2026
–A Ten Part Series–
Part Nine
by
Bob Marshall
June 30th, 2026
Part Nine – The Call Back
We have now arrived at the most critical part of the entire Qualifier Job Order process…
The arranged Call Back.
By this point, you have gathered most—if not all—of the six critical pieces of information you need to determine whether this could become a viable Job Order.
You now have what I call a “Skeleton Job Order.”
You know enough to continue…
But you don’t yet know enough to invest your valuable recruiting time.
This is where many recruiters make a costly mistake. They immediately begin searching for candidates.
Don’t.
Instead, look at your watch and say something like:
“I don’t want to keep you any longer today. You’ve given me a great overview, but I do have a few additional questions that will help me understand exactly what you’re looking for. Let me give you a call tomorrow morning. Would 9:00 work?”
Notice what just happened.
You didn’t simply end the conversation.
You established another appointment.
That second conversation is far more important than most recruiters realize.
When you call back the next day—and the Hiring Manager answers the phone and willingly spends another 20 to 40 minutes speaking with you—you have just completed the first and most important qualification.
The Hiring Manager has invested time in you.
That tells you something.
It demonstrates interest.
It demonstrates accessibility.
Most importantly, it demonstrates a willingness to work with you.
Remember…
You still haven’t recruited a single candidate.
Nor should you.
Professional recruiters don’t invest hours recruiting until they’ve determined there is a reasonable probability that the assignment can actually be filled.
The Call Back is your opportunity to qualify the opportunity before committing your most valuable asset—your time.
Three Effective Callback Strategies
1. The Traditional Call Back
The most common approach is simply to call back later that afternoon or, preferably, the following morning.
Don’t allow several days to pass.
Momentum is important.
The Hiring Manager is expecting your call, and the discussion is still fresh in both of your minds.
Use this conversation to complete your Job Order, clarify any unanswered questions, and begin building a stronger working relationship.
2. The “File Search” Test
Some experienced recruiters use the callback as a way to test the Hiring Manager’s level of engagement.
They present a candidate from their existing database who is a reasonably close match—not necessarily the ideal candidate.
The objective isn’t to schedule an interview.
The objective is to observe the Hiring Manager’s reaction.
Do they thoughtfully discuss the candidate?
Do they provide constructive feedback?
Do they ask questions?
Or do they quickly dismiss the person without explanation?
Their response tells you a great deal about their urgency, their decision-making process, and how they are likely to work with recruiters.
3. The Immediate Market Test
Highly specialized recruiters—particularly those working in niche markets—sometimes know their talent pool so well that they can discuss one or two potential candidates during the initial qualification call.
This isn’t intended to fill the position on the spot.
It’s simply another way to test the waters.
How interested is the Hiring Manager?
Do they engage in a meaningful discussion?
Do they become energized when they hear about strong talent?
Recruiters who work in sales, executive leadership, or highly specialized technical markets often use this approach because they maintain an exceptionally current knowledge of the candidates they represent.
The Real Purpose of the Call Back
The Call Back is not simply about collecting additional information.
It is about answering one fundamental question:
“Is this a Hiring Manager who is truly willing to partner with me?”
If the answer is yes, you’ve earned the opportunity to recruit.
If the answer is no, you’ve just saved yourself hours—or even days—of unproductive work.
That may be the most valuable qualification of all.
Let me add a story here…
“Years ago, I took a qualifier job order from a hiring manager who sounded enthusiastic. The job looked perfect. Instead of arranging a callback, I spent the next two days recruiting and found three outstanding candidates. When I finally called the hiring manager back, he never returned my call. I eventually learned the position had been put on hold the day after our first conversation. I had invested nearly twenty hours on a search that never really existed. From that day forward, I made one rule: No callback…no search. That single discipline probably saved me hundreds of hours over the years.”
So always remember…No Callback…No Search!
Next week: Part Ten – The Review
Bob Marshall began his recruiting career over 46 years ago at MR in Reno, NV. In 1986 he established The Bob Marshall Group, International, where he has trained recruiters throughout the United States and also in the United Kingdom, Malta and Cyprus. With a dedication to executive recruiting, he continues to offer his proven training systems to individuals, firms, and private corporations both domestic and in select international territories. To learn more about his activities and descriptions of his products and services, contact him directly @770-898-5550/470-456-0386(cell); bob@themarshallplan.org; or visit his website @ www.TheMarshallPlan.org.
Bob Marshall
President
TBMG, International
247 Bryans Drive, Suite 100
McDonough, GA 30252-2513
770-898-5550
520-842-5550 (fax)