recruiting agency
Don’t underestimate the power of this one call. Done right, it can make all the difference.
Looking for a strong recruiting agency to help you fill your open roles?
Get in touch and we will help you fill your open positions.
