The executive search process: steps, timeline and what you do at each stage
In this article
Each stage of an executive search, who does what, how long it can take and the decisions that keep it moving.
An executive search runs in seven stages: brief, search strategy and market map, direct approach, assessment, shortlist, client interviews and references, and the offer. The search firm does the research, outreach and assessment. Your team decides on the brief, gives fast feedback and makes the offer. Most delays come from changes to the brief and slow decisions, not from the search itself.
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Contents
In short
- The brief decides the rest: what the role must achieve, the must-haves, the offer range and who decides.
- The firm maps where the right people work and approaches them directly.
- You see a short list of assessed candidates, each with written reasons.
- Fast feedback after interviews keeps good candidates in the process.
- Timing depends on the role; ask for a plan with milestones.
1. Brief
You and the firm agree what the role must achieve in the first year, the must-have experience, the offer range, the selection steps and who makes the final decision. A good brief also says why someone would want the job. Checklists: how to brief a recruiter and what to align before a leadership hire.
Your part: one decision maker, a clear offer range and honest answers about the hard parts of the role.
2. Search strategy and market map
The firm lists the companies, teams and roles where the right people work today, and the companies you do not want to approach. You review the list together before outreach starts.
3. Direct approach
The firm contacts people one by one, explains the role and listens to what would make a move worth it. In a confidential search, candidates learn your name only later.
4. Assessment
Interested candidates are interviewed against the brief: experience, results, motivation, expectations and risks. The firm checks what each person has really done, not only titles.
5. Shortlist
You receive a small number of candidates, each with a written view of why they fit and what is uncertain. Expect a short list, not a pile of CVs.
6. Interviews and references
Your team interviews the shortlist. The firm collects feedback from both sides, keeps candidates informed and arranges references for the finalists.
Your part: interview dates within days, and feedback within a day or two of each interview.
7. Offer and start
The firm helps shape the offer, handles negotiation and stays in touch until the person starts, including the notice period and any counteroffer from the current employer.
How long an executive search takes
It depends on how rare the profile is, how many people decide, and the candidate’s notice period. Ask the firm for a plan with dates for the market map, the first candidates and the shortlist, and compare progress against it. For Talentholo searches, a signed offer takes 30 days on average from the brief.
What slows a search down
- The brief changes after candidates have been approached.
- No agreed offer range, so strong candidates drop out at the offer.
- Too many interview rounds, or interviewers who are not available.
- Slow feedback: good candidates take other offers.
How Talentholo runs the process
The founders, Marcin Cieszyński and Renata Chmiel, take the brief, set the search strategy, assess candidates and give recommendations. Our team supports part of the research, outreach and first screening. See our executive search and how search fees work.
FAQ
What are the steps of executive search?
Brief, search strategy and market map, direct approach, assessment, shortlist, client interviews and references, and the offer.
How long does executive search take?
It depends on the role, the market and how fast your team decides. Ask the firm for a plan with milestones. For Talentholo searches, a signed offer takes 30 days on average from the brief.
How many candidates will I see?
Usually a short list of assessed candidates rather than many CVs. Agree the expected number in the brief.
What can I do to make the search faster?
Agree the brief and offer range before the search starts, keep one decision maker and give feedback within a day or two of each interview.
Planning a search?
We can go through the stages for your role and agree a realistic plan.
Book a free 15-min consultation
