50%+
faster time-to-hire with pipeline
Source: Industry Research
45%
2-year retention (pipeline hires)
Source: Jobvite
The Desperate Hiring Cycle
Here's how most MSPs hire:
- 1.Someone quits or you win a new client
- 2.Panic mode: need someone NOW
- 3.Post job, wait, take whoever applies
- 4.Hire out of desperation
- 5.Bad fit, they leave or underperform
- 6.Repeat
This cycle is expensive, stressful, and produces mediocre results. There's a better way.
The Pipeline Approach
Instead of hiring reactively, build relationships proactively:
- 1.Always be building relationships with potential candidates
- 2.When a role opens, you have a warm list
- 3.Reach out to people who already know you
- 4.Hire from strength, not desperation
The Monthly Recruiting Rhythm
Set aside a few hours each month to maintain your pipeline:
W1Week 1: Search
- • Run saved searches for key roles
- • Export new candidates that match criteria
- • Add to your candidate tracking (spreadsheet, CRM, ATS)
W2Week 2: Outreach
- • Send 10-20 personalized messages
- • Connect on LinkedIn
- • No immediate ask — just relationship building
W3Week 3: Conversations
- • Have casual calls with anyone who responds
- • Learn about their goals, motivations
- • Share about your company culture
- • No formal interview — just getting to know each other
W4Week 4: Nurture
- • Follow up with past conversations
- • Share relevant content (company news, industry insights)
- • Keep relationships warm
Creating Saved Searches
Build and save searches for your common roles:
Help Desk Talent Pool
- • Titles: Help Desk, IT Support, Desktop Support
- • Location: [Your metro]
- • Company size: 10-500
- • Technologies: Microsoft, ConnectWise (if relevant)
Engineering Talent Pool
- • Titles: Systems Engineer, Sysadmin, IT Administrator
- • Location: [Your metro or remote-friendly range]
- • Experience: 3+ years
- • Technologies: Your stack
Leadership Talent Pool
- • Titles: IT Manager, Service Manager, Technical Lead
- • Location: [Your metro]
- • Industry: MSP, IT Services
- • Seniority: Manager+
Tracking Candidates
A simple spreadsheet works fine. Track the essentials:
| Name | Role Fit | Company | Outreach | Status | Next Step |
|---|---|---|---|---|---|
| Jane D | L2 Tech | ABC MSP | 1/15 | Responded | Call 1/20 |
| John S | Engineer | Internal IT | 1/10 | No response | Follow up 1/24 |
Nurturing Candidates Over Time
Stay in touch without being annoying:
- Quarterly check-ins (just saying hello)
- Share company news or wins
- Congratulate on work anniversaries or promotions (LinkedIn makes this easy)
- Invite to company events or industry meetups
When a Role Opens
Instead of starting from scratch:
- 1Review your pipeline for that role
- 2Reach out to warm contacts first
- 3"Hey, we talked a few months ago — we have something opening up"
- 4Move fast with interested candidates
The Compound Effect
After 6-12 months of consistent pipeline building:
- You have 50-100+ candidates in your pipeline
- Many of them know who you are
- Some have been thinking about making a move
- Your time-to-hire drops dramatically
- Quality of hires improves
💡 The key insight: Recruiting is a long game. The work you do today pays off 6 months from now.
Key Takeaways
- Break the desperate hiring cycle — build pipeline before you need it
- Establish a monthly recruiting rhythm (search, outreach, conversations, nurture)
- Create saved searches for your common roles
- Track candidates and nurture relationships over time
- Recruiting compounds — consistency beats intensity