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The hourly rate alone does not determine the cost-effectiveness of a staffing decision. The total costs over the entire duration and the actual staffing needs are the decisive factors. Short-term spikes in demand, building a team at a new location, and long-term filling of a key role require different models.

Temporary staffing is suitable for short-term, seasonal, or fluctuating needs. Direct hiring is suitable for permanent, direct placements. Temp-to-perm can be a transitional option if you want to get to know employees and assess needs before making a permanent hire.

The decision-making logic: Evaluate duration, volume, and predictability

For each open position, evaluate six factors: duration of assignment, fluctuation in demand, number of people needed, level of specialization, internal recruiting capacity, and risk of a poor hire.

• How long will you need the capacity: weeks, months, or permanently?

• How much does demand fluctuate over the course of the year?

• How many people do you need at the same time?

• How specialized is the profile you’re looking for?

• Does your HR team have the capacity to handle the recruiting process?

• What would be the consequences of a bad hire in this role?

Duration alone is not sufficient for a cost decision. Also consider the consequences of vacancies, selection effort, and onboarding.

Temporary Staffing for Short-Term and Fluctuating Needs

Temporary staffing is suitable for short-term projects, seasonal peaks, and fluctuating staffing needs. Production, logistics, warehousing, manufacturing, and service industries can use it to bolster their teams as needed.

You align staffing levels with actual order volume. This can be helpful when future workload is not yet certain.

Recruitment for Permanent Direct Hires

Recruitment is the right choice if you’re planning a long-term permanent position, lack internal sourcing capabilities, or are facing a challenging candidate market. The service provider identifies suitable candidates, assesses their fit in advance, and supports the process through to the signing of the contract.

Hiring takes place directly through your company. This ensures that expertise remains within your workforce.

Temp-to-Perm as a transitional model

With Temp-to-Perm, employees initially start as temporary workers. If there is a long-term need and a mutual fit, they may be transitioned to a permanent position.

This model can be useful when workload is uncertain or when team and role fit still needs to be evaluated. Both sides gain practical experience working together before committing to a long-term relationship.

Internal Recruiting When Capacity Is Available

Internal recruiting is suitable when you regularly fill roles and have sufficient capacity within your HR team. Check whether the recruiting process interferes with day-to-day operations.

You can manage strategic tasks internally and outsource time-consuming or highly variable aspects. To do this, clearly define which process steps your team will handle and where external support will lighten the load.

Cost Comparison: In-House Recruiting, Temporary Staffing, and Executive Search

For permanent positions, the cost structure includes salary, social security contributions, vacation and sick leave costs, recruiting, onboarding, continuing education, as well as planning and administrative costs. For temporary staffing, you agree on a billing rate that depends, among other factors, on qualifications, assignment duration, work schedule, and industry.

In the case of temporary staffing, the staffing agency handles recruitment, payroll processing, and absence management. As a result, fixed personnel expenses can be converted into variable costs.

Record the following items for each model:

• Internal HR and departmental time: In internal recruiting, the effort is entirely internal. With temporary staffing, the service provider handles sourcing. With permanent placement, internal management remains in place. Calculate hours using the internal hourly rate.

• Advertising and sourcing: Internally, you bear these costs yourself. With temporary staffing, they are largely eliminated. In executive search, they are generally included in the fee.

• Screening and interviews: In internal recruiting, the full cost is incurred. For temporary staffing, service providers handle the pre-screening, and for executive search, they handle the pre-qualification.

• Onboarding: For internal hires and after an executive search placement, onboarding is the responsibility of your company. For temporary staffing, the effort may be lower if assignments are shorter.

• Employer costs: For permanent hires, you pay the salary and social security contributions. With temporary staffing, these costs are included in the agreed-upon billing rate.

• Billing rate or placement fee: With internal recruiting, this cost does not apply. With temporary staffing, the agreed-upon hourly rate applies; with recruitment services, a one-time fee applies.

• Administration: Payroll and contract management are handled by your company for internal hires. With temporary staffing, the staffing agency takes on these tasks.

• Absenteeism and Downtime Risk: With internal hires and permanent placement, the risk lies with your company. With temporary staffing, the staffing agency manages the agreed-upon processes.

• Vacancy Costs: These costs accrue until a role is filled. With temporary staffing, a quick placement can reduce them, depending on the individual case.

Calculation Template with Open Assumptions

A cost calculation requires assumptions that you fill in with your own values. Please consider the following:

• number of people needed and duration of assignment or employment

• internal hours for HR and the business unit, as well as internal hourly rates

• Advertising and sourcing costs

• Onboarding expenses

• Agreed-upon temporary staffing rate

• Annual gross compensation and agreed-upon placement fee

• Estimated vacancy costs

Enter the values for each model and compare the total amounts. Low visible costs do not necessarily lead to low total costs.

