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How Passive Sourcing Can Help To Search The Rest Of The Talent Iceberg

Updated: Sep 23


How Passive Sourcing Can Help To Search The Rest Of The Talent

"The quality of your candidate pool is a direct reflection of the quality of your hiring process." - John Vlastelica, CEO and Founder of Recruiting Toolbox.


Thus, posting vacancies on various job portals and other media and asking employees for referrals are the old-school methods that wouldn’t work to improve the candidate pool quality when talent isn’t sufficiently and easily available. 


Today, talent is available in abundance, but finding the best-fit person for the organization and engaging them for further recruitment process is challenging. The reason being, in the war of talent, candidates are spread across multiple platforms, and inactive suitable candidates. 


Hence, depending on conventional methods to search for candidates is not recommended, especially when organizations want to advance strategically and align their hires to the business goal and culture. 


In such a scenario, instead of finding them on a demand and as-needed basis, it is essential to search for candidates actively and proactively. The hidden talent pool lies just beneath, waiting to be discovered.


One such strategy that aligns with the above thought is passive sourcing or iceberg sourcing!


Passive Sourcing

Understanding passive/iceberg sourcing


As the name suggests, the tip of the iceberg is just 1/3rd of the entire iceberg! Similarly, in the job seekers market, only 30% are visible. The rest of the 70% of talent is passive and inactive! To reach these passive (yet potential) candidates, sourcers need to adopt novel techniques and in-depth research. Hence, passive sourcing becomes a complicated and time-consuming method. 


Yet, it works wonders for organizations that have a specific recruitment goal or vision in mind. Let us see how it benefits!


Why adopt passive sourcing technique?


Less competition for the organization

#Less competition for the organization

Passive candidates are not available upfront for other organizations to approach for hiring.  Hence, you can be assured most of the time assured that they are not engaged in ongoing process interviews. It also gives you ample time to decide about the candidate and have better negotiation terms. It reduces your overall competition to engage and hire candidates. Plus, they will pursue job opportunities only if they are genuinely interested. It saves the time of recruiters and the uncertainty of joining if selected. 


Acquire growth mindset

#Acquire growth mindset

According to a LinkedIn survey, 80% of passive job seekers are content with their current jobs.


These candidates will only change their jobs if it offers them more challenging roles, an increased chance of growth, and a better work-life balance. Thus, they are self-motivated and have a growth mindset. It eventually helps the hiring organizations to acquire candidates who already have a positive attitude, positively impacting the overall culture of their organization.


Hire proven skillset

#Hire proven skillset

Passive candidates are desirable, even to their current employers. They are an asset to the organization and have proven themselves over time. Hence, it is an assurance to headhunters that candidates have the required skills (through your in-depth research about the candidate). A candidate with a proven skillset will require little to no training if they join your organization, which will save your resources after recruitment.


Ensure higher retention rate

#Ensure higher retention rate

Passive candidates have stable jobs. They will pursue other opportunities only for valid reasons. They are honest about why they are changing jobs, if at all, and they are willing. They will join an organization if the future employer ticks all their terms and conditions. Therefore, they will stick with the organization for a longer time, increasing the organization’s retention rate. 

How to start passive sourcing

Passive sourcing is all about market intelligence, strategic cadence, and warming up potential candidates for upcoming job openings. Hence, think of all steps and curate each action with the right intent - the purpose of hiring and the ultimate business goals.


1. Define your target with laser focus

“I am starting a new software development, and I need a team!” will take you nowhere.

Before you start the hunt, be clear on what “great” looks like. What skills? What career trajectory? What mindset? A vague search brings vague results. The sharper your criteria, the stronger your talent pipeline.


So, start mapping the skills. Java, Python, project management, etc. And then visualize a team inclusive of these skills. Jot down each position and its thorough requirements, categorizing them into mandatory and non-mandatory skills.


2. LinkedIn is just the starting line

Yes, passive talent is more visible on LinkedIn than on other communities. But it is not your only stop. 


LinkedIn is table stakes. The real gold? GitHub, AngelList, Twitter, and niche Slack groups. Top professionals don’t always update their profiles, but they’re active in industry spaces. Find where they engage, and meet them there.


3. Build a talent arsenal, continuously

You found the best candidate from your pool, but alas, they are not available for change. Does that mean you stop engaging them? 


