The 15 Best Productivity Tools for Recruiters

There’s a reason why a quick search for ‘Productivity’ on Amazon generates 83,199 results. Time is the only resource that we cannot get more of.

As a result, we’re all under pressure to optimize our output, be productive and ensure that we’re not wasting any precious time.

There are heaps of apps, websites and books that promise you better results. It seems a little counter-productive to burn time looking for apps that save you time, so we've collected the best productivity tools for recruiters.



When it comes to interacting with candidates, a "one size fits all" approach will only get you so far. These 3 tools will give you the necessary insights to personalize your approach, and ultimately improve your results.

1. Crystal

Every person is different, so it stands to reason that the way you approach each candidate should be different... The question is - how do you know what tactics are suited to each candidate?

This is the job of Crystal. This tool analyses public data to tell you exactly how to communicate with different individuals across a variety of platforms including LinkedIn, Twitter, Facebook, and Gmail.

Take it from us, it’s exceptionally accurate!

Using personality detection technology, Crystal creates unique personality profiles for every person with an online presence, to show you how to communicate with them in the most effective way.

Free recruiting tools - crystal from gmail

In other words, it helps boost a recruiter’s candidate response rate by helping you speak/write in the style preferred by your chosen candidate.

2. Clearbit

Knowing exactly _who _someone is makes it far easier to build a strong relationship. The problem? Research can be time consuming, and is often neglected as a result.

Clearbit is an awesome tool that makes this a whole lot easier.

You can use their Gmail extension to get people insights in your inbox, or use their API to find candidate email addresses and personal information. When it comes to enriching candidate information, there are few better tools out there.

3. Gender Decoder

Looking to improve gender diversity in your organisation? Who isn’t these days!

But did you know that one of the best places to start is with your job ads. Are they appealing to women as well as to men? Is the language you’re using too masculine or too feminine?

Find a digital copy of the last job ad you wrote, and 'copy and paste' it directly into the Gender Decoder.

This clever tool will then tell you whether your job ad is feminine-coded i.e. if your job is written with more of a leaning towards a female candidate, masculine-coded i.e. if your job is written with more of a leaning towards a male candidate or neutral i.e. if your job has no leaning towards male or female candidates, based on the language you’ve used.

free recruitment tools -know-your-worth-results

Email and Scheduling

Recruiters typically spend a sizeable chunk of the day living in their inbox. Email can weigh you down if you're not careful though, so take a look at these useful productivity tools for recruiters:

4. Boomerang

Forget "inbox zero", ever get the feeling that your email inbox is overwhelming you? If so, Boomerang could be the tool for you.

Boomerang lets you take messages out of your inbox until you actually need them. Just click the Boomerang button when you have an email open, and choose when you need it again. Boomerang will archive your message.

At the time you choose, they'll bring it back to your inbox, marked unread, starred or even at the top of your message list. You can also use the plugin to schedule messages and set yourself reminders.

5. Sortd

Sortd is a nifty tool that lets you transform your static email inbox into a flexible set of lists and priorities.

sortd - productivity tools for recruiters

You can drag and drop emails between different lists, attach reminders or tasks to specific messages and generally make some sense of your inbox madness.

Better still, Sortd have just released a version of their software designed specifically for recruitment...

6. Mixmax

Mixmax claim to "make email awesome", and they certainly live up to this lofty promise.

Complete with scheduling, templates, shortcuts, email tracking and mail merge, Mixmax is your complete email toolbox - everything you need to make inbox management a piece of cake.

It has a paid option for advanced users, but everyone can get going for free.

7. Outlook Mobile App

Not usually known for design and usability, Microsoft have hit it out the park with the Outlook mobile app - hands down the best way to manage your email and calendar on the go, big requirements for the average recruiter.

Outlook combines email, calendar and file management Dropbox, OneDrive, Google Drive etc into one unified inbox. All your important emails are filtered into a "focused inbox" so you never miss anything important, and you can set smart shortcuts to handle mail more effectively.

Honestly, it's the best. If you don't believe us, take a look at this review.

8. Calendly

Getting tired of playing calendar tennis with candidates? Calendly is a simple, professional scheduling tool that will save you heaps of time.

calendly - productivity tools for recruiters

You simply connect your calendar, block out any times when you're unavailable, and then send your unique URL to a candidate.

