How to choose the right recruitment model

Hiring does not usually fail because employers lack effort. It fails when the way recruitment is set up does not match what the business actually needs.

We speak to hiring managers, HR teams, and business leaders every day who are actively trying to fill roles. Many are using a recruitment approach that worked in the past but no longer fits their hiring volume, timelines, or internal capacity. This often leads to delays, rising costs, and added pressure on internal teams.

In this blog, we explain how different recruitment models work, when each one makes sense, and how you can decide which approach is right for your business today.

What is a recruitment model?

A recruitment model is the way your hiring process is structured and supported. It sets out how recruitment is delivered, who is responsible for different parts of the process, and how recruiters work with your internal team.

For employers, the recruitment model you choose affects how quickly roles are filled, how much time hiring managers need to spend on recruitment, and how consistent the overall process feels. It also influences cost control, candidate experience, and the quality of hires over time.

From our experience working with businesses at different stages, problems often arise when employers focus only on filling a role and not on how recruitment is being managed. A clear recruitment model gives you a framework to hire more effectively, especially when hiring becomes more frequent or more complex.

Why choosing the wrong recruitment model can be costly

The impact of a poor recruitment model choice is not always obvious at the start. Many employers only feel the effects once roles stay open longer than expected or internal teams begin to feel stretched.

From our experience supporting employers through different hiring challenges, the cost rarely sits in one place. It usually shows up through delays, added pressure on people involved in hiring, and spending that increases without improving results.

Delays and repeated hiring cycles

When the recruitment model does not match the role or hiring demand, recruitment often slows down. Shortlists take longer to build, feedback loops stretch out, and candidates drop out of the process.

These delays can lead to repeated hiring cycles where roles are reopened or reworked. This affects delivery across teams and makes it harder to plan resourcing with confidence, especially when hiring is linked to growth or project deadlines.

Pressure on hiring managers and internal teams

An unsuitable recruitment model often shifts more responsibility onto hiring managers and internal teams. Time that should be spent on interviews, onboarding, or managing teams gets pulled into sourcing, screening, and coordination.

Over time, this pressure can lead to rushed decisions or inconsistent assessments. It also increases the risk of burnout within HR and talent teams who are already balancing multiple priorities.

Higher recruitment costs without better results

Recruitment costs are not limited to fees. Time spent managing slow processes, repeating searches, or covering gaps has a real impact on the business.

We often see employers spending more overall because the model in place does not support their hiring needs. This results in higher effort and spend without a clear improvement in hire quality or retention.

Types of recruitment models employers use

There is no single recruitment model that suits every business. The right approach depends on what you are hiring for, how often you recruit, and how much internal support you already have.

Below, we outline the main recruitment models employers use. Each one solves a different hiring problem, and understanding how they work will help you decide which model fits your current situation.

Retained and executive search

Retained and executive search is typically used for senior, specialist, or business-critical roles. This model involves a dedicated search approach, where time is spent mapping the market and engaging candidates who are not actively applying.

Employers often use this model when hiring leadership roles or niche skill sets where quality and discretion matter. It suits situations where the cost of a poor hire is high and where access to a limited talent pool is essential.

Recruitment process outsourcing (RPO)

RPO involves outsourcing part or all of your recruitment process to an external partner. This can include sourcing, screening, interview coordination, and reporting.

This model is commonly used by businesses with ongoing or high-volume hiring needs that require structure and consistency. It works best when recruitment needs to be scaled without increasing internal headcount.

Managed service provider (MSP)

An MSP model is designed to manage multiple recruitment suppliers, most often in contractor-heavy environments. The focus is on governance, compliance, and cost control rather than direct delivery alone.

Employers typically use MSPs when managing large contractor workforces or when recruitment spend needs closer oversight across several suppliers.

Contingent or ad-hoc recruitment

Contingent recruitment is a role-by-role approach, where fees are usually linked to a successful placement. It is often used for occasional or reactive hiring.

While this model can work for one-off roles, it can become less effective when hiring becomes more frequent or when consistency and speed are important.

Recruitment on subscription

Recruitment on subscription provides ongoing recruitment support for a fixed monthly cost. It is designed for employers who are hiring regularly or planning team growth over time.

At Digital Waffle, we offer this approach through our subscription solution, Intuch. It allows employers to spread recruitment costs, reduce upfront fees, and maintain a steady pipeline of candidates. This model suits businesses that want predictable hiring support without committing to a fee per role.

What should influence your choice of recruitment model?

Choosing the right recruitment model is not about preference or habit. It should be based on what your business needs right now and how recruitment fits into your wider priorities.

From our experience working with employers across different sectors, the most effective decisions are made when recruitment models are matched to hiring demand, internal capability, and the level of support required to deliver results.

Hiring volume and frequency

How often you hire plays a big role in determining the right recruitment model. Occasional hiring needs can sometimes be managed with a reactive approach, but this often becomes less effective as hiring increases.

If your business is recruiting regularly, a model that offers ongoing support and consistency usually delivers better outcomes. It reduces repeated setup time and helps maintain momentum across multiple roles.

Role complexity and seniority

Not all roles require the same level of search or assessment. Entry-level or high-volume roles often need speed and structure, while senior or specialist positions benefit from a more targeted approach.

Understanding the complexity and impact of the role helps you choose a model that supports the level of care and market knowledge required.

Speed versus accuracy

Some roles need to be filled quickly to keep projects moving or teams stable. Others require more time to ensure the right fit and long-term value.

