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Pooja Patil

Recruitment Process Outsourcing (RPO) is gaining significant momentum within the HR domain as an increasing number of businesses opt to delegate their talent acquisition requirements.

According to a survey, the global RPO market, estimated at $5.9 billion in 2020, is anticipated to experience a robust compound annual growth rate (CAGR) of 17.3%, surging to an estimated $18.2 billion by 2027.

Numerous rapidly expanding sectors, such as IT, hospitality, telecommunications, manufacturing, construction, pharmaceuticals, healthcare, and others, are turning to RPO solutions to maintain their focus on core capabilities. This trend is fueling the growth of RPO services.

Organizations today no longer perceive RPO providers solely as tools for reducing costs and saving time during recruitment. Instead, they regard them as crucial partners in the overall enhancement of their HR function.

In a nutshell, RPO providers deliver tangible outcomes. Their proficiency, resources, and extensive data analytics capabilities empower them to markedly enhance the quality, efficiency, scalability, diversity, and agility of the recruitment process and candidate interactions.

So, let's dive into understanding what RPO entails, how it works, and the different stages for a successful RPO transition.

How Does RPO Work?

Recruitment Process Outsourcing (RPO) is a strategic partnership between an organization and an external RPO provider designed to enhance the organization's talent acquisition processes. Here's a breakdown of how RPO typically works:

  • Assessment and Understanding:

    The RPO provider initiates the process by thoroughly understanding the organization's recruitment needs, culture, and specific requirements. This involves meetings with key stakeholders and a deep dive into the existing recruitment processes.

  • Customization:

    The RPO provider customizes a recruitment strategy that aligns with the organization's goals and objectives based on the gathered information. This may involve creating tailored job descriptions, candidate profiles, and recruitment workflows.

  • Sourcing Candidates:

    The outsourcing provider employs various sourcing techniques to identify potential candidates. This can include job boards, social media, professional networks, employee referrals, and other sourcing channels. The aim is to attract a diverse pool of qualified candidates.

  • Screening and Assessment:

    Once candidates are identified, the RPO provider conducts initial screenings and assessments to evaluate their qualifications, skills, and fit with the organization's culture. This process typically includes resume reviews, phone screenings, and initial interviews.

  • Interview Coordination:

    The recruiting process outsourcing provider manages the scheduling and coordination of interviews between candidates and the organization's hiring managers. This includes arranging logistics, ensuring a smooth interview process, and providing feedback to candidates.

  • Offer Management:

    The RPO provider assists in creating and delivering job offers to selected candidates. They may also negotiate salary and benefits packages on behalf of the organization.

  • Onboarding Support:

    In some cases, the outsourcing service providers extend their services to assist with the onboarding process, ensuring that new hires smoothly transition into their roles within the organization.

  • Data Analytics and Reporting:

    Throughout the recruitment process, the outsourcing officials collect and analyze data related to key performance indicators (KPIs). They provide regular reports and insights to the organization, allowing for data-driven decision-making and process improvement.

  • Continuous Improvement:

    RPO is not a one-time engagement. The service provider and the organization continually assess the effectiveness of the recruitment strategy and make adjustments as needed to improve outcomes and meet evolving talent acquisition goals.

  • Scalability:

    RPO solutions are scalable, meaning they can be adjusted to accommodate changes in recruitment needs. Whether an organization is expanding rapidly or scaling down, the RPO provider can flexibly adapt their services.

  • Compliance and Legal Adherence:

    RPO officials are well-versed in labor laws and regulations, ensuring that the organization's recruitment processes remain compliant with legal requirements.

  • Cost Management:

    RPO solutions often aim to optimize recruitment processes, reducing overall costs while maintaining or improving the quality of hires.

To cut the long story short, organizations can streamline and enhance their talent acquisition efforts by outsourcing various aspects of the recruitment process to a specialized provider. This strategic partnership allows organizations to tap into external expertise, access a broader talent pool, and focus on their core business while ensuring a steady influx of top-quality candidates.

Also Read: Adapting to Tomorrow's Workforce: RPO for Future-Proof Talent Acquisition


It is widely acknowledged that individuals tend to resist change, particularly when it impacts their daily routines. To mitigate this apprehension, it is crucial to foster alignment among all parties involved, take into account the impact on stakeholders, and provide comprehensive guidance on the preparations required as the implementation phase commences.

Certain individuals within your organization will eagerly embrace change and become advocates for the new process. These early adopters should be encouraged and leveraged to champion the initiative. On the other hand, there will be those who exhibit resistance, and it is essential to win their support. Identify the skeptical stakeholders and endeavor to present the advantages of change in a manner that resonates with their perspectives. By doing so, they can take on the role of primary communicators to other hesitant team members, articulating the benefits of the transformation in ways you might not have considered.

