The word "methodology" is used loosely in executive search — most firms describe their process in general terms. This page maps the actual methodology precisely: seven stages, what happens at each, and how retained search differs from contingency at every point.
Why Methodology Determines Outcomes
Executive search outcomes are almost entirely determined by process quality, not network size. A search firm with a structured, disciplined methodology and a mid-sized network will consistently outperform a large firm with an unstructured process. The methodology is the product. The candidate is the output.
The Seven-Stage Methodology
Mandate Intake and Brief Definition
What it is: A structured session to define the success profile — not just the job description, but the specific outcomes, behaviours, cultural attributes, and deal-breakers that define the successful hire. How retained differs: Retained search invests 3–5 days in this stage. Contingency typically skips directly to sourcing. The quality of everything downstream depends on this stage.
Market Mapping
What it is: Systematic identification of the addressable candidate pool — every person in the target market who could plausibly fit the brief. How retained differs: Retained search maps the full market before outreach, producing a prioritised list. Contingency firms typically search reactively — starting outreach and adding to the list as searches progress.
Targeted Outreach
What it is: Structured outreach to prioritised candidates with a personalised, role-specific brief. How retained differs: Retained outreach is exclusive — one firm controls the narrative. Contingency outreach is often duplicated across multiple firms, creating a poor candidate experience and signal confusion for top candidates.
Assessment and Evidence Dossier
What it is: Structured assessment of interested candidates — behavioural interviews against the success profile, verification of outcome claims, and production of an evidence dossier for each shortlisted candidate. How retained differs: The evidence dossier is the retained model's primary quality differentiator. It replaces CV-based evaluation with outcome-based evaluation, moving shortlist approval from ~38% to 80%+.
QMS Gate and Shortlist Presentation
What it is: Every candidate passes through quality gate criteria before presentation: evidence dossier complete, risk flags reviewed, preliminary reference complete, ghost job verified. Shortlist is presented as a structured brief, not a CV package. How retained differs: Quality gates are standard in retained search. They are structurally incompatible with high-volume contingency, where speed of presentation is the competitive dynamic.
Interview Facilitation and Assessment
What it is: Structured interview process with predefined competency areas, interview guides, and calibration between rounds. How retained differs: Retained search coordinates the full interview process — scheduling, guide design, stakeholder calibration, and post-interview synthesis. The search firm is an active participant, not a passive scheduler.
Offer Construction and Close
What it is: Compensation benchmarking, offer design, candidate management through the offer process, and the counter-offer conversation. How retained differs: Retained search firms close with 90%+ offer acceptance because they have managed candidate motivation throughout the process. Contingency firms frequently lose candidates at this stage because candidate relationship depth is lower.
"The methodology is not a differentiator in the abstract — it is a differentiator in every stage. A retained firm that runs a disciplined seven-stage process will close in half the time of a contingency firm that starts at stage 3."