Being clear about whether speed or accuracy is the priority helps avoid frustration on both sides and ensures expectations are realistic from the outset.

Internal recruitment capability

Your internal resources should influence how much external support you bring in. If hiring managers or HR teams are already stretched, the recruitment model should reduce workload rather than add to it.

The right model complements your internal team, filling gaps where needed and allowing key stakeholders to focus on interviews and decision-making.

Budget predictability and cost control

Different recruitment models affect how costs are spread and managed. Some involve upfront fees, while others allow costs to be planned over time.

Choosing a model that fits your budget structure helps you forecast recruitment spend more accurately and avoid unexpected pressure later in the process.

Which recruitment model works best in different hiring scenarios

Many employers find it easier to choose the right recruitment model when they look at real hiring situations rather than comparing models in isolation.

Below are common scenarios we see across businesses, along with the recruitment models that tend to work best in each case.

Scaling teams with ongoing hiring needs

When hiring is consistent or planned over a longer period, recruitment models built around ongoing support tend to work best. These models help maintain momentum and reduce the repeated setup time that comes with one-off recruitment.

For growing teams, having a recruiter who understands your roles, culture, and expectations can improve speed and shortlist quality. This approach also gives hiring managers a more predictable process when multiple roles are involved.

Hiring for senior or niche roles

Senior leadership and specialist roles usually require a more focused search. These hires often sit in competitive markets where suitable candidates are not actively applying.

In these situations, retained or executive search models are often more effective. They allow time for targeted outreach, deeper assessment, and careful management of confidentiality and expectations.

High-volume or project-based recruitment

High-volume hiring or time-bound projects place pressure on internal teams. Without the right structure, this can lead to delays and inconsistent candidate experience.

Recruitment models such as RPO are often used here to provide process support, coordination, and reporting. This helps employers manage demand without increasing internal headcount.

Contractor-heavy or multi-supplier environments

Businesses that rely on contractors often work with multiple suppliers. Managing compliance, spend, and performance across these suppliers can be complex.

MSP models are designed to bring structure and oversight to this type of hiring. They help employers maintain control while reducing risk and administrative burden.

Businesses with HR teams but limited capacity

Many HR and internal talent teams are responsible for more than just recruitment. When hiring demand increases, capacity can quickly become stretched.

Hybrid approaches, including recruitment on subscription, can provide additional support without replacing internal teams. This allows HR and talent professionals to focus on decision-making and people strategy while external support handles delivery.

Common mistakes employers make when choosing a recruitment model

Most recruitment challenges we see are not caused by a lack of effort or intent. They usually come from decisions made early on about how recruitment is set up and supported.

Being aware of these common mistakes can help you avoid unnecessary delays, cost, and pressure when hiring.

Choosing based on cost alone

It is understandable to focus on fees when choosing a recruitment model, especially when budgets are tight. The issue is that cost on its own rarely reflects the full impact of a recruitment decision.

When the model does not fit the hiring need, employers often spend more time managing the process, reopening roles, or covering gaps internally. This increases overall cost without improving hiring outcomes.

Using the same model for every role

Different roles place different demands on the recruitment process. Using the same recruitment model for every hire can limit your ability to respond to changing needs.

Senior, specialist, and high-volume roles often require different levels of support. Treating them all the same can lead to slow progress and weaker shortlists.

Over-engineering simple hiring needs

Not every role needs a complex recruitment setup. Adding too many stages or layers of process can slow hiring and frustrate candidates.

In some cases, a simpler recruitment model delivers better results by keeping decision-making clear and communication straightforward.

Sticking with a model that no longer fits

As businesses grow or change, recruitment needs evolve. A model that worked well at one stage may become less effective over time.

Regularly reviewing whether your current recruitment model still supports your goals can help you avoid problems before they affect hiring performance.

When should you reassess your recruitment model?

Many employers only review their recruitment model when hiring starts to feel difficult. In reality, reassessment often makes sense during periods of change, not just when problems appear.

From our experience, reviewing how recruitment is delivered at the right time helps employers stay in control of hiring outcomes and avoid unnecessary pressure on teams.

Business growth or headcount changes

Growth often brings new hiring demands, both in volume and complexity. A recruitment model that worked for a small team may struggle to support multiple roles or new departments.

Reassessing your approach at this stage helps ensure recruitment can keep pace with growth without relying on reactive fixes or overloading hiring managers.

Ongoing hiring delays or weak shortlists

When roles consistently take longer to fill or shortlists do not meet expectations, it is often a sign that the recruitment model is not aligned with the role or market.

Reviewing the model allows you to address these issues at the source, rather than repeating the same process and hoping for a different result.

Increased pressure on hiring managers

If hiring managers are spending more time sourcing, screening, or coordinating interviews, recruitment may not be set up to support them effectively.

A reassessment can help rebalance responsibility and ensure managers are focused on interviews and decision-making, not process management.

Rising recruitment spend without better results

Higher recruitment spend should lead to better outcomes, whether that is speed, quality, or retention. When costs increase without clear improvement, it is worth reviewing how recruitment is being delivered.

Often, a different recruitment model provides better cost control by reducing repetition, improving planning, and making better use of external support.

Choosing the right recruitment model helps you hire more effectively, protect internal time, and make better use of your recruitment budget. The most successful employers are clear on what they need from recruitment and are willing to adapt their approach as hiring demands change.

If you are reviewing how you hire or planning upcoming roles, we are happy to talk through which recruitment model would best support your business.

Need support finding and securing top talent? Submit your vacancy and one of our consultants will be in touch to talk through what you need.