How to choose the best Executive Search Firm: 7 essential criteria for employers

In this article, we'll cover:

• Key criteria for selecting the best executive search firm for your company, including:
  • Industry expertise: why specialization matters for rare or senior positions.
  • Network and reach: quality of connections, geographic coverage, and diversity of profiles.
  • Process and methodology: clarity, personalized approach, and candidate evaluation tools.
  • Guarantees and commitment: what to look for in replacement policies.
  • Communication and reporting: frequency, transparency, and detailed progress updates.
  • Reputation and references: client testimonials and success rates.
  • Pricing structure: understanding fees versus added value.
• Free resource: a comparison grid to help you choose the right executive search partner.

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Are you looking for an employee to fill a strategic position in your company?

Recruiting highly qualified talent is never easy, especially when you don't have time or internal resources. In these situations, hiring an executive search firm can make all the difference.

But how do you choose the best executive search firm for such a crucial mandate? What criteria should guide your decision?

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1. Sectoral expertise

Each recruitment firm specializes in one or more industries. It is therefore important to check if the firm has expertise in your field. The more strategic or rare the position is, the more decisive this specialization becomes.

Ask specific questions about the type of customers and mandates already carried out: manufacturing, engineering, NPO, technology, public sector, health... The type of positions for which the firm has recruited (managers, technical experts, executives) will also give you a good idea of its level of knowledge.

A firm that knows your sector well understands your challenges, culture and key competencies, which increases the relevance of candidates, reduces recruitment time and limits selection errors.

To verify this expertise, consult:

• Executive Search firms' websites to see their specialties
• The firm's job offers on their career site or LinkedIn
• This directory of headhunters, classified by sector expertise

Do not hesitate to contact the executive search firm directly to ask the question either.

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2. Network and reach

The network of an executive search firm is a major asset. The larger and more qualitative it is, the more likely you are to recruit highly qualified candidates, including those who are not actively looking for a job. These “passive” profiles are often the most sought after and difficult to reach through traditional channels.

In addition, a good recruiter will not only have a large network, but will maintain lasting relationships with their candidates, which will make them quickly receptive to the firm's offers.

When evaluating a firm's network, make sure of it's relevance rather than size.

Points to check:

• Geographic coverage: Make sure that the firm's network corresponds to your area of employment. Some firms focus on specific cities or regions, while others have a national or international reach.
• Diversity of profiles: Ask what types of positions and hierarchical levels are represented in their network so that it fits your needs.

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3. Process and methodology

The way an executive search firm works directly influences the quality of results. Before engaging, ask them to detail their process: how they identify, assess, and present candidates. A serious partner will be able to explain each step to you during a discovery call.

Criteria to be examined:

• Personalized approach: Are candidates approached individually or via standardized messages?
• Research tools: What channels and technologies are recruiters using?
• Assessment tools: Do they include psychometric tests, structured interviews or reference checks to ensure the quality of profiles?
• Follow-up with candidates: How do they ensure communication and engagement throughout the process

A clear, transparent and structured process is a strong indicator of professionalism. It ensures that you not only receive qualified candidates, but also that you have a smooth and unsurprising experience.

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4. Guarantee and commitment

Before choosing a firm, find out if it offers a replacement guarantee in case a candidate leaves quickly. This guarantee is a strong indicator of the firm's commitment and confidence in the quality of its placements.

If the firm offers a guarantee, how long does it last? In Quebec and Ontario, guarantees often vary between 3 and 12 months.

Also, make sure you understand the terms and conditions of application of the guarantee. Each firm may have its own conditions. For example, some guarantees only cover voluntary departures while others include layoffs.

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5. Communication and follow-ups

A successful collaboration with a recruitment firm is based on clear and regular communication. Make sure the firm plans frequent follow-ups to inform you of the progress of the process.

Points to check:

• Frequency of follow-ups: Weekly or monthly? The more strategic the position, the closer the follow-ups should be.
• Quality of reports: Detailed reports (candidates approached, answers obtained, next steps) are essential to maintain a clear vision.
• Transparency: A professional firm will not hesitate to share the challenges encountered and to adjust the strategy accordingly.

Proactive communication and quality progress reports keep you involved in the process and get the best results.

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6. Reputation and references

Before entrusting a strategic mandate, take the time to assess the firm's reputation. Consult customer testimonials on various sites such as the Case Study section directly on the firm's site or Google Reviews. You can even ask your favorite AI tool to give you a summary of a firm's reviews and reputation.

It is also possible to ask for references directly from the executive search firm to validate the quality of their services and their ability to deliver in your sector. However, be aware that headhunting is a fairly confidential field. Some businesses don't want to disclose their hiring processes or be publicly associated with mandates, which can limit the availability of references.

Another relevant indicator to validate is the rate of successful placements for positions similar to yours. A firm that has a high rate demonstrates its efficiency and expertise.

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7. Rate structure

Cost is often the first criterion considered by employers. However, choosing an executive search firm based solely on the price can be risky. An attractive price does not make up for a lack of expertise, methodology or guarantee.

There are several elements to consider in the pricing structure:

• Does the firm charge a retainer? If yes at what point?
• What is the method of remuneration: percentage, lump-sum or three-stage remuneration?

Also compare the price with the added value (guarantee, quality of service, knowledge and expertise, tools, follow-ups, etc.).

A competitive rate is interesting, but it must be put into perspective with the quality and security of the service. Bad recruitment always costs more than a well-thought-out investment.

Check out our article How much does a headhunter cost? - Executive Search Firm Fees in Quebec

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In conclusion, if you are looking for the best executive search firm for strategic or rare positions, choose one that offer a personalized approach, a long guarantee, and that do not pay their recruiters on a commission basis (this favors quality rather than speed).

In order to guide you in your decision, we have created a tool that allows you to compare different executive search firms, based on the criteria mentioned above.

Download our free Selection grid to choose the best Executive Search Firm here.

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