Getting Ghosted? Build a Follow-Up Cadence That Converts Without Feeling Pushy

So the big question is this, how do recruiting leaders like us who have 12 to 15 other job responsibilities win at this game of recruiting? How do we build a system that allows us to recruit effectively in a minimal amount of time while motivating recruits towards meaningful change? That is the question, and this podcast will give you the answers. My name is Richard Milligan, and welcome to Recruiting Conversations. Hey everybody. Welcome back to Recruiting Conversations.

I'm Richard Milligan, and today we're diving into a really common question I get from both new and experienced recruiting leaders. What's a solid cadence for researching candidates and following up if they don't answer? Now, on the surface that sounds tactical. You might think this is about scheduling or reminders or using the right tools, but the truth is this question goes a lot deeper. Because if we're being honest, this is where most recruiting efforts lose steam.

It's not that you don't know who to reach out to. It's not that you don't know what to say. It's that you don't know how to keep showing up when people don't respond. You do the work, you identify someone you research, you craft a message, and then silence what happens next. Determines whether or not you build a real recruiting engine or just dabble in recruiting every few weeks when you feel inspired. So let's talk about the first part of this. How often should you be researching candidates?

The short answer is every single week, no exceptions. If recruiting is one of your primary roles, then prospecting is part of your job description. Period. This is your version of lead generation. I coach leaders to block dedicated time on their calendar every week for candidate research. Not reactive time, not late night. Scrolling on LinkedIn. When you remember, you need to hire, I'm talking about protected time, where you are heads down building your pipeline.

What does that look like? You define your avatar before you ever start searching, you get clear on who you're looking for Role. Experience, geography, volume, tenure of values. Then you go into your tools, LinkedIn Sales Navigator, your data provider, your CRM, maybe even your own network, and you pull a fresh list of prospects. Now, here's the key. You don't try to engage everyone at once. You narrow it to a focus group of 10 to 20 people per week. This is your short list. Why 10 to 20?

Because that number is manageable. It allows for depth, not just volume. It lets you personalize your outreach. It lets you stay consistent. When you try to outreach to a hundred people, you default to copy paste. You become transactional and great recruiting never feels transactional.

So once you've got your list, now comes the real work following up when they don't answer. This is the part that separates good recruiters from great ones. I teach a model called the seven by seven framework. It stands for seven touches over seven weeks. One meaningful interaction per week for seven straight weeks. And I want to be clear, this is not seven messages that all say, Hey, just following up. That's lazy, that's noise. That's what most people are doing.

And the last thing your ideal candidate needs is another generic check-in. Instead, we build a follow-up sequence that actually adds value, that feels human, that creates trust over time. Week one, you send a personalized LinkedIn message, not a connection pitch, a message that affirms something specific. I saw you've been with your company for over a decade. That kind of tenure says a lot about who you are. Just wanted to say, I admire that. That's it. No ask just affirmation.

Week two, you send an email, you introduce who you are, you frame the message, and you invite them to a conversation with zero pressure. Something like, Hey, I work with leaders across the industry and your name has come up more than once. I'd love to connect. This wouldn't be a recruiting conversation, just two professionals in the same space, getting to know each other.

Week three, maybe you send a short video, 60 seconds shot on your phone, no polish, just you saying, Hey, I've been thinking about some of the changes in the industry and your perspective would be valuable. Would love to hear how things are playing out on your side. Week four, you send something that brings value. An article, a podcast, a leadership book summary, A PDF you created. You're not just following up. You're becoming a source of insight week five.

Maybe you make the phone call if they don't answer. Don't leave a long voicemail. Just let it register as a missed call. That alone signals seriousness and shows you're making the effort. Week six, you send a text if you've got the number. Just a quick note. Hey, I've appreciated the chance to learn more about your background. No rush at all. But if a conversation ever makes sense, I'd love to connect.

Week seven, maybe it's something creative, a voice memo, a handwritten note, a small coffee gift card with a message that says, thanks for being someone worth watching, no strings attached. Now, if you do that with 20 people for seven weeks, you start to build real momentum. And here's what I hear from leaders all the time. They say, Richard, I sent seven messages and didn't get a response. What now? My answer is the same every time. Timing is never perfect.

Just because they didn't respond doesn't mean they're not watching. If they've seen your face, if they've read your message, if they've felt your consistency, you've planted something. So after week seven, we shift the person to what I call nurture mode. Now they're getting touchpoint monthly, maybe B monthly, maybe quarterly.

You're still showing up, but the cadence is slower. They might not be ready today, but when something changes in their world and they decide it's time to explore a move, guess who they're going to call? The one who's been showing up with value without pressure. This is the long game. This is why most people never win at recruiting because they're chasing short-term. Yes. Instead of building long-term trust. Let's talk systems.

You need a tracker, a spreadsheet, a CRM, a Kanban board, something that tells you where each person is in your funnel. When was the last contact? What was the last message? When is the next follow up? If you're managing all of this in your head, you will drop the ball. Period. Build the system that makes the follow up brainless. You open your system, it tells you who to contact. You contact them. You market complete. Then the system reminds you again in a week.

This is how you scale relational recruiting without burning out. Now let's talk about mindset, because cadence only works if your mindset is in the right place.

You have to release the need for immediate results. You have to remind yourself that recruiting is not a sales cycle. It's a trust cycle, and trust takes time. It takes consistency. It takes being present when others are not. It takes staying the course even when it feels like nothing is happening. You also have to coach this into your team. If you've got recruiters who are giving up after two messages, you need to rewire that expectation.

Have weekly pipeline meetings where you review not just new conversations, but where people are in the follow up flow. Ask questions like, how many week five messages did we send this week? Who's ready to move to nurture mode? Who do we need to reengage after a cooling period? Make follow up part of your team language. Here's one more thing. When someone finally responds and agrees to meet, they're not cold, they're warm because you've already invested, and now you can reference that.

You can say, I know I've shared a few things with you over the past couple of months. Just wanna say thanks for being open to finally connecting. I've really respected the path you've taken, and I'm excited to hear your story. You're not a stranger. You're familiar. That's how trust gets built before the first meeting even happens. So here's your challenge this week.

Create your short list, 10 to 20 names, map out the seven touches, build a basic tracking system, and commit to the cadence no matter what, not until it feels hard. Not until someone responds, not until you get discouraged, you commit to the cadence because that's what leadership looks like. That's it for today's episode. Go build the system that helps you show up consistently. And I'll see you next time on recruiting conversations. Want more recruiting conversations?

You can register for my weekly email@fourcrecruiting.com. If you need help creating your own unique recruiting system, you can book a time with me@bookrichardnow.com. I.