How to Hire a New Employee in 10 Steps

Whether your business’s needs are growing or you’re filling vacated positions, hiring new employees is a task that requires a systematic approach with an attention to detail. 

But it doesn’t mean that it’s overly complicated. We’ve compiled this hiring checklist that all businesses can follow to add quality candidates to their team.

1. Determine the Need

Identify the tasks that would absolutely need to be done by the proposed position. These are different from tasks that you would like the position to do. Remember, one person may not have all of the skill sets you desire. 

Is what you desire one person or multiple people? Can you redistribute tasks among your current team?

2. Determine the Pay Rate

Start by reviewing your budget to see what you can afford. Consider the different hiring options that could affect the cost of hiring someone new:

  • Part-time
  • Full-time
  • Temporary
  • Permanent
  • Entry-Level
  • Experienced

Then identify the going rate for the type of position you’d like to hire. You may need to consult an expert for the pay rates in your area.

3. Develop a Job Description

This should be a comprehensive document that includes requirements and qualifications, including background checks. Note that this is NOT the information you are going to post to job boards. This is the information you give to interested applicants so they can determine if it’s a good fit for them.

4. Seek Referrals

The first place to start looking for candidates is through your current employees. Personal referrals can bring some of the best applicants because there is a natural vetting process through word of mouth. Your employees will generally know whether or not their friends are qualified, and their friends will get an honest assessment of what the job will be like.

As a manager or owner, don’t hesitate to utilize your own personal network as well. Posting jobs to your personal social media accounts and using word of mouth may bring in highly qualified applicants.

5. Promote the Position

You can advance to this step while simultaneously seeking referrals. If you have a job board on your website, start there. Post to external job boards like Indeed as well as your business’s social media accounts, signage and ads, depending on what’s a good fit.

The public posting should not be the same as your comprehensive job description. It should be easy to scan and have enough information to tell job seekers whether it’s a good fit for them and how to apply. Keep it short and to the point.

6. Review Applicants 

You should start receiving applications from qualified candidates within a few days, although it can take longer with more advanced positions. If you’re not getting the right applicants, consider widening your reach, adjusting the job description and qualifications, or seeking help from a staffing agency.

Identify the top 2–3 candidates and contact them. Present them with the full job description. Are there any questions you’d like to ask them that would be dealbreakers (i.e. over 18 years old, willing to commute, able to lift up to 50 lbs, etc.)? Ask them before scheduling an interview.

7. Conduct Interviews

While face-to-face is usually an ideal format for interviews, it isn’t always the safest with current social distancing concerns. Video calls are the second-best option, then phone calls.

Try to keep the number of interviews to a minimum, and try to schedule interviews close to one another so that candidates don’t have to wait long for you to make a decision. 

You should determine three things in the interview:

  • The candidate’s ability to do the job
  • The candidate’s motivation to do the job
  • The candidate’s fit within your business’s culture

Craft interview questions that get to these issues. Also try to identify whether the candidate presents anything that is off-putting or deal-breaking, such as a lack of professionalism or tardiness.

8. Make an Offer Quickly

In order to prevent losing top candidates, make an offer as quickly as possible. Qualified people may also be applying to other jobs and won’t be able to wait while you make up your mind.

When you’re ready to make the offer, call and talk to the candidate personally. Discuss the offer, determine when they can start, and give them all the information they need to onboard (I-9 information, how to take a drug test, background check forms, etc.).

9. Conduct Onboarding

Once a qualified candidate has accepted your offer and you’ve determined a start date, begin all necessary onboarding procedures as soon as possible. This can take time, especially if most of it is done remotely due to social distancing. Be available to help if the new employee has questions or any trouble filling everything out. Carefully review that you have everything you need in advance of the start date.

10. Start Your New Employee

Voila. Your new employee is ready to start training and adding value to your team. It’s a good idea to check in with your new hire after their first day to see how things went and if they have any new questions.

Need help with the hiring process? Let us help you staff with the right people, so you can focus on growing your business. Contact us to discuss your hiring needs.