How to Hire Employees – Guide to Filling a Position

How to hire employees

If you’re in an unfamiliar position of hiring, or just need to rethink the way you hire, these are the steps you can take to learn how to hire employees the right way.

When looking to hire employees, we all know it can be a long and tedious process. Sifting through job applications, uploading postings to hundreds of job boards, and taking calls with a plethora of candidates. When you don’t create a clear and methodical plan and approach to hiring, it can make the process that much more difficult. That’s why it’s best to put together a clear and thorough hiring process to ensure that you make it a smooth and simple process for both you and your candidates.

Before we head into the details, if you’re already looking for a comprehensive platform to post your job and access potential candidates, we strongly recommend ZipRecruiter, besides being the most popular job platform in the States, we personally love it because it offers multiple tools and it’s much easier to use compared to other similar options.

How to Hire Employees:

  1. Research the Market
  2. Prep your business for onboarding
  3. Identify the responsibilities that need filling
  4. Decide on a Recruitment Path
  5. Create a Job Description
  6. Post Your Job
  7. Go Through Your Applicants
  8. Rank Candidates and Interview
  9. Follow up with Interviewees
  10. Conduct and Background Check and Send Job Offer

  1. Research the Market

Getting an understanding of what your local market is doing helps to tailor your hiring process. Figuring out things like compensation, responsibilities, benefits, etc. will help you tailor your process to hire employees.

You have the option to design your position and job posting around competitors, or tailor it to be unique in order to stand out. But getting a sense of what the market is doing helps to understand how to market your openings.

 

  1. Prep Your Business for Onboarding

Making sure that all of the proper paperwork is in order it is vital to ensuring the onboarding is smooth. Once you hire employees, you’ll want to hit the ground running. Preparing the documentation process before you begin hiring can help keep things moving, and can also help you craft the rest of the process.

Things you may need to have prepared:

  • Employee handbook
  • I-9 & W-4 forms
  • Direct Deposit form
  • Drug testing consent and non-compete clause (when applicable)

How to hire employees

  1. Identify the Positions/Responsibilities That Need Filling

Rather than trying to build your team off of general responsibilities or filling “positions”, consider the tasks/projects that need to be completed. Check the day to day responsibilities that need to be taken on, the projects/duties resources need to be thrown at, and what things do you most need help with.

This will help to understand where you need to look when you hire employees. You always want to ensure you’re creating a concrete, detailed job description so you get valuable candidates who can fill the position well. If your position creation process is too vague, so will be your candidates.

 

  1. Decide on a Recruitment Path

Hiring and recruiting is typically not free, and with limited resources you need to consider your best source for hiring. Recruiting is not a one size fits all, and one recruitment path will not work for others. Here are a few ways you can start promoting your job opening:

  • Get a referral: a good portion of jobs are now filled by referrals, whether through current employees or a trusted acquaintance. If you want to only hire someone who you can locate through your network, mention your opening to trusted sources, and see if they can locate talent within their own network.
  • Post on a job board: the most popular avenue for hiring today, posting on a job board allows for a larger reach, more customizable features for hiring, and an easy to use system that can condense your hiring process to one site. If you do want to go this route, as we mention above, we highly recommend ZipRecruiter, as they have the most well rounded sum of features, tools and intuitive system. And being the platform extremely popular, getting applicants shouldn’t be an issue, regardless of your location.
  • Use social media: if you’re a business owner, you certainly should have at least one social media account to connect with your customers. You can also use social media to market your job postings for free, as long as you already have a following built.

 

  1. Create a Well Rounded Job Description

To ensure you are finding the right candidate for the job, you need to tailor the description to your expectations. Start with this: Who would your ideal hire look like? What level of education? How much experience? What skills should they be proficient in?

Once you have an idea of who the ideal candidate is, you can start constructing the job description to match this profile, as well as cover the daily responsibilities of the position.

  1. Post Your Job Posting

Whether you go through a job board service like ZipRecruiter, or post on your business social media, you’ll want to post the job posting once you are ready.

Follow this guide to know where and how to post job listings.

Ensure that you are prepared to begin screening and interviewing applicants once you post, as you won’t want to waste time and resources if you post at an inappropriate time for your schedule.

How to hire employees

  1. Go Through Your Applicants

Now is time to look through your applicants after posting. Typically a few days to a week is needed to begin collecting applications, depending on the market size.

Create an idea of what candidate you are looking for based on the job description you created and the profile you made before posting the job ad. Do any of the candidates you’ve found fit this idea in your head? With more applicants you can become pickier on who you think might represent a good fit.

  1. Rank Candidates and Interview Accordingly

Create a system that works for you on ranking potential candidates. Consider which things are most important to you. Does experience matter most? Skills? Proficiency in daily responsibilities? Work ethic? Create a system in order to evaluate candidates so you don’t spend too much time scrutinizing each application.

Once you have a set of candidates you are interested in, now it’s time to begin screening and interviews. You can conduct as many interviews as you deem necessary to get a thorough understanding of a candidate’s abilities and “fit”. Typically, a phone interview and a follow up interview is sufficient to get an understanding, but tailor it as you see fit.

 

It’s best to come prepared to an interview with questions you’ve crafted before. Good questions will cover a candidate’s experience, relate to your opening and will challenge the interviewee to think critically, so try to come up with questions that matter most to you. Standard questions might be easy, but may give you a poor reading at how well a candidate is suited to your role.

 

  1. Follow Up with Interviewees

Once you’ve gone through your rounds of interviews, it’s now time to follow up with all of the interviewees. It’s courteous and professional to respond to all candidates, even the ones you won’t be continuing the hiring process with. A standard and appropriate rejection letter can be sent to all other candidates once you’ve selected and hired a specific candidate.

 

If you still have yet to decide on a specific candidate to hire, you can take a few steps:

  • Compare and contrast the best candidates (who brings what, who’s lacking what you need most).
  • Do a team greet with your top candidate (if you’re looking to see if the candidate is a good fit to the company, a team greet can help see how the candidate can interact and communicate with your established team).
  • Issue a final test/assessment to the candidate (knowing and seeing how a candidate can handle the day to day responsibilities might give you the final picture needed to see if they can do the job properly).

How to hire employees

  1. Send a Job Offer and Conduct a Background Check

Once you have a candidate who fits all of the requirements, now is the time to send the offer! Make sure to have all of the documents ready for the onboarding process, and be sure to use a third party to conduct a background check to make sure nothing was missed in the candidates history.

With this guide, you’ll be able to go through with hiring an employee without making the process too strenuous and time consuming. It’s most important to be proactive in the hiring process to succeed. Create a plan and strategy beforehand and stick with it to find the right candidate to hire without expending too much time or resources.

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