5 March 2024

How to Make a Hiring Process That Actually Works

By Ronald Smith

Hiring can be really complicated. There are so many rules and stuff to think about. But if you want to grow your team and find the right people for the job, you’ve got to have a plan. It’s also important to follow the rules and make sure everything is legal. That’s why it’s so important to have a hiring process in place before you start. Whether you’re hiring for the first time or just want to make your process better, check out the guide below.

What is a Hiring Process, Anyway?

When I’m looking to hire someone for my business, I follow a set of steps to make sure I find the right person for the job. This process is called a hiring process. It helps me attract job applicants, screen candidates, and ultimately bring new team members on board.

Steps in the Hiring Process

Every business has its own unique needs when it comes to hiring. However, there are some basic steps that many businesses follow. Here’s a list of steps you can consider for your own hiring process. You can customize them to fit your specific needs.

1. Figure Out Who I Need to Hire

When a manager realizes that there is a role that needs to be filled, the hiring process begins. This role might need to be filled because the company is growing, someone is leaving, or there is a specific need for expertise. It’s important to take this step seriously because each hire and the job they perform should have a specific purpose within the company. Otherwise, you’re just wasting resources without a clear goal in mind. To be really specific at this stage, think about the job title and responsibilities that will be the most valuable to your business. You can either handle this step yourself as the business owner or you can delegate it to the manager of the department in question.

2. Create a Detailed Job Description

Alright, let’s get down to business and write down all the important tasks and things this job involves. We need to mention the roles, responsibilities, and skills that potential candidates should have. It’s a good idea to collaborate with the department manager and other team members who will be working closely with this person. They’ll provide valuable input to help us create a compelling job ad that will attract the right candidates.

Step 3: Create an Awesome Job Advertisement and Share It

Not all spots are the perfect fit for every job, but it’s important to have a go-to list of places where you can post any available job opportunities. Let me break it down for you.

First things first, for those basic administrative positions that require working at your office, checking out your local classifieds could be a good move. You know, it’s always nice to have someone close by.

However, if you’re on the hunt for a more specialized position, it’s worth considering a job site that’s specifically tailored to that industry or specialty. They’re like the experts in finding the right people for the right job.

Now, when it comes to advertising your job, it’s all about crafting a killer job description. You want to clearly outline the skills and qualities you’re looking for, so potential candidates know exactly what you need. Oh, and don’t forget to tell them how to apply! That part’s kind of important.

Step 4: Go Through and Organize the Applications

Once the applications start pouring in, it’s time to sort through the candidates you want to consider for the rest of the hiring process. Make a checklist of what you’re looking for in each application. For instance, you can search for important skills in their resume, a cover letter that’s free of mistakes, and candidates who display enthusiasm for the job. If you’re hiring for a specialized position, ask the department manager to help you select the most qualified candidates. They’re likely to be more familiar with the specific terms and language that qualified applicants would use.

5. Conduct the Interview Process

Once I have a list of qualified applicants, I begin the process of getting to know each one of them by talking directly with them. If there are many candidates, you can have your HR director conduct phone interviews. This will help you determine who is the most suitable for the job before asking everyone to come in for a long, face-to-face interview.

So, here’s the deal. Once you’ve narrowed down your choices to the cream of the crop, it’s time to get down to business. You, your HR director, and maybe even the department manager can all sit down and have a chat with these candidates. If it’s a remote position, you can use video chat to make things happen. Together, you’ll discuss some hypothetical situations related to the job and see how well they handle them. This will show you who’s really up to the challenge and can handle the job with finesse.

For those fancy-pants positions that require some special skills, the interview process might take a bit longer. You might end up having multiple rounds of meetings to make sure you get the best person for the job. You could even throw in some tests, writing samples, or other activities to help you make a decision. It’s all about finding the cream of the crop, after all.

And there you have it! By doing all this detective work, you’ll be able to find the best employee for your company. It’s like being a super-sleuth, only with HR stuff. So get out there and find that perfect match!

6. Do Your Research

When you’re going through the application process, it’s important to ask applicants if they’re okay with background checks and references. Once you’ve narrowed it down to a couple of top candidates, it’s time to actually do those checks to confirm what the applicants have told you. While background checks can be done by outside companies, checking references is something you can handle yourself or with your HR manager. However, if the position is a sensitive one, make sure you take extra care to choose the right employee. It’s crucial to thoroughly check backgrounds for these types of positions.