What about six months from now? They might have a different story. Keep a database. Track career shifts. Stay ahead of their next move so that when the right role opens, you’re not starting from scratch.


4. Connect like a human, not a sales bot

Cold pitches? Forget it. Spammy InMails? Instant turnoff!

According to the Martal group, more than 95% cold messages get ignored. 

So, be human! 


Instead of cold and blunt job opportunities, comment on their posts, congratulate them on their achievements, and share valuable insights. 

This is called hyper-personalized engagement, which builds relationships before you ever mention a job.


5. Turn employees into talent magnets

Your strongest source of passive talent? Your own team. They know who’s great in the industry. Create an irresistible referral system. Reward not just hires, but quality connections.


6. Build a brand candidates want to join

The best talent isn’t just looking for jobs; they’re looking for brands worth joining. If your online presence is weak, they’ll pass. 


Publish insights, showcase culture, and make them want you before you even reach out.


Build and imbibe a messaging and act on it, right from the outreach cadence to hiring or rejecting candidates.


7. Stay on their radar without being pushy

Passive sourcing is a long game. 


A strategic outreach campaign to follow up or simply keep candidates engaged and warmed up for unopened jobs needs consistent efforts that feel natural.

Stay in touch. Share relevant content. Drop the occasional check-in. Invent your own process that is organic. 


So when they’re ready to move, you’re the first call they make.


8. Use tech, but keep it personal

Those AI, pre-recorded calls for asking whether a candidate is available for any opportunity or not, are the most off-putting first conversation. It is impersonal at every level and makes candidates feel unvalued.


Similarly, AI tools like HireEZ and SeekOut help identify talent, but hiring is still about trust and relationships. Automation can enhance your strategy, but the human touch seals the deal.


So, maybe you can screen candidates with AI, but never outreach them with it. 


How to train and prepare passive sourcer


How to train and prepare passive sourcer

A great passive sourcer isn’t just finding candidates; they’re building future hires before the competition even sees them coming. Train them to think smarter, engage better, and stay ahead. That’s how you win.


1. Shift from recruiting to hunting

Recruiters react. Sourcers hunt. So, it is about knowing where the best talent hides and how to approach them before they even start looking. Teach them to think like talent scouts, not job fillers.


2. Get them laser-focused on targeting

Just typing out a job role on Google or LinkedIn to find candidates is not going to get the target candidates. Here’s what you should get them trained for - 

  • Help them understand how to break down the job role into skills, experience, industry, and domain. Train them to define exactly who fits the role and why.

  • Then train them technically on how to search for candidates using Boolean, X-ray searches, and AI sourcing tools.

  • Get them hands-on with multi-channel sourcing from LinkedIn, GitHub, Twitter, and niche forums. The best talent isn’t always where you expect. So, help them understand the ecosystem where they can find these candidates.


3. Outreach that actually works

Finding candidates is easy. Getting them to respond is the real challenge.

  • Teach candidates about personalizing their messaging, whether on any platform. Say strictly no to copy-paste messages.

  • Show them how to warm up candidates through engagement through comments, shares, and industry conversations. Train them how to calculate Candidate engagement scoring, and use it to improve their strategy.

  • A good way to do it is to train them with mock-up candidates and role-play responses. Train them to handle pushback, gauge interest, and pivot fast.


4. Teach them to think in data

Sourcing doesn’t mean guessing where’s what and what’s where. It is a thoughtful, mindful strategy. Analyze data and act accordingly. 

  • Track response rates. What’s working? What’s getting ignored?

  • Map out competitor hiring trends. Where is top talent going? Why?

  • Build predictable, repeatable pipelines. No more scrambling when a role opens.

Here is a blog that will help you understand the important metrics 


5. Make employer brand their secret weapon

Teach them how to put across your employer brand. Help them understand the big picture and how each action they take impacts the employer experience. Top candidates don’t just want a job; they want the right company.

  • Teach them how to sell the company without overselling.

  • Show them how to leverage content, employee stories, and culture insights in outreach.

  • Help them build credibility as industry insiders, not just recruiters.


6. Play the long game

Great sourcing is about building relationships and not just for today, but for the long term.

  • Train them to stay in touch, even when there’s no open role.

  • Show them how to turn passive talent into active candidates, without pressure.

  • Teach them to spot career moves before they happen. Timing is everything.


