Some roles can be quickly and successfully filled by hiring direct applicants, but when it comes to those specialist roles that require a bit more of a niche skillset, or those C-level hires where the candidate needs multiple years of proven experience behind them, it’s unlikely they’re going to just hit apply to your LinkedIn ad.

These candidates are likely to be passive: happy enough in their current role and not actively job hunting, but with the right expertise that makes you want them on your team. The question is, how can you find and attract passive talent?

What makes a passive candidate, and why would you want to engage them?

A passive candidate is someone who isn't actively job hunting or applying for roles. However, employers recognise their talent and reach out to them.

Hiring passive candidates, who are already thriving in their current roles, bring some unique advantages for startups. Since they’re not actively job hunting, they’re less likely to be juggling multiple offers, meaning you’re unlikely to lose them to competitors. Also, as these candidates aren't under any pressure to find their next position, the risk of a mis-hire due to desperation or urgency is minimal. Engaging passive candidates means that as a recruiter or HR professional, you’ll spend less time sifting through unsuitable applicants and more time reaching out to people who already have the skills you need. This approach is particularly useful for filling highly skilled, critical, or leadership positions.

And considering that passive candidates make up quite a significant portion of the talent pool—about 39% according to a 2023 Achievers study, you can’t afford to ignore such a substantial source of talent when you’re battling to fill such vital positions.

By tapping into this talent pool, startups can fill their pipeline with highly skilled professionals who bring a fresh perspective and a wealth of experience, helping to accelerate the company's success.

How to find passive candidates?

Employee referrals

Your employees live and breathe the company culture and are fully aware of the specific project needs, so utilise their network! They’ll be able to recommend ex-colleagues who have the right experience and skills because they’ve seen them in action. And when a recommendation comes from within your team, the referee will feel as though their own reputation is on the line, so most of the time these referrals are the top talent.

LinkedIn

LinkedIn can be a goldmine for finding passive candidates. With LinkedIn Recruiter, you can pinpoint talented professionals who aren't actively job-hunting but have the specific skills, experience, and industry backgrounds, that your startup needs, and you can quickly pull all of these ideal candidates into a target list. Another great way to find your ideal candidate is by engaging with relevant LinkedIn groups and participating in industry discussions to boost your profile and gain inbound candidate leads.

Previous candidates in ATS

If your startup has hired before, you may have a talent pool ready and waiting for you. Sift through your Applicant Tracking System (ATS) to find candidates who were rejected in the final stages of your hiring process. They might not have been the right match for that particular role then but could be perfect for your current vacancy.

Remember though, these candidates were previously rejected by your company, so it might be tricky to rebuild trust and interest. That’s why it’s crucial to maintain a positive candidate experience. If they’ve been treated well, they are much more likely to consider working for your company in the future.

How to engage passive candidates

Begin with a strategic and long-term approach

Before you do anything, it's essential to build a strategic, long-term communication plan. Start by sitting down with your senior leadership team to forecast the organisation's hiring needs for the next 1-2 years in line with the wider business plan.

For instance, if you know your business plan requires the hire of a Clinical Development Director in 6 months, you can't expect to begin the sourcing strategy a month beforehand and be on schedule. Building a relationship and establishing trust takes time, and you also need to account for notice periods.

Determining your headcount and the timeline is vital, so we’ve attached a headcount hiring plan template to get you started.

Once you have your forecast in place, you can develop a consistent candidate communication plan that includes face-to-face meetings, phone calls, emails, LinkedIn messages, and even casual coffee meetups. Track all interactions using an ATS or an Excel spreadsheet if you're on a budget.

With passive candidates you’ve got to focus on their motivations, provide industry insights, company updates, and discuss topics that align with their personal and professional interests. Shift the conversation from "I've got a job for you" to "What are you looking for in your next move?" This candidate-centric approach prioritises their needs and interests.

Personalised communication is essential

Building genuine relationships with passive candidates requires personalised communication. Here are some tips:

Email

Craft messages that are tailored to the candidate’s specific interests and needs. Highlight aspects of your company that align with their career goals.

Example Email

Hi [Candidate's Name],

My name is [Your Name], and I’m the [Your Job Title] at [Your Company]. I came across your profile and was impressed by your work at [Candidate's Current Company], especially [mention a specific project or achievement].

We’re anticipating some exciting projects soon in [mention relevant department or role]. I’d love to learn more about your career aspirations and have a chat about what might make you consider a move from [Candidate's Current Company].

Are you available for a 15-minute call next week?

Looking forward to your response.

Best regards,

[Your Name]

Phone Calls and Meetings

Have a quick phone call, video chat, or coffee meetup to explore if your opportunity could be a good fit. Start by listening to understand their motivations and what they need to consider leaving their current role. For instance, if they value career growth, discuss your L&D programmes and career paths. If they prioritise work-life balance, highlight your flexible work options.

Tailor your conversation to address common reasons people switch jobs, such as compensation, growth opportunities, work enjoyment, relationships, professional autonomy, flexible work options, and the projects they’re working on. Even if they’re not ready to move, use this chance to build a relationship and follow up when the timing might be better.

LinkedIn

Your outreach needs to stand out when it comes to passive candidates. Use catchy subject lines and name-drop any mutual connections. Personalise your message by mentioning specific skills or achievements. Share what’s in it for them, such as work-life balance or company culture. Conclude with a call to action and keep your messages brief and engaging.

In addition to reaching out to candidates, it's important to focus on your personal and company brand. Share relevant content and build your brand on LinkedIn. Encourage your team to post regularly about company culture, opportunities, and their own experiences. We’ve attached our guides on personal branding and employer branding for more tips. And remember, you can send up to 100 LinkedIn connection requests per week to stay visible to your target talent pool!

Example LinkedIn Message

Hi [Candidate's Name],

I’m [Your Name], and I work as [Your Job Title] at [Your Company]. I’ve been following your work at [Candidate's Current Company] and am really impressed by your expertise in [specific area or skill].

We’re gearing up for some exciting projects at [Your Company], and I’d love to discuss how your career goals align with what we’re working on. I’m also keen to share some industry insights and updates on our latest company developments that might interest you. Would you be open to a brief conversation?

Best regards,

[Your Name]

Attracting Passive Candidates for Startups Emerging from Stealth Mode

Engaging passive candidates for startups emerging from stealth mode means sharing the excitement of joining an agile, innovative environment. Be honest about the challenges and opportunities that come with a startup. Highlight the unique strengths of your leadership team and how their expertise and vision are propelling the company forward.

Talk about the potential for significant personal and professional growth. Share inspiring stories of early employees who have advanced with the company and emphasise the meaningful impact that new team members can have on shaping the future of the organisation.

By combining transparency with enthusiasm and a clear vision for the future, you can attract passive candidates who are excited about the prospect of joining an ambitious startup.

Engaging passive candidates, especially for life science startups, takes a strategic and thoughtful approach. From creating a long-term hiring plan to building genuine relationships through personalised communication, each step is crucial in attracting the right talent.

If you’re a life science startup finding it tough to engage passive candidates, we're here to help. Our expertise in talent acquisition, combined with industry insights and a strategic approach, can connect you with the skilled professionals you need. Reach out to us today, and let's work together to build your company's future.