Consider the Costs of a Vacant Position

The Total Cost of Vacancy encompasses the consequences of a vacant position. These can include lost revenue, delayed projects, productivity losses, additional workload on the team, opportunity costs, and extra recruiting expenses.

Estimate these costs based on revenue per employee per workday, lost team output, or project-related delays and opportunity costs. The longer a position remains open, the more these factors can add up.

When Temporary Staffing Makes Economic and Strategic Sense

Temporary staffing can be suitable for short-term projects, order spikes, seasonal fluctuations, uncertain demand, and multiple positions that need to be filled simultaneously. You can deploy staff as needed without immediately entering into long-term employment commitments.

Peak Workloads and Seasonal Fluctuations

Manufacturing, logistics, and customer service often have project-based or seasonal needs. Other industries can also benefit from temporary staffing when workload varies significantly throughout the year.

Adjust your staffing capacity to match actual demand. Determine early on what qualifications, shift schedules, and locations you’ll need.

Scaling up larger staffing needs on short notice

You can verify whether a provider can meet larger staffing needs by reviewing concrete evidence. Key factors include the available candidate pool, regional coverage, suitable role profiles, binding response times, and past placement data.

Include this evidence in your provider evaluation before commissioning a larger volume of work.

Gain time for a well-informed hiring decision

Flexible staffing models can bridge time-sensitive bottlenecks. They thus create the space needed to carefully fill a permanent role.

Be sure to factor in vacancy costs. This will help you assess the economic value of short-term support in each specific case.

When Staffing Agencies or Internal Recruiting Create More Value

Staffing agencies are well-suited for direct and long-term hires. They can be a sensible choice if you want to build and retain specialized expertise within your company on a permanent basis.

Permanent Roles and Strategic Knowledge

When there is a high degree of specialization, a stable order backlog, and a need for continuity of knowledge, a permanent position is often the right solution. Compare the one-time placement fee with the internal effort, ongoing costs, and potential vacancy costs.

Staffing agencies aren’t necessarily cheaper. Cost-effectiveness depends on your specific needs.

Hard-to-Find Profiles

External support can be beneficial if positions regularly remain unfilled for more than six weeks, your HR team is consistently working at capacity, or multiple positions need to be filled simultaneously. This also applies when delays impact production, service, projects, or delivery capabilities.

For rare qualifications, access to a larger candidate pool and industry-specific experience can support the search.

Use Internal Capacities Strategically

Internal recruiting incurs costs for departmental time, HR effort, tools, job postings, sourcing, interviews, and vacancy periods. Be sure to fully account for these costs in your cost accounting.

Clear requirements, structured processes, and appropriate resources can shorten the time to fill a position. The quality of the selection should remain consistent.

How Companies Make a Sound Make-or-Buy Decision

A well-informed decision is based on transparent assumptions and verifiable results.

Proceed in three steps.

1. Assess the need: Document roles, locations, qualifications, required volume, start date, duration, shift schedule, seasonality, and strategic relevance. This will help you determine whether the need is short-term, fluctuating, high-volume, or permanent.

2. Compare costs: Compare internal labor hours, vacancy costs, advertising costs, tool costs, and service provider costs. Use the calculation template for this and take into account the consequences of unfilled positions.

3. Evaluate a pilot: A pilot for a job category, a location, or a clearly defined staffing need can test external recruiting support under real-world conditions. Before starting, agree on the measurement criteria, reporting frequency, target values, and backup process.

Consolidate cost calculations, KPIs, and vendor scoring before scaling the model to additional roles or locations.

Capture needs in a structured manner

The needs assessment determines which roles, volumes, and durations you’ll evaluate. It lays the foundation for an objective model comparison.

Calculate Costs and Vacancy Risks

Convert the documented needs into a comprehensive cost analysis. Add internal expenses and estimated vacancy costs to the direct costs.

Pilot and Evaluate

First test the selected model on a limited scale. Define the evaluation criteria, target values, and responsibilities before launching.

Conclusion: The Right Model Reduces Costs and Decision-Making Risks

Temporary staffing can provide capacity that can be planned according to need. Recruitment supports long-term direct hires. Temp-to-perm can serve as a transitional option in cases of uncertain workload or when a good fit still needs to be assessed.

A sound decision requires a comprehensive cost analysis, a clearly defined use case, and pre-agreed KPIs. You should also verify whether the staffing provider is a good fit for your industry, region, and volume structure.

Trenkwalder supports you with personalized consulting and temporary staffing tailored to your specific role, location, or volume requirements.

Frequently Asked Questions About Temporary Staffing, Recruitment, and Provider Evaluation

How does “time-to-candidate” differ from “time-to-hire” and “time-to-fill”?

“Time-to-candidate” measures the time from the approval of a request to the presentation of a qualified candidate profile. “Time-to-hire” begins with the application and ends with the acceptance of an offer. “Time-to-fill,” depending on the definition, may begin as early as the job posting or the approval of the job requirements.

