Confirm approved headcount before opening a staffing search

Clients often describe the team they hope to have, while their approved requisitions cover fewer people. A staffing account executive earns trust by making that difference visible before candidates enter a search. The goal is a search with an owner, budget, and decision path.

Ask for each role in plain terms: Is it approved today? Who can release it? When will that person decide? A manager may have a sound business case for two additional analysts, yet finance may have authorized only one. Record both facts. The anticipated roles can shape a later workforce conversation, while recruiting should begin only for roles the client is ready to fill.

During a kickoff, Devon heard, “We need five technicians by April.” He responded, “Which five requisitions can your team act on now?” The plant manager said, “Three are approved. Two depend on a capital review Friday.” Devon replied, “I will build the search plan for the three and list the other two as pending. If the review clears them, we can add them with the same qualification notes.” The manager then introduced the finance partner who would send the decision.

This approach prevents a candidate from being submitted into an uncertain opening. It also gives the client a clean view of what the staffing firm is actually working.

Practice with your next intake form. Add columns labeled approved, pending, decision owner, and expected decision date. Pick a recent request where the count changed and roleplay asking the approval question without sounding accusatory. After the roleplay, compare the notes with the manager's written requisitions. Revise the search summary until a teammate can tell which roles may move forward today.