Behind the Scenes of the Recruitment Process

Before I entered the recruitment industry a few years ago, I assumed hiring was about interviewing candidates. Ask a few questions, assess answers, and choose the most qualified. Simple, right? I thought the job required a sociable personality and good communication skills. 

But once I began working in recruitment, starting with volume hiring for customer support roles in the Philippines, then expanding to similar positions in the U.S., and now recruiting for niche roles in Australia,  I quickly realized there’s a lot more happening behind the scenes. 

Recruitment isn’t just about screening candidates, it’s about managing clients expectations, reading between the lines, and handling unpredictable scenarios. And trust me,  I’ve seen a few. But nothing like the day after I met Layla. 

The “Perfect” Virtual Assistant Hire (Or so we thought)

Layla was applying for a virtual assistant position. The client had specific requirements, not just in skills but also in personality. They wanted someone confident, chatty, sociable. Basically someone who could keep up the energy during long zoom days.  

Layla nailed the screening call. Her background matched the job, and she seemed like a dream candidate. She impressed everyone, including the client.

She accepted the offer, signed the contract, and submitted all her pre-employment requirements. Everything was moving smoothly. 

I stayed in contact with her before her start date and supported her throughout the process. On Onboarding day, HR reported that things were great, she was asking smart questions, and seemed fully engaged.  

And then, just two hours later, she messaged the client and then us:

“I’ve decided to withdraw my application. I won’t be proceeding with the role.”

Just like that, she was gone.

Why Sudden Drop-offs Hurt The Most

This is exactly why recruitment isn’t just “doing interviews.” It’s about preventing candidate drop-offs, managing disappointment, reading between the lines, preparing for the unpredictable, and learning to improve your hiring process. 

Layla’s sudden withdrawal disappointed the client — understandably so. As a recruiter, this was one of my biggest nightmares. It made me reflect:

• Were there red flags I missed?

• Could I have asked different questions?

• How can we prevent this in the future?

What I Learned From a One-Day Hire

That experience was a challenge, no doubt. But it taught me lessons I now apply to every recruitment I manage, especially for remote roles and offshore staffing.

• Recruitment is about people, not just resumes. It comes down to understanding people: what drives them, what makes them hesitate, and their level of commitment, even after they've agreed.

• Engagement doesn’t stop at the job offer. I realized that maintaining contact and momentum between the contract signing and the start date is critical. Even brief check-ins can help reassure and boost a candidate's enthusiasm.

• Red flags are only obvious after the fact. Red flags are obvious in hindsight, which is frustrating. But these experiences help us learn to ask better questions and listen more carefully.

• You can’t control people, but you can control your process. Even when hiring goes well, things can go wrong because people are unpredictable. But every issue helps us learn to screen better, communicate more, and follow up better.

• Transparency with clients is everything. Candidate drop-offs aren't just a headache; they can genuinely impact the business. That's why being upfront, responsive, and accountable is so important for keeping that client trust strong.

Hiring - especially for remote and virtual assistant jobs comes with surprises. This example highlights that recruitment isn't simply about the interview stage. It involves navigating all sorts of unexpected situations and really trying to make things easier for both the people looking for jobs and the companies hiring, even when things don't turn out as expected.

If you’re trying to avoid hiring the wrong people altogether, you might also want to check out our article on recruitment red flags and lessons from hiring the wrong people    it’s a great guide for spotting early signs that a candidate might not be the right fit, before it’s too late.