Boost your team’s performance with these insights
Your business can be transformed by hiring a new employee. A fast, effective, and legal hiring process is essential whether you’re hiring your first employee or adding a new team member. Managing your own hiring process from scratch can be challenging – especially without the help of an HR department. And that’s where The KC Group can help!
We’ve created this guide to help you recruit, interview, extend an offer, and onboard the right employee for your business in thirteen simple steps.
The signs that it’s time to hire
When businesses grow, employees often take on multiple roles, switching from one task to another and working outside their job descriptions. Working across departments can be a sign of flexibility, resourcefulness, and drive, but it can also indicate that your employees are stretched too thin. A business that overextends itself can eventually burn out, lead to low productivity, and become inefficient.
Watch out for these signs that it’s time to grow your team to maintain employee morale and keep your business growing:
A high turnover rate among employees
Complaints from customers spike in an unusual manner
Overtime costs increase
A tendency to fall short of goals frequently
Extending deadlines frequently
The inability to take on new projects or clients
It’s been months since you took a holiday
Expanding your team has many benefits
The benefits of hiring employees include increasing revenue, capacity, and brand recognition for your business. Additionally, the right new hire can:
Boost your business by taking it to the next level
You can drive rapid growth with just one hire by pursuing new revenue streams, filling your company’s skills gaps, and expanding your business.
Organise your time so you can focus on the most critical goals
The ability to offload tasks and increase your bandwidth allows you to boost productivity and free up time for you and your team to focus on what really matters.
Bring inspiration and perspective
Employees who bring new ideas and a forward-thinking approach can inject creativity and innovation into your business, helping you make critical process improvements, recognise new opportunities and help the team see things from a new perspective to stimulate advancement and growth.
1. Research the topic
To understand what skills and experience are needed for roles like yours, examine similar job descriptions and scan resumes of qualified candidates. To determine the right compensation level for your role, monitor job trends in your area and industry to identify the most popular job titles and keywords. Prepare a list of the responsibilities your new employee will be responsible for and think about the characteristics your ideal candidate will possess before writing a competitive job posting.
2. Choosing a job title with high clickability is essential
In your job search, don’t use buzzwords like “wizard,” “rockstar,” or “ninja.” Choose a position that is in demand. There will be more results if you describe yourself as “Full Stack Software Developer” rather than “Software Guru” or “Full Stack Wizard.”.
3. Make your job description stand out
Follow best practices for clear, meaningful job descriptions to compete with larger organizations. For maximum visibility, incorporate popular keywords into your description according to what your ideal candidate may search for. Keep the tone conversational, informative, and friendly, and provide accurate descriptions of the job’s responsibilities, requirements, and rewards. To help you create a compelling job description, check out our examples.
4. Examine the resumes of applicants
Your candidate pool needs to be narrowed down based on their resumes when several applicants arrive. The following clues indicate whether a resume should be added to your “yes” or “maybe” piles:
A candidate’s past achievements quantified
Past employment longevity (employment gaps can be a red flag)
A clear career path
Does the resume contain spelling and grammar errors?
Experience and skills tailored to the job description
After reviewing their resumes, find out more about their qualifications. Shortlisting the most qualified candidates will help you decide who to hire. If you want to find out more about your candidates’ experience, you can send them emails or schedule phone screens.
5. Identify the top candidates and interview them
To determine if there is a mutual fit between you and the candidate, conduct a quick 15 to 30-minute phone interview. You should then invite at least three of your most promising candidates for an in-person interview. Consider asking strategic questions to uncover their skills, qualifications, personality traits, and level of enthusiasm for the role.
As part of the Equal Employment Opportunity Commission’s best practices for employers, employers are encouraged to avoid topics such as age, race, and marital status during the interview process. In general, you should ask the following questions when applying for a job:
How would you describe yourself?
What interests you about this position/company?
Do you have any strengths/weaknesses?
Can you tell me about one of your most proudest professional achievements?
Provide a description of the ideal workplace for you.
You’ll remember each candidate’s strengths and weaknesses more clearly when you’re making your final hiring decision if you make notes after each interview.
6. References should be checked
Checking references can provide additional insights, verify skills, and ensure that your hiring employees are honest about their work experience and qualifications. You should request at least three references from your top candidates and contact them as soon as possible.
The following questions are worth asking your candidate’s references:
Would you be able to confirm the candidate’s job title, responsibilities, start and end dates, etc?
Have you known/worked with the candidate for a long time?
What is it like to work with the candidate?
They left the position for what reason?
In what ways do they excel and fail?
Is this candidate worth hiring?
7. Make sure your recruitment efforts are organized
When you have dozens of applicants applying for a single job at your company or are hiring for multiple roles, things can get overwhelming fast. Make sure you keep track of candidates as they move through your hiring process by using candidate statuses (New, Reviewed, Phone Screened, Rejected, etc.) and keeping accurate, detailed notes about each candidate’s strengths and weaknesses.
8. Decide which candidate is right for you
There may be multiple candidates who seem to be a good fit, but choosing the right one can be challenging. Based on their resumes, interviews, and references, determine your candidates’ skills, personalities, and experience. Consider the fit between your candidates and your company culture, and compare notes with anyone involved in the hiring process. Choosing the right candidate for your business depends on what it needs and what you hope to accomplish.
9. An employment offer should be made
A job offer should be extended once you have selected your top candidate. Set up a time for a call with the candidate before sending the offer letter. Present your offer, including salary, benefits, start date, and other details, during the call, to express your excitement about inviting them to join your team. In the event that the candidate accepts your verbal offer, send an official written letter. It is important that your offer letter covers everything we discussed during our phone call.
10. Immediately notify rejected candidates
Whenever you know a candidate isn’t the right fit, notify them as soon as possible. Send a prompt, personalized rejection over the phone to candidates who have reached this stage. Whenever possible, be honest and supportive, and wish them luck in their job search by giving them constructive feedback.
11. Ensure that you are complying with the law
It is imperative to comply with employment legislation when hiring an employee, especially if this is your first hire. A legal professional is always a good resource for more advanced help navigating the legal aspects of the hiring process, but here’s a quick overview.
12. Onboarding new hires should be refined
Your onboarding process should not only make a new employee feel welcome, but also help lay the foundation for a loyal, productive employee and set them up for success. You should give your new employee a tour of the building, show them to their desk, and provide them with information about building access, email login information, and tools they’ll need.
When creating a memorable onboarding experience, keep these tips in mind:
Get everyone on the team acquainted at the first team lunch.
Help the new employee feel connected to your brand by providing them with a free bag of branded items, such as pens, t-shirts, and mugs.
Identify a mentor to assist the new hire in adjusting to the employee’s position.
13. Your success should be measured
Make sure you track your recruitment results so you can hold your recruiting tools accountable. You can use your report to identify keywords that are most clickable for your job descriptions, improve future job listings, and rank your job posts higher in search engines.