10 Steps for Hiring a New Employee to Save You Time and Headaches

The hiring process can be stressful and overwhelming, particularly if you run a smaller operation and lack experience with finding new employees. It’s important you take the right steps for hiring a new employee because if you miss important steps or don’t put in the required work, you run the risk of making a bad hiring decision. And this could prove to be problematic, not only for your company’s bottom line (Entrepreneur estimates that it can cost the company 30 percent of the employee’s first year salary), but also staff morale and reputation.

So before you kick start the creative staffing process, check out this list of 10 steps for hiring a new employee.

1. Outlining the Position

Define the position and define your target candidate. Think about the skills and requirements a prospective candidate will need to be set up for success. What does someone in this position need to effectively perform? So, for example, if you are looking to fill web development or software engineer jobs, a list of requirements would have to contain JavaScript, HTML, CSS, MySQL, and so on.

With a clear idea in mind of what your organization needs, you can adequately begin your recruitment process.

“A bad hire can cost you 30% of the employee’s first year salary.”

2. The Job Description

As we’ve said before, it all starts with the job description. Once you outlined the position you are filling and the kind of candidate you are looking for it is time to write the job description. When writing your job description keep in mind all of the information you outlined in step one. Choose a title that is search engine friendly. Optimizing the job title and using additional keywords throughout the description will help increase your visibility in search engine results and job boards. Begin the description with a short, but accurate introduction into the position within the company, the follow with two lists: job responsibilities and job requirements.

Keep in mind social recruiting and mobile job searching. Crafting a well-optimized, concise job description will resonate better with mobile and social job seekers.

3. Screening Resumes

The job description is published to your website, posted to your social profiles, and perhaps, even reaching job boards. Now, begins the application review and resume screening phase. Depending on the size of your company, this step is usually handled by human resources teams and may even have the help of an applicant tracking system (ATS). When screening applications and resumes, you are looking for matches between your position’s requirements and the candidates prior experience.

Alyssa McCarthy, Profiles Talent Acquisition Manager, says the key to the best match is not only matching skills to job, but determining the exact type of person for the position and company. “When screen resumes and candidates, discussing the work environment is top priority. A candidate might have the right skills, but might not excel in the work environment,” Alyssa explained.

Finding yourself overwhelmed with steps one through three? No sweat. Get in touch with Profiles, and we’ll walk you through the entire process. From determining the need, crafting the job description, to screening resumes, we’ve got you covered and promise to present only the best candidates.

4. Distributing Pre-Interview Assessments

While many businesses opt to forego this stage, pre-interview assessments may help to narrow down you pool of prospective candidates. Narrowing down the amount of candidates will create a clearer path to the most qualified few for in-person interviews. Pre-interview assessments can take many forms, such as phone screens, online personality tests, or work-based assessments. Although the pre-assessment stage seemingly adds time to the hiring process, it can save you time and money in the long-run, by helping you avoid making a bad hiring decision.

5. Preparing For Interviews

Just as a candidate would, prepare for the interview. Examine their resume, check out their LinkedIn page and see what more you can discover before they walk in the door. By doing this, you will develop a strong list of questions that will teach you the most about the candidate in question.

Profiles Strategic Account Manager, Stephanie Ranno, weighs in. “In a competitive, candidate-driven market taking the time to prepare for your interview and focus on your time with the candidate speaks to the type of employee experience you provide,” Stephanie explained. “Closing your laptop, putting your phone on silent, and honestly and openly talking with your candidates will lead to better interview assessments, better candidate experiences, and better offer acceptance.”

Conducting an interview with multiple people will bring multiple questions and opinions to better assess the candidate, leading to a quicker decision.
Conducting an interview with multiple people will bring multiple questions and opinions to better assess the candidate, leading to a quicker decision.

6. Conducting An Interview

The interview stage is arguably the most important, as it is an opportunity to truly get to know the person in front of you. Get to know your candidate. Build a rapport by starting light conversation that flows right into the interview. Use your strong list of questions from step six and try your best to avoid expected or stock questions. Instead ask questions the candidates can speak to and provide examples. That way you’ll get a clearer sense of what the candidate is capable of through concrete examples.

Consider bringing in a team member or two to join the interview. Multiple people will bring multiple questions and opinions to better assess the candidate. And will better assessment, comes a quicker decision.

7. Selecting The Candidate

After the interview stage the next step is to narrow the pool down further and select your candidate. When selecting your final one or couple of candidates, think about all the steps leading up. How was their presentation on and offline? Does the candidate have all necessary skills to perform well? How well did you communicate during the interview? Did you get along? Not only do you want to bring on the right candidate for the job, but you also want to bring on a good cultural fit. If there is more than one candidate in mind, the decision may move on to a second round of interviews.

8. Performing Background Checks

Background checks are incredibly important and shouldn’t be overlooked for the sake of saving time. A comprehensive background check can reveal a lot of red flags that can stop you from making a bad hiring decision. The background check is there to insure all things with the candidate, such as education, professional, and even criminal background, check out. Some employers even opt to carry out a drug test, although this isn’t necessarily required.

9. Making an offer

Once you have completed the background checks it is time to make the candidate an offer. As Chron detailed, this process itself can take time. Either you or your human resources team will be responsible for drawing up an employment contract and then negotiating the salary. While many candidates will likely take the first offer, this isn’t always the case. Be prepared to negotiate and keep in mind how much more you are willing and able to offer.

10. Onboarding The New Hire

An effective onboarding process is key to ensuring that your new employee adjusts well to their position and your organization. Prepare an onboarding agenda consisting of an office tour, shadow sessions, and maybe even an all staff lunch to welcome the new employee. Be sure to set aside meeting times for the new hire to connect with Human Resources to ensure all paperwork, benefits summation, and employee handbook presentation is gone through and complete. Your onboarding process is the first impression your new hire has of the company he or she just joined. Make it count!

Contact Profiles

Streamline your recruitment process and Contact Profiles for your Marketing and Creative Technology hiring needs. As we’ve mentioned above, we have the “know-how” on deciphering needs, crafting the job description, and getting out there to find the best match for the position.

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