Whether it’s because your business is growing or an existing position needs to be replaced, hiring the right person will have a major impact on your business. How well you plan and execute the process can make the difference between finding the perfect fit on the first try or having to go through the process multiple times wasting time and money. To give you some perspective there are a few costs people don’t consider when hiring. There is the hiring process itself and then there is the time that goes into onboarding and training a new employee.
Step 1: Identifying when you need to hire
Someone once told me that by the time you realize you need to hire someone you should have already hired someone. You can’t always anticipate when someone is going to leave or when there is so much work piling up the existing team can no longer handle it, but thinking through these scenarios before they arise can help you be prepared. It typically takes at least a few weeks to find and hire someone so ideally, you want to do this before it throws a wrench in the function of your operations.
Step 2: Create a clear job description
Not only does this help you make sure you are targeting the right candidate it also helps potential candidates decide if the position is right for them. An effective job description will clearly outline the responsibilities as well as the qualifications required for the position.
You should include the following information:
Position title and purpose of the position
Specific duties and responsibilities
Qualifications
Working conditions/environment
Step 3: Post the job
Forget the classifieds! There’s a long list of new places to look for the best candidate. This is where networking can really pay off. Do you already know someone who could be a good fit? Do you already know someone who could recommend the perfect person? There is a built-in layer of credibility that comes with a recommendation from someone you know and trust. This might not fill the position every time but it’s certainly where I would start.
Now if this isn’t an option there are of course the usual job sites such as ZipRecruiter, Glassdoor, and Indeed, etc but don’t limit yourself to these (plus they often require payment to access the best candidates). Social media is an excellent resource for qualified candidates. This also gives you a preview of what your potential candidate is like. Facebook is particularly useful because of the thousands of groups out there designed specifically for connecting the right candidates to the right job. Look for groups relevant to your industry and you’ll quickly find people looking for work. Think about the nature of the position and where your ideal candidate might be spending their time on a social platform. Post that you are hiring on your socials, Instagram, LinkedIn, Twitter, Tik Tok, and you’ll find plenty of people willing to share the word as well.
Step 4: Interview Round 1
Now that you have some resumes to sort through it’s time to narrow that list down to the candidates that will make a good fit. The initial interview is a short interview to establish that the candidate qualifies for the position and is truly interested in the position. This is usually done over the phone or through a video chat. Alternately you could also ask potential candidates to record a short video response to a few questions that you can review when you have the time. This is an excellent way to gauge the level of interest and enthusiasm someone has to join your team.
Qualifying questions to ask:
What qualifies you for this position?
Why do you want this position?
What kind of work environment are you looking for?
Can you work the hours required for this position?
What are your pay expectations?
What skills will you be bringing to this position?
Step 5: Identify the top candidates
After the initial interviews, it’s time to identify who is qualified, genuinely interested, and shares your company values. Ideally, you’ll want to identify at least 2 to 3 candidates to invite to the final interview.
Step 6: The final interview
This interview is where you really get to know the candidates and is the best opportunity to determine what they can contribute and how well they might fit in with the rest of the team. This interview should be conducted in person or through video chat. Your questions should be more in-depth as well. Try to come up with a couple of scenarios the candidate would encounter in the new role and ask how they would handle it. This is also a chance to go into more detail about the role and ask the candidate what questions they have about the role and the company. Make sure to take notes to help you make your final decision. You don’t want to risk mixing up details about different candidates.
Step 7: Choose the best candidate
Hopefully, by this point you have found a strong fit and are ready to choose, but if not that’s ok! If more than one candidate seems like a good fit it might be a good idea to talk over your options with other employees who will be working with them. They can provide insight you may not have considered.
If you find yourself without an ideal candidate try to identify what is missing. Is the job description clear enough or is it too narrow? Did you post in the best places for the type of candidate you are looking for? Is the pay you are offering appropriate for the position?
Not finding the right candidate can be frustrating but settling for the wrong candidate can have a serious negative impact on your business. It could mean spending time training someone who doesn’t work out and ultimately having to do it all over again.
Step 8: Send a formal offer
A formal offer should include the following:
Details of the position including the official title, description, and who they report to
Compensation including pay and benefits
The start date
This will set the tone for the beginning of your working relationship and will ensure you and the candidate start off with clear expectations. Remember if the proper preparation isn’t put into finding the right fit you will find yourself repeating the process and wasting time and money to do it over and over. We've created a quick reference guide below that you can download to help you with your next new hire.
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