Overcoming the Candidate Experience Crisis in Government Hiring

Imagine a train pulling into the station. Candidates step on, eager for the journey. But instead of moving, the train sits idle – no announcements, no updates. Frustrated, some passengers check their watches, others step off and board a faster-moving train.

This is what’s happening in hiring today. Candidates start excited but delays and poor communication make them disengage – or worse, take another job before hearing back.

Working with municipalities across Ontario, I’ve seen firsthand how dedicated hiring teams struggle against slow, complex processes. In a competitive job market, where candidates expect speed and transparency, these obstacles hurt hiring success. The good news? A few strategic changes can dramatically improve the candidate experience without compromising fairness or compliance.

Why Candidate Experience Matters More Than Ever

Candidate experience isn’t just about being “nice.” It directly impacts:

• Quality of hires – Top candidates won’t wait around for slow processes.

• Employer brand reputation – Poor experiences spread fast, deterring future applicants.

• Diversity & inclusion – Long, complicated processes disproportionately affect underrepresented groups.

• Operational efficiency – Candidate dropouts mean restarting the process, wasting time and resources.

Many private-sector employers have streamlined hiring with faster timelines and better communication. Some municipalities are making strides too, but those that lag behind struggle to attract and retain talent.

3 Biggest Candidate Experience Challenges in Government Hiring (and How to Fix Them)

1. The Hiring Process Takes Too Long

Time-to-hire is a dealbreaker. Private employers make offers within 7–10 days for many roles, while municipal processes often stretch to 8–12 weeks. Even candidates who want public-sector jobs can’t afford to wait.

Solution: Streamline Where Possible

• Pre-build talent pools for high-turnover roles to avoid starting from scratch every time.

• Use technology to automate screening and scheduling, reducing bottlenecks.

• Set internal SLAs (Service Level Agreements) to ensure timely movement through each stage (e.g., applications reviewed within five days, interviews scheduled within one week).

Municipalities that make these changes hire faster – and keep engaged, high-quality candidates in the pipeline.

2. Limited Communication Leaves Candidates in the Dark

One of the biggest complaints? Lack of communication. Candidates apply, wait weeks with no update, assume they’ve been rejected – only to hear back much later. This uncertainty drives them to accept other offers.

Solution: Set Clear Expectations and Provide Updates

• Automate application status updates (e.g., “We’ve received your application” or “You’re still under consideration”).

• Be transparent about hiring timelines in job postings so candidates know what to expect.

• Personalize rejection emails using pre-written EVP-branded templates to leave a positive impression.

• Send check-in emails every two weeks to keep candidates engaged.

Simple tweaks – like an automated update system – can significantly boost candidate satisfaction without requiring a major overhaul.

3. Complex Application Processes Create Barriers

Many municipal applications require lengthy forms, multiple logins, and outdated systems – frustrating candidates, especially younger job seekers used to seamless digital experiences.

Meanwhile, private employers allow one-click applications, LinkedIn resume uploads, and mobile-friendly forms. Municipalities that don’t modernize risk losing strong candidates before they even apply.

Solution: Simplify and Modernize

• Reduce unnecessary steps – only collect essential information upfront.

• Ensure mobile-friendliness – many candidates apply from their phones.

• Enable LinkedIn profile uploads instead of requiring lengthy manual data entry.

Those municipalities who have modernized their application processes have seen immediate benefits: higher application rates, stronger candidate pools, and fewer drop-offs due to frustration.

Creating a Candidate-Centric Mindset in Municipal Hiring

Improving candidate experience doesn’t mean abandoning structure or fairness – it means adapting to modern expectations while maintaining hiring integrity.

Some Ontario municipalities are already leading the way, reducing hiring times, improving communication, and simplifying applications. These changes don’t require expensive tech overhauls -they start with a shift in mindset.

Key steps to begin:

• Map out the hiring process from a candidate’s perspective – identify pain points.

• Leverage technology to reduce manual tasks (e.g., automated scheduling, AI-assisted screening).

• Train hiring managers on candidate experience – it’s not just an HR issue.

• Pilot small changes and track results – measure improvements and adjust where needed.

The Train is Leaving the Station – Are You On Board?

If top candidates are stepping onto the hiring train, the question is: Is your process moving forward, or stuck in the station?

Talent won’t wait. Municipalities that make hiring more efficient, transparent, and engaging will attract the next generation of public servants – people eager to build communities and make an impact.

Municipalities willing to evolve – even slightly – see big results. The opportunity is there. The choice is yours.

Written by Colette O’Neill, Chief Employer Brand Strategist and Founder of Advance Human Capital Solutions.