Time-to-Candidate can serve as an early indicator of a service provider’s ability to deliver. You should agree on the exact measurement criteria in writing in advance.

What documents should a staffing agency provide before the start of a temporary assignment?

A valid license under the Temporary Employment Act, including details on the issuer and validity period, is essential. Also review the staffing contract, the agreed-upon type of assignment, the service levels, and the replacement process.

Request these documents before the first day of the assignment. For legal questions, you should seek appropriate expert advice.

How often should companies evaluate the agreed-upon KPIs with a staffing agency?

The frequency depends on the specific metric. Operational metrics such as show-up rate and absenteeism rate can be reviewed monthly. Quality and retention metrics are often evaluated quarterly.

Agree on the reporting frequency before placing the order. A fixed date for joint evaluation helps identify deviations early and investigate their causes.

What assumptions must a robust cost calculation for temporary staffing include?

The calculation requires the number of staff needed, the duration of the assignment, the agreed-upon billing rate, internal administrative costs, and estimated vacancy costs. Also take into account work schedule models and potential shift premiums, as they can influence the effective hourly rate.

All values depend on the company and the contract. Therefore, use your own data and specific contract terms.

How can a pilot project with a staffing agency be fairly evaluated?

Clearly define the scope of the pilot—for example, by limiting it to a specific occupational group or location. Establish the measurement criteria, target values, and alternative processes before the start.

Then evaluate the segmented KPI results against the agreed-upon target values. Keep framework conditions such as volume, start date, and shift model as consistent as possible so that the results remain comparable.

Some people work with particular focus when they can complete a task independently. Others develop their best ideas through discussion, prefer solving problems together or need regular feedback. However, personal preferences are often less clear-cut: you may enjoy working alone on familiar tasks but want support when facing new challenges.

When looking for a job, teamwork is often treated as a general requirement. Yet the term says little about what collaboration actually looks like in everyday working life. A production team collaborates differently from an office-based project group. There are also considerable differences between a closely coordinated shift and a group of people who complete their tasks largely independently.

To assess which working style suits you, it is therefore worth taking a closer look: How much coordination do you need? When does a quiet environment help you? How would you like to take responsibility? And under which conditions do you feel comfortable in a team?

Being a team player does not mean working together all the time

Teamwork is often associated with being outgoing, communicative and always happy to be around other people. This view is too narrow. Quiet people can also work very well in a team. Conversely, being sociable does not automatically lead to good collaboration.

What matters more is how you interact with others. Can you pass on information reliably, keep agreements and accept different points of view? Do you ask questions when something is unclear? Do you address problems respectfully? And can you give other people space without withdrawing completely?

Good collaboration also requires individuals to act independently. A functioning team does not need to make a joint decision at every stage. Teamwork often means completing your own task reliably and passing on the results in a way that allows others to continue from them.

When working alone can work well

Working alone may suit you if you enjoy concentrating on a clearly defined task for an extended period. You may work particularly carefully when you can organise your own pace within an agreed framework. Perhaps you prefer making smaller decisions independently instead of coordinating every step with someone else.

This does not necessarily mean that you do not want contact with colleagues. Many roles combine independent periods of work with regular coordination. In production, warehousing, technical work, administration or customer service, a person may manage their own area largely independently while still being part of a team.

Working alone can become difficult when responsibilities are unclear, feedback is missing or there is no accessible contact person when problems arise. When assessing a position, you should therefore ask not only whether you will work alone, but also how induction, support and the sharing of information are organised. These conditions can already be discussed during the application process.

When teamwork may be the better environment

Teamwork may suit you if you enjoy solving tasks through discussion, developing ideas together or gaining reassurance through brief coordination. You may find it motivating to see a shared result and understand how your contribution connects with the work of others.

Teamwork can take very different forms. During a shift, work stages may need to be coordinated precisely. In a project team, collaboration may be divided between meetings, shared decisions and independent periods of work. In customer service, handovers and a reliable flow of information may be more important than constantly working on the same task together.

Even a working style that generally suits you can become stressful if you are constantly interrupted, responsibilities become blurred or conflicts remain unresolved. The important question is therefore not only whether you enjoy working in a team. The form of collaboration you need to work reliably and with concentration matters just as much.

A short self-check for your working style

Your working style can often be assessed more effectively through specific situations than through general characteristics. Think about previous jobs, work placements, training periods, projects or personal tasks. When did the work feel easy – and when did unnecessary stress arise?

These questions can help you assess your preferences:

• Do you concentrate better in a quiet environment, or does interaction with others energise you?

• Would you prefer to take full responsibility for tasks or share responsibility?

• Do you need regular feedback, or are clear goals and fixed deadlines enough?

• Do you ask for support quickly, or do you try to solve problems alone first?

• Do you feel more comfortable in established teams, or do you enjoy working with different people?

