Develop a Vacancy Tracker
At the start of the recruitment process, it’s helpful to collect baseline information about the vacancies you’re trying to fill. Creating a vacancy tracker helps everyone keep track of what posts are needed, where each role is in the recruitment process, and what progress has been made. A shared tracker gives the whole group a clear picture of the current situation, boosts accountability, and can lift morale when people can see updates in real time.
A vacancy tracker can help you:
- Monitor which post are vacant, and for how long
- See where each post is in the process — from planning, to advertising, to someone being in post.
- Monitor vacancy rates — and review them monthly or every three months to see what’s changing.
- Spot delays or issues — by having a comments section for notes about why someone withdrew, why a post is taking longer, or what barriers are affecting recruitment (e.g., lack of accommodation, waiting for PVG checks). These notes can highlight areas for the group to focus on.
A template vacancy tracker is available here: Vacancy Tracker Template.
