I remember a time when hiring projects started stacking up faster than I could keep up. It was one of those weeks where everything felt like falling apart. By Friday evening, I’d committed to filling three crucial positions across different teams within a week. Come Monday, the situation got even more intense. Someone from sales quit unexpectedly, leaving the team in a lurch, and the engineering lead was pushing hard to hire two developers to meet a critical deadline.

I spent hours staring at the hundreds of resumes that had poured in over the weekend. Each role had its own pile, and most of the applications weren’t even close to what we needed. Sorting through them manually felt like an endless slog, and the constant follow-ups from department heads only made things more stressful. It wasn’t just about hiring anymore; it was about keeping the entire operation from grinding to a halt.

I couldn’t go on like that. Something had to change. I needed to figure out how to focus on what mattered most, set up a clear plan, and make progress without feeling like I was drowning. This blog is about what I learned- how to handle multiple hiring projects in a way that actually works and keeps you sane.

What Should I Focus on First?

The first thing I learned was how important it is to figure out which roles truly need your attention. At first, everything felt urgent. Every department head seemed convinced their hiring needs were the most critical. But trying to give every role equal focus was a recipe for burnout.

What helped was breaking roles into categories based on urgency and impact:

• Urgent: These are the roles that, if left unfilled, could disrupt key business functions. For example, a developer needed to meet a product launch deadline.

• Important: These roles are essential to long-term success but won’t cause immediate issues if they’re not filled right away.

• Low priority: Positions that can wait a little without major consequences.

I started asking myself questions like, “What happens if this role stays open another month? Will it seriously hurt the business?” This kind of evaluation made it much easier to prioritize tasks and allocate my time effectively.

Using data also became a game-changer. Metrics like time-to-hire, role complexity, and impact on business goals helped me make more informed decisions. For instance, a tech lead role with a small talent pool got top priority, while an admin position with a steady flow of applicants could wait.

How I Got Organized

Once I knew what to prioritize, I needed a clear workflow to stay organized. Juggling multiple projects without a plan is a quick path to chaos. That’s when I leaned on technology to simplify my processes.

Tools like Tacitbase’s AI-powered features transformed how I handled resumes. Instead of spending hours manually screening hundreds of applications, I could:

• Process resumes quickly: Tacitbase parsed resumes in minutes, pulling out relevant details so I didn’t have to.

• Match candidates to roles: The tool flagged resumes that matched job descriptions, saving me from sorting through irrelevant ones.

• Shortlist top candidates faster: I could focus on the best options right away.

Before using Tacitbase, I spent endless hours cross-referencing resumes with job requirements, often missing strong candidates in the process. Automating these tasks freed up my time and let me focus on interviewing and decision-making.

I also set clear timelines and milestones for each project. For example:

• Resume screening: Day 1

• First-round interviews: Days 2-5

• Final interviews: Days 6-10

This structure kept me on track and ensured nothing fell through the cracks. Having a plan made all the difference.

I Couldn’t Do Everything Myself

One of the hardest lessons I learned was that I couldn’t do everything myself. Early on, I tried to handle every aspect of hiring, thinking it would be faster. It wasn’t. Instead, I ended up overwhelmed and delaying progress on critical roles.

Delegating changed everything. With Tacitbase handling resume screening, I could focus on higher-level tasks while my team managed other parts of the process:

• Recruiters followed up with candidates based on the tool’s insights.

• Coordinators scheduled interviews.

• Team leads helped with final evaluations.

By working together, we moved faster and avoided burnout. Clear communication was key here-I made sure everyone knew the priorities, timelines, and expectations. Regular check-ins helped us stay aligned and tackle roadblocks as a team.

Am I Keeping Up?

Managing multiple projects means keeping a close eye on where things stand, but micromanaging isn’t the answer. I set up weekly check-ins to review:

• Progress on each role.

• Challenges or delays.

• Whether priorities needed adjusting.

Tacitbase’s hiring analytics dashboard was a lifesaver. It showed me exactly where each hiring project stood- how many applications we’d processed, the number of candidates in each stage, and where things were slowing down. Having this clarity made it easier to stay in control and address issues before they turned into bigger problems.

When Plans Go Off Track

If there’s one thing I’ve learned, it’s that hiring plans never go perfectly. Priorities shift, candidates back out, or new roles pop up unexpectedly. Being flexible is essential.

When a senior manager role suddenly became urgent, I had to reshuffle my plans. Thanks to Tacitbase, I could quickly pull high-relevance resumes from my database and restart the hiring process without wasting time. Communicating these changes to my team ensured we stayed coordinated and kept everything moving forward.

Managing multiple hiring projects doesn’t have to be overwhelming. By focusing on what matters most, using smart tools to handle repetitive tasks, and leaning on your team, you can handle the workload without losing your sanity.

How do you manage multiple hiring projects? I’d love to hear your tips and experiences-let’s learn from each other!