• How do you respond to interruptions, group discussions and different working speeds?

• Which tasks do you prefer completing alone, and which benefit from collaboration?

Do not try to appear as “team-oriented” or as independent as possible. Both approaches can be valuable. An honest combination is more informative, for example: “I enjoy working independently on clearly defined tasks. With new procedures, a thorough introduction and designated contact people are important to me.”

Recognising the actual working routine behind a position

Job adverts often contain phrases such as “team player”, “independent working” or “communicative environment”. These descriptions offer initial clues but frequently remain general. You should therefore ask about specific routines during the interview: How large is the team? Which tasks are completed together? How often does coordination take place? Who makes decisions when problems occur? And how are handovers between shifts or departments organised?

Pay attention to the tasks themselves as well. A position may be based in a large department but still require predominantly independent work. Conversely, a role involving considerable individual responsibility may require close coordination. In the candidate section, you can learn more about different career paths and application questions before comparing individual positions.

Not every difference from your preferred working style is automatically negative. Some people appreciate a balanced combination of focused individual tasks and collaborative problem-solving. What matters is whether the requirements suit you in the long term or whether you would constantly need to work against your natural way of working.

Conclusion: Not either-or, but suited to the task

Very few people are suited exclusively to either working alone or working in a team. The right approach often depends on the task, your level of experience, time pressure and the quality of the collaboration. Understanding your own needs allows you to assess positions more realistically and ask more specific questions during an interview.

Instead of asking only whether you are a “team player”, consider how you want to exchange information, take responsibility, use support and work with concentration. This will give you a clearer picture of the working environment that is likely to suit you in the long term.

At Trenkwalder, you can create your talent profile in just a few minutes via chat or voice message and record your skills, experience and career preferences in a clear format. The matching AI takes this information into account to identify career opportunities that suit your strengths and personal circumstances. Your preferences regarding independence, interaction and collaboration can also provide useful guidance for the next steps in your job search.

Recruiting doesn’t have to be done entirely in-house to remain under control. Here are three everyday scenarios: You’re filling multiple positions at the same time; a critical candidate has been impossible to find for weeks; or a seasonal surge exceeds your HR capacity. Do you want to handle these situations on your own every time, or do you want to strategically supplement capacity where the need arises?

RPO Explained

Recruitment Process Outsourcing—RPO for short, or recruiting outsourcing—refers to the partial or complete outsourcing of recruiting processes to a specialized partner. The partner can take over the entire talent acquisition process or provide targeted support for individual phases. From here on, we’ll primarily use the term RPO.

RPO does not refer to a short-term search for a single position. It is designed as a long-term, process-oriented collaboration in which an external service provider strategically builds and supports the recruiting process. This collaboration is more deeply integrated into the HR structure than traditional, project-based recruitment.

Outsourcing operational recruiting tasks does not mean relinquishing control. Strategy, corporate culture, and decision-making authority remain within the company. The partner takes on operational, time-consuming, or highly fluctuating parts of the process.

Why the Question Is Now Strategic

The question of what Recruiting Process Outsourcing means and for which companies it is worthwhile depends on specific challenges. Typical RPO situations include high hiring volumes, growth, skilled labor shortages, and limited internal HR capacity. The benefit is not a blanket promise, but a solution to a recognizable bottleneck.

For companies with recurring, growing, or difficult-to-plan staffing needs, RPO thus becomes a strategic option. The goal is to deploy recruiting capacity and market knowledge precisely where needed, rather than improvising internally every time demand spikes.

Full RPO, Selective RPO, and Outtasking: Which Model Is Right?

When suitable professionals are scarce regionally, an international perspective can open up new RPO is not a single product but a group of clearly distinguishable models. Full-service RPO, selective RPO, and outtasking differ in the scope of services they provide. Project-based RPO falls under outtasking because it involves clearly defined individual tasks. A closer look at the four RPO models and their use cases helps clarify their classification.

• Full RPO: The partner manages the entire operational process, while the company retains control over strategy, culture, and the final hiring decision. Typical process steps include needs assessment, job posting, sourcing, pre-screening, interviews, offer, and onboarding. This model is suitable for high, recurring volumes, limited internal capacity, and roles that can be standardized. It provides consistent relief and offers scalable capacity. Clear handoffs of roles and data are required. A production site can use this model to permanently fill multiple shift positions.

• Selective RPO: The partner takes over agreed-upon process phases, while the company manages and makes decisions regarding the remaining phases. Typical examples include related phases such as sourcing plus pre-screening or applicant tracking. This model is suitable for recurring bottlenecks at a specific point in the process. It provides targeted relief without full outsourcing. The interfaces between internal and external teams must be clearly defined. For example, an HR team can outsource the search for IT candidates.

