Step 1: Determine the Type of Employee Needed
This step will set the foundation for your hiring process. Before you create the job description, you need to identify the type of employee that you’ll need for the role. There are six types of employee classifications:
- Full-time employees: Employees who work a standard, full workweek, typically around 40 hours to 45 hours per week, with access to benefits and job security and long term growth.
- Part-time employees: Workers who have a reduced work schedule compared to full-time employees, often with fewer hours and limited benefits.
- Freelancer employees: Hired for a specific period, usually during peak seasons or special events, and their employment ends when the season concludes.
- Temporary employees: Brought in for a short-term assignment, covering leaves of absence, special projects, or workload surges.
- Independent contractors: Self-employed individuals or businesses who provide services to a company as a separate entity, often on a project basis.
- Interns: Students or recent graduates gaining practical work experience in a specific field, typically for a limited duration, sometimes paid or unpaid.
Step 2: Create a Detailed Job Description
The next step in the process of hiring an employee is the job description. A detailed job description helps you connect with qualified applicants as well as clarify work expectations once they are hired. A great job description should include the educational and professional requirements and a preview of the company culture. If you need help in writing a job description, you can read our article on how to write a job description. You can also use our free template to get started.
Before the duties of the job are discussed, basic information is often shared at the top of the description. For example:
- Company logo/Company Description
- Job title
- Status (full time, part time, temporary)
- Job location (remote, city/state)
- Salary ranges
A position summary can be added at the bottom of this section that gives a clear description of the position. This is where you let potential candidates know the basics of the position; greater detail can be given further down that outlines specific duties and responsibilities.
This is the area of the job description where you define the job’s duties and responsibilities in specific detail. It is not uncommon to highlight more than 5 primary features of the job, listed in order of importance. The more detailed a picture you paint of the position, the more qualified candidates you will attract.
Be sure to include all essential functions of the position. These are the duties that an employee must be able to perform, with or without reasonable accommodation.
Some of these functions may include:
- Ability to sit or stand for long periods
- Able to lift a certain amount
- Languages required to be successful
- Required travel
- Ability to use general office equipment
When you create your job description, make sure you’re describing the skills necessary for a candidate to be successful in the role. These may be learned skills, like proficiency in certain computer software, or soft skills, like personal development.
Skill Example:
Required Skills:
1.Communication Proficiency
2.Strong Technical skills required for the role.
3. Microsoft Office(Excel, Word, PowerPoint)
Softy Skills:
1. Good Listening
2. Organization
3.Time Management
Most Companies list a minimum educational requirement in their job description based on the job role when hiring employees. For example, a IT Firm may desire its workers to have at least a Graduation or high school degree to be able to read complex instructions. Meanwhile, a Accounting Firm might prefer its associates to have a business or accounting degree (bachelor’s or master’s).
Think about the work experience a candidate must have. In addition to education and training, many skills are learned on the job. More often than not, it is best to clarify what is “required” and what is “preferred” in experience, education, and skills.
Here are some examples of the kind of “experience statements” that you might want to include in your job description:
- Four years of customer service experience in a fast-paced sales environment; two years in IT sales preferred.
- Five years of Data Analytics experience or two years of experience if certified.
- Six years of technical or Team Handling experience in any Technical Leading firm.
Step 3: Advertise & Recruit
Once you’ve created your job description, it’s time to Promote your job. Many businesses use job boards to find Well qualified employees and make recruitment easier. Job board services like Naukri.com, LinkedIn will not only increase visibility and attract top-tier candidates but offer templates to assist you with crafting a job advertisement.
Below for steps to advertise your job:
Post The Job Online:
You can post Job details on Company website to attract walk-in applicants, but the most common means of finding qualified job candidates is to use an online job board for hiring employees. Once you post a job, you can share it on social media or email individuals you hope will apply. In addition, some employers prefer to use a free applicant tracking system to keep track of where their jobs are posted and who has applied to each job.
Ask Employees For References:
Employee referral programs are a great way to find job talent, as your employees may know of qualified candidates to join your company. If you post your job on an online job posting site, you can share the link and job description with existing employees and ask them to help you recruit their next co-worker.
Here are some tips on making the most of employee referrals:
- Be a company of choice: That’ll make your existing team members more likely to recommend jobs to people within their network.
- Communicate your Employees: When talking about open roles and opportunities, share your enthusiasm, which can help engage and attract employees’ friends and family to apply.
- Focus on the opportunity: Emphasize what a great opportunity the role is and the importance of the position to the company.
- Referral Bonus to employees: When you hire an employee referred to you by an existing Company Employees, consider offering your team member a referral bonus.
Hire Recruiter:
Another popular option is to work with a recruiter or recruitment firm with expertise in sourcing candidates. Typically a recruitment Firm will charge you a percentage(8 to 25) of the new hire’s first-year salary. For example, if you are looking to fill a position at a salary of INR 25Lakh/Annum, it would typically cost around INR 200,000 in fees. But, that may be worth it to get a top-notch candidate you may not have found on your own.
