The Recruiting Funnel That Actually Works (And Saves You Hours of Time)
Let me save you from wasting countless hours sifting through terrible resumes and interviewing candidates who are completely wrong for the role. Over the past seven years of running my agency, I've developed a recruiting system that's changed everything for us.
This isn't just theory - it's what actually works. And I'm going to walk you through the exact system we use to filter out the wrong candidates before they even waste your time.
The Problem With Most Hiring Processes
Here's the thing: recruiting is always going to be a bit of a gamble. The human element means there are never guarantees. But most agency owners make it way harder on themselves than it needs to be.
They post generic job descriptions, get flooded with irrelevant applications, and then spend hours reviewing resumes from people who clearly didn't even read the posting. It's exhausting, ineffective, and honestly kind of soul-crushing.
You can get a lot closer to making the right hire if you design your system properly from the start.
My Complete Hiring Funnel (Step by Step)
Here's exactly how our hiring process works:
Job posting (with specific requirements)
Application form (on our website, not on job boards)
Candidate database (for tracking and filtering)
Asynchronous video screening (saves tons of time)
First one-on-one interview (only with the best candidates)
Test project (paid, of course)
Final interview (where they walk us through their work)
Offer or pass
Let me break down each step and why it works so well.
Your Job Post Is Actually a Sales Page
Most job postings are boring laundry lists of requirements. Mine read more like sales pages because here's the truth: we're selling ourselves to top talent just as much as they're selling themselves to us.
For example, when we were hiring our Growth Strategist role, we started with:
"Calling all high achievers. Do you know the DTC ecosystem like the back of your hand? Do the constant challenges of working with growing brands excite you? Are you confident in your abilities to create massive impact and scale brands?"
This immediately gets the right people excited and scares away the wrong ones. Which is exactly what we want.
The Power of Being Specific (And a Little Intimidating)
We don't just list requirements - we paint a clear picture of our culture and expectations. In one section, we literally say:
"We have high expectations. We do not settle for mediocrity. There will be pressure expected. We challenge our people to learn and grow on a regular basis... Many who read this will not be a fit."
Some people think this is too harsh. I think it's perfect. Why would I want to hire someone who's not ready for challenge and growth?
The Application Redirect Trick
Here's a game-changer: we post our job descriptions on job boards, but we don't let people apply there. Instead, we have prominent text at the top and bottom that says:
"To properly apply for this role, you must click this link to our official application form. Applications submitted here will not be reviewed."
Guess what happens? About 80% of people completely ignore this and apply on the job board anyway. In our recent posting, we had 25 applications on the job board, but only 5 people actually followed directions and applied properly.
Those 20 people who didn't follow simple instructions? They filtered themselves out for us. That's 20 people I didn't have to waste time reviewing.
The Asynchronous Video Interview Goldmine
After someone properly applies, if their experience looks good on paper, we send them a link to record an asynchronous video interview. They get up to 2 minutes per question to share their thoughts.
This reveals so much:
Do they take it seriously? (You'd be shocked how many people clearly don't)
Can they communicate complex ideas clearly?
Are they reading from a script? (Their eyes give it away every time)
Do they have the personality for the role?
Can they speak with specificity about their past work?
When someone has actually done the work they're claiming, they get specific. They're proud of their results and give you details. Vague answers tell you everything you need to know.
The Test Project (Yes, We Pay for It)
For candidates who make it past the video interview, we give them a relevant test project. And yes, we pay them for it.
This isn't about getting free work. It's about seeing:
How they approach problems
Whether they ask the right questions
If they show bias for action (one of our core values)
The quality and speed of their work
The Walk-Through Interview
In the final interview, we don't just look at what they produced for the test project. We have them walk us through it:
Why did you make these decisions?
What was your thought process?
How did you approach the problem?
Sometimes the thought process reveals more than the final output. I've seen projects that looked mediocre initially but were actually brilliant when explained properly.
Why This System Actually Works
By the time someone gets to a live interview with me, they've already:
Read and followed detailed instructions
Demonstrated relevant experience
Shown they can communicate on video
Completed actual work successfully
Instead of interviewing 20+ people, I'm talking to 2-3 highly qualified candidates. The time savings is massive.
A Funny Story About Making Assumptions
I almost made a huge mistake once. I was reviewing a resume and something just wasn't clicking. I was ready to cancel our interview because I didn't think she'd be a good fit.
Thank god I didn't. She ended up being one of the best hires we've ever made and is now in our leadership team. It taught me that while systems help filter candidates, you still need to give good people a fair shot.
The Real Secret: Friction Is Your Friend
Here's what most people get wrong: they think more applicants equals better options. It doesn't. More applicants usually just means more noise and more fatigue.
I've had days where I'd review so many resumes that by the end, I couldn't trust my own judgment anymore. I'd have to start over the next day.
The key is adding the right kind of friction upfront. Each small barrier you add - from the application redirect to the video interview - helps ensure that only the most serious, qualified candidates make it through.
The Bottom Line
Your hiring process should work harder so you don't have to. Design it to filter out the wrong people before they waste your time, and you'll find yourself interviewing only candidates who are genuinely excited about the role and have the skills to back it up.
Remember: hiring is a filtering game. Start with the right system, and you'll end up with the right people.
Now stop trying to interview everyone who applies and start building a system that brings the best candidates directly to you.