• Outtasking: The partner handles a specific, defined task, while the company retains control of the entire remaining process. This could involve active sourcing or document review. Outtasking is suitable for addressing a one-time capacity or market gap. It can be implemented quickly and has clear boundaries. However, it does not result in continuous process gains. An example is directly approaching a hard-to-find specialist.

• Fully In-House Processing: The company is responsible for and manages the entire process itself, from needs assessment to onboarding. This solution is suitable for stable demand, sufficient capacity, and reliable reach. It offers full control and close alignment with the business unit. During peak periods, scalability is limited. A small team can use this approach to fill a predictable number of positions per year.

Full RPO: End-to-End Responsibility for Recruitment

With full RPO, an external partner handles the end-to-end recruitment process—from job postings and applicant management through to hiring and onboarding. The company retains the final hiring decision, while the operational process is managed entirely by the external partner. This model is suitable when many positions need to be filled on a permanent basis and follow a similar structure.

Selective RPO and Outtasking: Targeted Relief at Bottlenecks

Selective RPO involves outsourcing related process phases. The partner supports specific recruiting phases, such as candidate sourcing or applicant management, while other phases remain in-house. Outtasking, on the other hand, refers to clearly defined individual operational tasks, such as active sourcing for a specific occupational group.

In both models, the company defines the handoff points: It remains responsible for staffing needs, corporate culture, subject-matter decisions, and the final hiring decision. The partner assumes the agreed-upon scope of operational or process-related tasks.

In-House Handling: When It Remains Appropriate

Handling the entire process in-house remains appropriate when staffing needs are stable, the team has sufficient capacity, and the processes are functioning effectively. The choice of model depends on hiring volume, the standardizability of processes, internal capacity, the complexity of the roles, and fluctuations in demand—not solely on the size of the company.

Can I outsource my company’s entire recruiting process to a staffing agency?

Yes, a complete outsourcing of the recruiting process is possible if the scope, responsibilities, and handoffs are clearly defined. The collaboration then functions as an extension of the HR function, not as a separate service process.

From Needs Assessment to Onboarding

The full RPO process chain follows a clear sequence: needs and requirements assessment, job posting, candidate sourcing, pre-screening, coordination, interviews, offer phase, hiring, and onboarding. A partner can cover this entire spectrum, from the job posting through hiring and onboarding.

The company can retain final selection and hiring authority, while the partner handles the agreed-upon recruiting tasks. This ensures that control over candidate selection remains in-house.

Clearly Define Decision-Making Authority and Collaboration

Full outsourcing requires a well-defined setup. These points lay the foundation:

1. Clarify roles: Make responsibilities transparent. Define who approves staffing needs, who contacts candidates, and who makes the final decision.

2. Define handoffs: Avoid process gaps. Determine at which points candidate data, evaluations, and status information are transferred between the partner and the company.

3. Agree on a coordination schedule: Enable effective management. Set fixed dates for status updates and prioritization.

4. Define escalation procedures: Ensure responsiveness. Specify who makes decisions in the event of delays or problems.

A fair, transparent candidate journey is part of the setup. Responsibilities for communication, feedback, and scheduling must be clear so that applicants receive consistent communication at every stage.

Can I also outsource only individual recruiting tasks, such as candidate sourcing or applicant management?

Yes, you can also outsource individual recruiting tasks such as candidate sourcing or applicant management. Selective RPO or outtasking is particularly suitable for companies that only need additional capacity or market knowledge at specific points in the process. An overview of recruiting strategy, sourcing, screening, interviews, onboarding, and data analysis shows which components can be outsourced individually.

Active Sourcing and Candidate Outreach

Active sourcing involves the targeted identification and direct approach of candidates. In Trenkwalder’s recruiting context, this work includes sourcing skilled professionals, processing applications with acknowledgments of receipt and appointment confirmations, document reviews, and conducting interviews with qualified candidates. This task can be outsourced as a standalone outtasking project when a specific profile is difficult to find regionally.

Pre-selection, Communication, and Scheduling

Applicant management can be broken down into two core tasks: The staffing agency coordinates communication with applicants and organizes interviews. This includes pre-selection based on the job requirements, providing consistent feedback to applicants, and scheduling interviews. These phases can be outsourced as a cohesive package within a selective RPO or as individual tasks.

Reporting, Handover, and Onboarding

At the end of the process are reporting, the handover of candidates to the business unit, and onboarding. A component is not necessarily always part of an RPO contract. The following points show where a component is typically included and which handover point remains within the company.

• Job requirements: This is typically included in Full RPO. In selective RPO, it is agreed upon on a case-by-case basis; in outtasking, it rarely makes sense. The functional approval of the profile remains with the company.

• Job Postings: These are typically included in full RPO. In selective RPO, they are agreed upon on a case-by-case basis; in outtasking, they are possible as a standalone task. The company approves the text and employer branding.

• Active Sourcing: This is typically included in full RPO. In selective RPO, it is specifically agreed upon; in outtasking, it makes sense as a standalone task. The company defines the target profile and outreach parameters.

