The Challenge of Intake Calls for Agencies, and how it can save you hours

Intake or kickoff calls with hiring managers are a cornerstone of recruitment. Done well, they set the foundation for success by gathering all the critical details needed to source and present the right candidates. Done poorly, they can lead to missed expectations, wasted time, and unnecessary frustration for both sides.

Why Intake Meetings Are So Challenging

Recruiters know how important it is to capture every detail: the ideal candidate profile, project specifics, job “wow factors,” team culture, and even the perks or tech stack that make the role stand out. However, getting clients to communicate this effectively can be a struggle, especially when:

• They don’t understand the importance of sharing these details.

• They’ve already done intake calls with other firms and are less motivated to go through the process again.

One recruiter explained the downside of skipping over this step:

“When you don’t get enough detail upfront, you’re flying blind. It leads to presenting candidates who aren’t the right fit, which wastes time for everyone involved—candidates, hiring managers, and recruiters. You also risk damaging the trust clients have in your ability to deliver.”

A Smarter Way to Handle Intake Calls

To solve this, some recruiters are adopting innovative approaches. For example, one recruiter shared their strategy:

“What I’ve started doing recently is sending clients a form or a Notion page with the main questions ahead of time. I ask them to fill it out beforehand and suggest they can even delegate it to someone on their team to get it started (managers love to delegate!). During our intake call, we review it together to ensure everything is clear. I also remind them that this document can be reused for future calls with other firms or talent acquisition managers—it’s a great investment. It doesn’t work every time, but it often does, and it’s a total game-changer.”

Why This Approach Works

• Sets clear expectations: Clients know exactly what’s needed before the call, making the conversation more focused and productive.

• Saves time: Pre-filled forms eliminate the need to start from scratch, freeing up valuable time during the meeting.

• Improves outcomes: With all the right information upfront, recruiters can present stronger candidates who align better with client needs.

Final Thoughts

Intake calls don’t have to be a time sink. By approaching them with a clear structure and creative tools like pre-call forms, recruiters can turn these meetings into a streamlined and valuable process.

To go further, check our longer article about 5 tips to ace your next Recruiting Kickoff Meeting (+template)