7. Keep them ahead of the curve

Sourcing evolves fast. If they’re not learning, they’re falling behind.

  • Push them to attend webinars, experiment with new tools, and refine their approach constantly.

  • Encourage peer learning, great sourcers sharpen each other.

  • Build a team culture of staying one step ahead.


Metrics to measure your passive sourcing efforts

When it comes to sourcing below the surface of the talent iceberg, strategy implementation alone won’t cut it. You need the right metrics to measure what’s working and what’s not. Tracking these indicators helps you refine outreach, sharpen your engagement strategy, and prove the ROI of passive sourcing. Below is a framework divided into four areas recruiters should measure.


1. Talent engagement metrics

Metric

What it measures

The impact

Response Rate

% of passive candidates replying to outreach

Shows how engaging and relevant your outreach messages are

Open Rate

% of candidates opening emails/InMails

Indicates subject line effectiveness and initial interest

Click-Through Rate (CTR)

% engaging with job pages, career site, or content

Reveals how compelling your value proposition is

Positive Response Rate

% of interested candidates vs. declines

Helps assess overall candidate receptiveness

Candidate Engagement Scoring

Weighted score of opens, replies, follow-ups

Prioritizes warm leads and sharpens recruiter focus


2. Talent pipeline metrics

Metric

What it measures

Why it matters

Pipeline Velocity

Time from first outreach to first interview

Tracks the efficiency of moving candidates through the funnel

Conversion Rate (Passive → Active)

% of sourced candidates entering the interview stage

Measures the success of turning passive interest into action

Talent Pool Growth

# of new high-quality candidates added to ATS/CRM

Ensures you’re expanding future hiring pipelines

% of targeted skills/locations successfully mapped

Confirms strategic sourcing depth across markets


3. Talent quality & efficiency metrics

Metric

What it measures

Why it matters

Interview-to-Offer Ratio

# of interviews leading to offers

Evaluates the quality of candidate matches

Offer Acceptance Rate

% of offers accepted by passive candidates

Validates employer brand and offer competitiveness

Quality of Hire

Retention/performance of hires from passive sourcing

Links sourcing strategy to long-term business value

Recruiter Time Saved

Hours saved using sourcing methods/tools

Demonstrates efficiency gains

Cost per Hire (Passive)

Total sourcing cost ÷ hires made

Tracks the ROI of passive sourcing efforts


4. Long-term / strategic metrics

Metric

What it measures

Why it matters

Diversity Impact

% of hires from underrepresented groups

Ensures sourcing contributes to DEI goals

Employer Brand Engagement

# of passive candidates engaging with content

Shows how outreach strengthens brand visibility

Relationship Nurture Success

% of passive candidates re-engaged later

Highlights long-term talent pipeline health

Repeat Hire Ratio

% of candidates sourced once and hired later

Proves nurture strategy pays off over time

Want to learn how to put passive sourcing into action with metrics and advanced strategies?

Explore our detailed playbook:  A Guide to Passive Sourcing Strategy.


Passive sourcing with Rent-A-Sourcer

Here's how Rent-A-Sourcer enhances passive sourcing with these key features:


1. Targeted talent mapping

We strategically explore the talent landscape to identify top professionals aligned with your organizational goals. By mapping key players within specific industries and roles, we ensure your hiring strategy is precise and effective.


2. Data-driven sourcing & strategic outreach

Our sourcing is powered by data and industry insights, ensuring we connect with high-caliber talent efficiently. By leveraging analytics, we predict trends, identify ideal candidates, and craft outreach strategies that resonate.


3. Passive talent engagement

We specialize in engaging professionals who aren't actively job hunting but are open to the right opportunity. Through tailored communication and relationship-building, we spark interest and position your company as their next great career move.


4. Global talent sourcing

Our reach extends beyond borders, tapping into international talent pools to find the best match for your needs. Whether local or global, we connect you with professionals who bring the right skills and cultural fit.


Passive sourcing for organizations

Though the literal words passive sourcing suggest otherwise, it is the proactive approach for organizations that want to align their employees with their goals. It helps companies hire the best-fit talent and saves time for recruiters and sourcers who go into screening and interviewing unworthy (unfit for the organization) candidates.

It instantaneously improves the efficiency of an organization’s recruitment cycle with the multiple benefits mentioned above!



 
 
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