• Candidate management: It is typically included in full RPO. In selective RPO, it is specifically agreed upon; in outtasking, it is possible as a standalone task. Data access and communication rules remain key handoff points.

• Pre-screening: It is typically included in full RPO. In selective RPO, it is specifically agreed upon; in outtasking, it is possible as a standalone task. The company defines selection criteria and approves the shortlist.

• Scheduling: It is typically included in full RPO. In selective RPO, it is specifically agreed upon; in outtasking, it makes sense as a standalone task. The functional departments must provide their availability.

• Interviews: These are partially included in full RPO. In selective RPO, they are specifically agreed upon; in outtasking, they rarely make sense on their own. The company retains control over the technical aspects of the interviews.

• Employer branding: This is partially included in full RPO. In selective RPO, it is specifically agreed upon; in outtasking, it is possible as a standalone task. The company is responsible for the brand message and tone.

• Reporting: This is typically included in full RPO. In selective RPO, it is agreed upon on a case-by-case basis; in outtasking, it is of limited value. The company defines the key performance indicators.

• Handover and onboarding: This component is typically included in full RPO. In selective RPO, it is agreed upon on a case-by-case basis; in outtasking, it is rarely useful on its own. Contract signing and orientation remain important handover points within the company.

When Is RPO Worth It—and When Is an Internal Recruitment Solution Sufficient?

The decision is not a rigid choice between internal and external. It is a “make-or-buy” assessment based on capacity, complexity, and workforce planning.

Signs That External Recruitment Support Is Needed

Several signs point to the need for RPO: Positions regularly remain unfilled for more than six weeks; HR is constantly working at capacity; managers spend a significant amount of time on recruiting; traditional channels are insufficient; multiple positions need to be filled simultaneously; staffing needs fluctuate significantly; or critical profiles are hard to find regionally. External support is particularly useful for operationally complex, time-sensitive, or difficult-to-scale tasks.

Be sure to evaluate the partner’s industry breadth and focus: Do they have experience with your job profiles, locations, shift schedules, and peak staffing demands?

Decision Matrix for Your Specific Needs

An internal solution may be sufficient if staffing needs are stable, the team has enough capacity, processes are functioning well, and you can reliably reach candidates for the relevant profiles. The following decision criteria will help you assess your situation:

• RPO is more worthwhile when many positions need to be filled simultaneously or on a recurring basis. An internal solution is generally sufficient when the annual hiring volume is low and predictable. Ask yourself: How many positions do we fill per quarter?

• RPO tends to be more worthwhile when HR is consistently working at capacity. An in-house solution tends to be sufficient when the team can reliably handle the workload on its own. Ask: Is there time left for strategic HR work?

• RPO tends to be more worthwhile when critical roles are hard to fill. An in-house solution tends to be sufficient when the relevant roles are easily accessible. Ask: How long do key positions remain open?

• RPO is more worthwhile when demand fluctuates significantly. An internal solution is generally sufficient when demand remains stable throughout the year. Ask: How large are our seasonal peaks?

• RPO is more worthwhile when processes are inconsistent or overloaded. An internal solution is generally sufficient when established, functioning processes are in place. Ask: Are our recruiting steps clearly defined?

• RPO is more worthwhile when regional or national reach is lacking. An internal solution is usually sufficient when your own channels reach enough applicants. Ask: Do we reliably reach our target audience?

Start with a clearly defined pilot project

First, identify the recruiting tasks handled internally, the actual time required, recurring roles, short-term spikes in demand, and hard-to-find profiles. Based on this, a pilot project can be pragmatically tailored.

A pilot project for a specific occupational group, a location, or a clearly defined staffing need is a low-risk way to get started. This allows you to test the collaboration on a concrete case before expanding the scope. The Outsourcing Check helps determine when outsourcing is worthwhile and when an in-house alternative is a better fit.

How can an RPO project be managed effectively and transparently?

An RPO project remains manageable if the scope of services, key performance indicators, and technical preparations are clarified before the start. The following list serves as a preparation and project checklist, not as legal advice.

Define the Scope of Services and Responsibilities

Clearly define which process steps are included, which roles and decision-making authorities apply, where the handoff points are, and which communication channels will be used for coordination. The scope of services should also include escalation procedures, quality requirements, data access, project duration, and options for adjustments.

Agree on KPIs, SLAs, and Reporting

For project management, suitable metrics for a pilot program or external recruiting support include time-to-fill, candidate quality, process effort, cost per hire, and department satisfaction. SLAs specify measurable expectations regarding response times, feedback, handovers, and the reporting frequency. You should negotiate the specific values with the partner.

Prepare the ATS, Data Protection, and Points of Contact

The primary benefit lies in transparent, consistent processes: All parties involved see the same status and work from a single data source. These three steps lay the groundwork:

1. Integrate the ATS: Establish a data foundation. Review the existing applicant tracking system, its interfaces, and the necessary data access permissions for the partner.