The most effective approach to aligning individuals is to proactively address concerns and inquiries from the outset, ensuring that everyone comprehends the rationale behind the forthcoming change. Initiate this procedure by providing responses to these pivotal inquiries:

  • Identify the Specific Changes: Clearly outline the forthcoming changes, providing a transparent transition from the current state to the intended destination.

  • Implications for Daily Tasks: Describe how these changes will impact daily operations, ensuring a comprehensive understanding of the practical effects.

  • Highlight Added Value: Emphasize the positive impact of the changes, illustrating how they will enhance processes and outcomes.

  • Establish Measurable Success Criteria: Define specific, time-bound goals to gauge the effectiveness of these changes and openly address any instances where these benchmarks are not met.

  • Access to Information: Designate selected individuals or resources where your team can find additional information and updates related to the transition.

Consistently communicate these provisions with your team during the implementation phase to foster their support for the new process.

During the RPO Implementation

Here are the different steps for RPO implementation. Familiarizing yourself with these phases will aid in maintaining a structured approach during the implementation journey.

  • Introduction & Learning

    During this initial stage, the emphasis lies on informing stakeholders about forthcoming changes. The atmosphere is typically marked by excitement, high energy levels, and a collective willingness to embrace new ideas. Some individuals might experience a momentary sense of surprise as the initial steps toward change begin to materialize. However, this phase serves as an opportunity to acclimate everyone to the concept of new processes and personnel, laying the groundwork before significant alterations are introduced.

  • Optimization

    During the second phase, organizations build upon the insights gained from the initial stage and transition into a state of adapting to the new norm on a daily basis. Enthusiasm and momentum persist as individuals become increasingly skilled in implementing the revised procedures. Challenges start to diminish, but smaller issues may start to go unnoticed or unreported. Although overall morale remains positive, occasional minor frustrations may arise as not everyone has fully acclimated to the changes.

  • Measurement & Consistency

    Phase three emerges as the most challenging juncture because impatience sets in as the progression unfolds. Anticipation runs high for all team members to master the new processes and meet performance expectations. During this phase, minor concerns, previously left unaddressed in phase two, can escalate into more significant challenges, prompting a reassessment of current procedures and a review of team dynamics.

  • Scale & Grow

    Following the necessary modifications to both the team and the operational processes, a noticeable improvement in performance becomes evident. Team members exhibit a higher level of competence, resulting in more consistent victories, and challenges are promptly addressed as they arise. The team's cohesion is markedly improved, fostering a positive atmosphere due to its optimized size and structure. Phase four marks the commencement of a period characterized by sustained growth, allowing ample space for ongoing adaptation and development.

Beyond Ensuring a Successful Transition

Embarking on an RPO implementation might present challenges akin to ascending a steep hill. Yet, it's crucial to view this journey positively. Climbing uphill can be exhausting and occasionally frustrating, but the sense of accomplishment upon reaching the summit is unparalleled. Similarly, during the transition to RPO, you may encounter growing pains, but you're continuously progressing. Just like with any change, there will be a degree of discomfort, but it's essential to remember that your RPO provider is there to offer guidance throughout the implementation process. Embrace the excitement of the value your RPO partnership promises, and if that sense of value ever diminishes, consider it a signal that adjustments may be necessary.


The journey toward a seamless RPO transition is marked by careful planning, collaboration, and strategic execution. By following the steps outlined in this blog, your organization can confidently navigate the complex terrain of Recruitment Process Outsourcing. Remember, the key to a successful transition lies in meticulous assessment, open communication, and a commitment to continuous improvement.

Exela HR Solutions distinguishes itself as an exceptional HR outsourcing provider through its unwavering commitment to excellence and client-centric approach. What sets us apart is the ability to facilitate a seamless transition to outsourcing. With a team of experienced professionals, cutting-edge technology, and a thorough understanding of each client's unique needs, our experts ensure a smooth and efficient onboarding process. Exela HR Solutions prioritizes open communication and collaboration, allowing organizations to swiftly integrate HR outsourcing into their operations, reducing complexity, and maximizing the benefits of this strategic partnership.

As you embark on this transformative journey, you're not just outsourcing recruitment; you're elevating your talent acquisition strategy to new heights, positioning your organization for future growth and success. Embrace the change, and the rewards of a seamless RPO transition will undoubtedly follow. Speak to an expert today.

DISCLAIMER: The information on this site is for general information purposes only and is not intended to serve as legal advice. Laws governing the subject matter may change quickly, and Exela cannot guarantee that all the information on this site is current or correct. Should you have specific legal questions about any of the information on this site, you should consult with a licensed attorney in your area.

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