Once they receive your URL, Candidates will be able to pick a free time in your calendar that works for them and schedule a meeting or call.

Notes and Tasks

To say recruiting is a time pressured job is an understatement. This makes effective task management all the more important, and these 4 tools are a great fit for recruiters.

9. Evernote

Evernote is designed for more than just note taking. You can prioritize your to-dos, plan projects and collaborate with your team.

You can even save important emails, entire PDFs or "clip" webpages as new notes and, with incredible search, everything you record is just a few keystrokes away.

10. Bear

A new player on the market, Bear focuses on writing, note taking and organization. The app is beautifully designed and syncs across all your devices.

Bear will even tell you how long something takes to read perfect if you're trying to write catchy job ads or careers site copy.

They make it easy to import notes from Evernote if you want to make the switch.

11. Asana

Project management is tricky. The more people involved, the harder it can be. Fortunately, there's a range of free software that can take some of the weight of your shoulders, with Asana being possibly the best.

Asana makes it easy to track projects from start to finish, and manage your team's task list in a highly transparent, collaborative fashion.


Everyone can see exactly what the team is working on, and all deadlines are clear particularly when you use the handy 'calendar' view.

12. Wunderlist

Simple, yet effective, there's a reason why Wunderlist is one of the most popular task management tools on the market. From tasks, to reminders, to collaboration, it's got you covered. You can also share specific task lists with colleagues if you're working on something together.

If you're looking for a personal task management software, this might be a better bet than Asana it's simpler.

Time Management

If you're not careful, the day can slip away without you ever feeling like you really got anything done. These 3 time management tools will help you track your days more effectively and optimise your efficiency.

13. Forest

Are you easily distracted? Do you find it hard not to check out the new photo that you’ve been tagged in on Facebook or filter the latest tweets? You’re not alone. Most of us are addicted to the warm fuzzy feeling we get when we see a new notification. The issue is that it is a serious drain on productivity.

Forest is here to help.

Soothing, as well as highly effective, this app iOS & Chrome helps you focus on the tasks that really matter.

The app is very simple. You open Forest to plant a seedling. If you leave the app in the next 30 minutes or visit any ‘blacklisted websites’, your new tree dies. If you’re successful, you’ve just taken the first step to planting your new Forest.

You can create your own ‘blacklist’, but I’d recommend including classic time-drains like Facebook and Twitter to make sure you’re not sabotaging your productivity.


14. Pomodoro

Do you find yourself hopping between tasks like a madman, juggling new emails with requests from your boss, jumping between candidate calls and email follow-ups?

Again, you’re not alone. Most of us, myself included, find it tough to settle down to a single task and get into what is known as our ‘flow state.’

The Pomodoro Technique is a highly effective antidote for this state of affairs.

It’s a simple time management technique devised by Francesco Cirillo in the late 1980′s. You split your workday into 25 minute periods of intense, focused work, that are followed by 5-minute breaks. The method is based on the idea that frequent breaks can improve mental agility.

I use the 25 minute stretches of focus to tackle my major tasks for the day, I usually plan these tasks the evening before, and the 5 minute breaks to ‘switch off’ and respond to emails and tweets. You can even buy your very own tomato shaped timer to keep track of your work schedule if you fancy!

Pomodoro timer

15. Toggl

Ever get that feeling that you’re totally rushed off your feet but unable to really pinpoint exactly what you’ve achieved at the end of the day?

If you’re not careful, different recruiting tasks blend into each other, and it becomes pretty difficult to make sure you’re moving forward every day.

You can use Toggl to keep track of exactly how you're spending my time. The app lets you track individual tasks, or measure how long you’re spending on different projects each week. It’s essentially a timesheet, but it’s a timesheet that gives you analytics at the end of every day to show you exactly how you’re spending your time.

Not only does this help you become more productive, but it’s easy to share with your boss or your wider team to demonstrate what you’re working on and how efficient you really are.


There’s a common theme with the tools that I’ve highlighted in this article. They all require a certain level of commitment from you. Technology can only take you so far; ultimately you’re responsible for your own productivity.

If you’re prepared to make that commitment, then I can guarantee you’ll be surprised at the per-hour efficiency that’s possible.

Ben Slater

VP Marketing

Ben Slater leads marketing globally at Beamery. He typically writes about the future of work and talent transformation.

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