2. Regulate data protection: Assign responsibilities. Define data protection roles and approval processes for applicant data.

3. Designate a point of contact: Establish collaboration. Appoint a dedicated internal point of contact and ensure the involvement of the relevant departments.

Digital workflows and data-driven matching support these processes by keeping the status consistently visible and matching suitable profiles more quickly.

Conclusion: RPO does not mean a loss of control, but rather targeted relief

RPO is not an all-or-nothing model. It can be structured comprehensively, selectively, or through individual tasks, depending on your situation.

RPO does not mean handing over responsibility, but rather strategically supplementing recruiting capacity, market knowledge, and structure where staffing needs require it. Strategy, culture, and the final decision remain with you.

Frequently Asked Questions About RPO

What is the difference between Recruitment Process Outsourcing and Employer of Record?

RPO outsources recruiting processes, while an Employer of Record acts as the legal employer for employees and the client company retains control over day-to-day operations. RPO ends with hiring and onboarding; EOR begins with legal employment. In practical terms, this means: RPO resolves capacity or reach bottlenecks in recruiting, while EOR addresses the issue of legally compliant employment.

Can RPO be combined with international employment?

Yes. RPO and EOR are separate solutions that can be combined without mixing their services: RPO sources the candidates, and EOR legally hires them in the target country. An additional point to clarify is the sequence in the setup: Determine at what point the recruitment process ends and legal employment begins, so that responsibilities and data transfers remain clear.

Would you like to find out which HR solution best fits your needs? Contact us for a no-obligation consultation.

Vienna/Munich, August 19, 2026 – Trenkwalder Group AG has appointed Björn Elting as Chief Technology Officer (CTO). The former Managing Director of BCG Platinion will assume overall responsibility for the group’s technology agenda. His primary responsibilities will focus on the large-scale further development of AI-based solutions and the expansion of the data-driven, Europe-wide workforce platform through which Trenkwalder connects talent with companies. In addition, he will play a key role in shaping the strategic development of the group’s outsourcing business.

“Björn Elting combines extensive technology and transformation experience with the ability to implement change in complex organizations. This is exactly the combination we need to embed AI as a growth driver in our core processes and accelerate our Europe-wide platform strategy. In doing so, we are living up to our claim of being the industry’s AI pioneer,” says Mark Pollok, CEO of Trenkwalder Group AG.

“Rebuilding a company technologically as it enters its next phase of growth and thereby helping to shape the future of work in Europe—this is a rare opportunity. I am particularly excited by how consistently Trenkwalder is rethinking existing processes from an AI-first perspective. After all, the HR services industry will experience significant momentum in the coming years, and the speed of innovation will become a decisive competitive advantage,” says Björn Elting, the new CTO of Trenkwalder Group AG.

AI Already Integrated into Core Processes at Trenkwalder—Elting to Scale It Across Europe

Björn Elting comes from BCG Platinion, the technology consulting arm of the Boston Consulting Group, where he worked for 14 years, most recently as Managing Director and Head of Tech & Digital Advantage in Insurance for Europe, the Middle East, South America, and Africa. In this role, he was responsible for business and technology transformations for some of the largest insurers in these markets, from strategy through implementation.

In this newly created position, Elting is driving the expansion of an AI-first technology landscape. Artificial intelligence already supports key processes, from the pre-qualification and matching of talent to communication with customers. Based on the pan-European database of more than one million talent profiles, cross-border workforce placement is set to become significantly more scalable.

About Trenkwalder Group AG – “Let Europe Work”

The Trenkwalder Group is a European provider of HR services, outsourcing, and technology-driven workforce solutions. With more than 35 years of experience, 20,000 employees, 7,000 clients, and 200 locations in 15 countries, the Group generates approximately 550 million euros in revenue. Guided by its mission statement “Let Europe Work,” Trenkwalder connects companies and talent across borders in Europe—supported by artificial intelligence, automated processes, and a talent database with more than one million profiles. The goal is to create a faster, more precise, and scalable workforce for the European market.

About the Droege Group

Founded in 1988, the Droege Group is an independent investment and advisory firm, fully family-owned. The company specializes in customized transformation programs aimed at increasing enterprise value. The Droege Group combines its family-business structure and financial strength into a unique family-equity business model. It invests its own capital in “special opportunities” with a focus on medium-sized companies and spin-offs, as well as strategically in buy-and-build transactions.

Guided by the principle “Execution – according to all the rules of the art,” the group is one of the pioneers of implementation-oriented corporate development. Its entrepreneurial platforms are aligned with long-term megatrends. Passion for quality, innovation, and speed drives the company’s development. The Droege Group is successfully positioned in both national and international markets and operates with its entrepreneurial platforms in 30 countries.