Step 4: Evaluate Resumes
Once you begin receiving job applications, you’ll have to screen job applicants to find qualified ones to take to the next step. If you’re using a job posting site like Naukri.com, LinkedIn, you’ll have access to online tools that assess job applicant qualifications in advance; otherwise, you’ll start by reading applications and resumes to determine which candidates to interview and relevant for the role.
Step 5: Interview Candidates
Once you’re done sorting, it’s time to schedule interviews. Be certain you have a good interviewing process established, which should always include more than the hiring manager or the HR representative.
Set up an interview schedule with your top candidates. Although this can be done via email, we suggest doing so through a phone call to assess each job seeker’s interest before committing yourself or your managers to the full interview process. Some applicants may have already accepted a job with another firm, while others may not be as good a fit as they appear to be on paper, so this could be another layer of screening before settling on one candidate.
The most common forms of interviews include:
- Phone Interviews: A phone interview is generally brief. You contact the candidate, thank them for applying, and ask if they would mind answering a few questions. How they react will tell you much about their true interest in the role.
- Video Interviews: Video interviews are great for team interviews (with more than one of your managers) or remote and work-from-home candidates. Don’t worry if you don’t already have video conferencing software, as many are free. Check out some of the best free video conferencing we evaluated to help you get started.
- In-person Interviews: In-person interviews are the most common interview type managers think of when they imagine interviewing a new hire. But in-person interviews are notoriously inefficient and may result in you selecting a candidate based on how similar they are to you (affinity bias) rather than how qualified they are.
The best candidate for the job is the individual who most closely fits the job requirements and has the highest likelihood to succeed in the role within your organization. If the candidate will be working in a specific department, it’s recommended for direct supervisors to have a say in which candidate is right for the job.
It’s also a good idea to contact prior employers and check the candidate’s references to get insight into the candidate’s strengths. Take a look at your candidate’s LinkedIn profile to be sure it matches the attributes listed in their resume.
Once you have selected the candidate you want to hire, consider conducting a background check and/or a pre-employment drug screen. A background verification can verify a candidate’s employment history, experience, and education, and check on any criminal activity. This is especially important for roles, such as finance, accounting, and jobs that include driving and may require to visit outside country for trainings.
A background check company, like AuthBridge, First Advantage, will verify the candidate’s Background information and report any issues directly to your business, offer transparent pricing, and provide you with a quick responses.
Step 6: Craft a Job Offer
Your final step in hiring a new employee is to write a formal job offer letter. This letter should outline what the role is, when it starts, and what it pays. Additionally, include a benefits statement, contingencies, and an offer timeframe that the candidate must respond by to accept the offer.
When describing your company and the position being offered, make sure the personality and culture of your company come through. Include benefits as well as your company’s unique mission. It’s also a good idea to make the job offer contingent upon a successful background check, required physicals, drug tests, or any other pre-hire requirements.
Don’t be surprised if your job candidate doesn’t accept your first job offer. Be willing to negotiate unless you simply can’t pay a penny more. Many new hires are open to receiving off-site training, getting a few more days of paid time off (PTO), or working remotely in exchange for a lower-than-desired salary.
Signs That It’s Time to Hire
You now have the guide on how to hire the right employees for your company, but how do you know it’s time to hire? In small companies with limited staff, it is common for employees to take on several roles, often switching tasks where they are needed. While it’s nice to have flexible and talented employees, such practice can cause burnout. This, in turn, can lead to employees quietly quitting their jobs, becoming disengaged, and less productive.
To prevent this from happening, look out for the following signs. They are also your key indicators that it’s time to hire:
- Customer service is failing
- Employees feel overwhelmed
- Missing goals and deadlines
- Employee turnover rate is increasing
- Higher paid employees do low-level tasks
- Cannot take on new projects
- Overtime costs are increasing
Benefits of Hiring New Employees
Bringing in new people to expand your team offers several benefits, including:
- Increased Productivity: New employees bring fresh energy and ideas to your team, often leading to increased overall productivity and efficiency, helping the company achieve its goals more effectively.
- Diverse Skill Sets: Hiring new employees with diverse backgrounds and skill sets can enhance your team’s capabilities and problem-solving potential, leading to greater innovation and adaptability.
- Reduced Workload: Additional employees can help distribute the workload, preventing burnout and stress among existing staff, which can improve morale and job satisfaction.
- Capacity for Growth: Hiring new employees enables your company to take on more projects and expand, reaching new markets and increasing revenue potential.
- Succession Planning: Bringing in new talent allows for the development of future leaders within the organization, creating a pipeline of talent for key positions and ensuring long-term sustainability.
