How to Calculate Average Time to Fill A Position

The average time to fill a position (ATFP) is a key HR metric that measures how long it takes to hire a new employee. This calculation helps organizations assess hiring efficiency and identify areas for improvement in their recruitment process.

What is Average Time to Fill a Position?

The average time to fill a position is calculated by dividing the total time taken to fill all open positions by the number of positions filled during a specific period. This metric provides insight into how quickly an organization can hire new talent, which is crucial for maintaining productivity and meeting business needs.

Key Concepts

Open Position: A job vacancy that has been advertised and is actively being filled.
Time to Fill: The duration from when a position is opened until it is filled.
Hiring Efficiency: The speed and effectiveness of the recruitment process.

Why Is It Important?

Tracking the average time to fill a position helps organizations make data-driven decisions about their hiring processes. A shorter ATFP indicates a more efficient recruitment process, which can lead to:

Reduced hiring costs
Improved employee satisfaction
Better retention of top talent
Enhanced organizational performance

Industry Benchmarks

According to SHRM, the average time to fill a position in the U.S. is around 30-45 days. However, this can vary significantly by industry and company size.

How to Calculate Average Time to Fill

To calculate the average time to fill a position, follow these steps:

Identify all open positions filled during a specific period (e.g., a quarter or year).
Record the time taken to fill each position from the date the position was opened until the date it was filled.
Sum all the individual times to fill each position.
Divide the total time by the number of positions filled to get the average.

Formula

Average Time to Fill = Total Time to Fill All Positions / Number of Positions Filled

This calculation provides a clear metric for evaluating the efficiency of your hiring process. Organizations can use this data to identify bottlenecks and implement improvements.

Example Calculation

Consider a company that filled 5 positions in a quarter. The time taken to fill each position was:

Position 1: 20 days
Position 2: 35 days
Position 3: 25 days
Position 4: 40 days
Position 5: 30 days

To calculate the average time to fill:

Sum the individual times: 20 + 35 + 25 + 40 + 30 = 150 days
Divide by the number of positions: 150 / 5 = 30 days

The average time to fill a position in this example is 30 days.

Position	Time to Fill (Days)
1	20
2	35
3	25
4	40
5	30
Total	150
Average	30

Interpreting the Results

Once you have calculated the average time to fill a position, you can compare it to industry benchmarks and internal goals to assess your hiring efficiency. A lower ATFP indicates a more streamlined recruitment process, while a higher ATFP may signal inefficiencies that need addressing.

Common Challenges

Slow hiring process: Delays in candidate selection, interview scheduling, or offer acceptance.
Poor candidate quality: Hiring managers may take longer to find suitable candidates.
Inefficient communication: Lack of coordination between hiring teams and departments.

By understanding the average time to fill a position, organizations can implement strategies to improve their hiring process, such as:

Streamlining interview processes
Using applicant tracking systems
Improving communication between hiring teams
Offering competitive compensation packages

FAQ

What is a good average time to fill a position?

A good average time to fill a position is typically below the industry benchmark of 30-45 days. Organizations should set internal goals based on their specific needs and industry standards.

How can I reduce the average time to fill a position?

To reduce the average time to fill a position, focus on improving recruitment processes, using technology to streamline hiring, and ensuring clear communication between hiring teams and departments.

What factors can increase the average time to fill a position?

Factors that can increase the average time to fill a position include a large volume of applicants, complex hiring processes, and delays in decision-making.

Is the average time to fill a position the same as the time to hire?

No, the average time to fill a position refers specifically to the time from when a position is opened until it is filled, while the time to hire may include additional steps such as onboarding.