A new scanner in the warehouse, an app for work orders, digital shift plans or a changed machine control system: technology is becoming part of more and more areas of work. This no longer affects office jobs alone. Tasks in production, logistics, skilled trades, cleaning, assembly and customer service are also increasingly supported by digital tools.

When a familiar process is suddenly controlled via a display, mobile device or software, this can feel unsettling. You may wonder whether you will learn quickly enough, make mistakes or be able to keep up with colleagues who already have experience with the system.

This uncertainty is understandable. New technology often requires more than a different action; it can change the entire workflow. The important thing is therefore not to master everything immediately, but to understand step by step what is changing and where you need support.

Digital tasks are not automatically more complicated

The term “digitalisation” often sounds more significant than the specific change in everyday work actually is. Sometimes, a scanner simply replaces a paper list. In other cases, an app indicates which order should be processed next. Modern machine control systems also frequently manage processes that were previously adjusted manually.

Nevertheless, the transition can be demanding. You may need to understand new symbols, confirm steps in a particular order or respond to error messages. At the same time, there is often little time to become familiar with the system at your own pace. It therefore helps to view the new technology not as one major challenge, but as a series of individual tasks.

Understand first, then work independently

Before using a new device or program on your own, the most important processes should be explained clearly. This includes not only the normal steps, but also common error messages, safety rules and who to contact if a problem occurs.

Ask someone to demonstrate a complete process and then, if possible, carry it out yourself under supervision. Even during your career planning and application, you can clarify which technical skills a role requires and what kind of induction is planned.

Asking questions is not a sign that you are unsuitable. On the contrary, a specific question can prevent an incorrect entry, operating error or safety risk. With machinery in particular, you should not test functions for which you have not yet received instruction or authorisation.

A simple induction checklist

Brief notes can help you remember new processes more quickly. If this is permitted at your workplace, write down the main steps in an order that makes sense to you.

During your induction, pay particular attention to the following questions:

• How do I log in to the device or system?

• Which task must I complete first?

• Which entries do I need to check or confirm?

• How can I tell that a process has been completed?

• Which error messages might appear?

• Which problems am I allowed to correct myself?

• When must I stop working and ask for support?

• Who is my contact for technical questions?

Do not write down passwords or confidential information in freely accessible places. You should also only take photographs or screenshots or use a personal device if this is expressly permitted by the company.

How to become more confident in everyday work

Repetition is often more important than learning speed. Try to complete a new process several times in the same order at first. If something does not work, record as precisely as possible at which stage the problem occurred. Saying “This message appears after I scan the item” will usually help your contact person more than saying “The device does not work”.

It can also be helpful to identify an experienced colleague who can answer brief questions. If you work at a client company through a personnel service provider, it should also be clear which questions belong with the company and which should be directed to your local or external contact person. For organisational questions about your assignment, further information can help you identify the appropriate person to contact.

If language creates an additional obstacle, ask for a practical demonstration, clearer terminology or, where available, instructions in another language. Afterwards, repeat in your own words what you have understood. This can identify misunderstandings before they affect the workflow.

When the induction is not sufficient

Sometimes, the difficulty does not lie with the individual, but with insufficient time, missing explanations or constantly changing processes. You should therefore identify exactly what is missing: do you need more practice, written instructions, another demonstration or a designated contact person?

Raise the issue in a factual conversation as early as possible. Describe the situation using a specific example and explain what would help you. For instance: “I can manage standard bookings, but I am still unsure about cancellations and would like to go through that process together once more.”

If important questions remain unanswered or safety risks arise, you should not simply continue and hope that nothing goes wrong. Speak to your manager, the responsible specialist or, if you are working through a personnel service provider, your contact person there. Raising a knowledge gap in good time makes targeted clarification possible.

Assessing your digital experience realistically

With every new device and digital process, you build skills that may also be useful in other roles. These might include using scanners, digital order systems, production software, inventory management systems or mobile documentation tools.

You do not need to describe yourself as “enthusiastic about technology” to mention digital experience. Instead, explain specifically which system you used, what you used it for and which tasks you could complete independently. Even a brief induction or initial practical experience can be relevant, as long as you describe your level of knowledge realistically.

Conclusion: Confidence develops step by step

New technology at work can make processes easier, but it may initially create additional pressure. You do not need to know every function straight away. What matters is that you understand the basic steps, are able to ask questions and know when you need support.

Treat digital tasks as work processes that can be learned. Clear instruction, repeated practice and specific feedback are usually more helpful than trying to hide uncertainty. If you find over time that digital tasks suit you well, you can take this experience into account when considering your future career direction.

At Trenkwalder, you can record your skills, practical experience and career preferences in just a few minutes via chat or voice message. This can include experience with scanners, apps, machine controls or digital processes. The matching AI takes your information into account to identify career opportunities that match your strengths and personal circumstances. This allows you to make your digital experience visible during your job search without having to present yourself as a technology expert.