7. Offer the job and negotiate

When I’m sure about a candidate, I need to reach out to them and officially offer them the job. I usually have a standard offer prepared for the position, but sometimes they want to negotiate certain details, such as their salary and employee benefits.

8. Getting Started

Once I’ve chosen the new employee, it’s time to wrap up the hiring process and prepare them for their new role. My HR manager will have them fill out necessary forms, like their W-4 and I-9. Then we’ll provide them with training for their new job. Sometimes we have videos or virtual classes available for them, but we also assign them to a mentor or department head who can guide them through procedures and answer any questions they have.

Tools for Hiring

I’ve got some great news for you. Did you know that there are amazing tech tools available to make your hiring procedures easier? These tools can save you time and help you make better decisions. Let me tell you all about them!

Check out Zoho People

Now, Zoho People is a game-changer. It’s like having all your HR processes in one place. And when it comes to hiring, it’s a real gem! With Zoho People, you can assess your current employees and departments to figure out where you need more help. And the best part? You can create awesome onboarding processes to get new employees up to speed lightning-fast!

Discover BambooHR

When it comes to managing your small business, BambooHR is the perfect tool. It offers a range of features that can help with everything from bringing in new employees to keeping track of their time. And if you’re specifically looking to hire new people, BambooHR has you covered with its applicant tracking system. This system not only evaluates each candidate’s qualifications for the position, but also assesses how well they would fit into your company culture. And if you need to hire on the go, there’s even a mobile app that allows you to create a hiring procedure from anywhere.


If you’re in need of solutions for your business, look no further than HRdirect. They offer a wide range of services, from workplace training to employee recognition. And when it comes to hiring new employees, HRdirect has you covered. They provide job application forms to help keep your company compliant, workplace policy templates, aptitude tests, and tools to help welcome new employees to your team.

Hiring Process FAQs

If you have questions about the hiring process for your business, I’ve got you covered. Below, I’ll answer some of the most commonly asked questions from business owners just like you.

What Laws Do I Need to Know About When Hiring Employees?

So, if you’re running a small business in the U.S., it’s super important to get familiar with the Equal Employment Opportunity Commission (EEOC) laws and the hiring guidelines set by the Americans with Disabilities Act (ADA). These are like the big, important rules that help ensure fairness and prevent discrimination when you’re hiring.

But wait, there’s more! Some states have their own specific rules and regulations that go beyond the federal laws. So, it’s a good idea to do some research and find out what additional requirements might apply to your business, just to be on the safe side.

Alright, let me fill you in on the EEOC. Basically, they’re the ones who enforce the federal laws and make sure that no one gets treated unfairly. They say it’s not cool to discriminate against someone based on things like their race, religion, gender identity, sexual orientation, where they come from, how old they are, whether they have a disability, if they’re pregnant, or even if they’ve had issues in the past with discrimination.

The ADA is a set of rules that says businesses and organizations can’t treat people with disabilities unfairly. It also says that places with physical buildings have to make sure they’re accessible.

Keeping these rules in mind, you can create job applications, ask interview questions, and go through the hiring process in a way that includes everyone.

  • 10 Tips for Interviews, Based on ADA Guidelines. Questions you can ask
  • Best Practices from the EEOC

How Can I Make My Hiring Process More Inclusive?

Diversity is more than just a trendy term for businesses. When we have teams that include people of different genders, research shows that we are 21 percent more likely to do better than other companies. And when we have teams that include people from different ethnic backgrounds, we are 33% more likely to outperform others. What does this mean? Well, when we bring in team members from all walks of life, we are adding new voices to our conversations. This can make our team more likely to think outside the box and come up with solutions that truly work for our target audience.

When you’re looking to hire someone, it’s important to attract a diverse group of applicants. That starts with creating an inclusive job description and hiring process. Let potential candidates know that you welcome people of all ages and backgrounds. You can then advertise your job openings in different places to reach a wide range of people. If you work with outside agencies to recruit candidates, talk to them about your diversity goals. Make sure they use channels that don’t just reach the same group of people over and over again.

When it comes to offering a job to a candidate, it’s essential to be fair and consistent. Don’t change the details or salary based on personal information or things that aren’t related to their qualifications and performance. Treat every candidate the same way, based on their skills and experience.

In order to create a successful company, it’s crucial to build a culture that is welcoming and inclusive. When a new employee is not made to feel valued and accepted, they may be less likely to stay with the company. Furthermore, this can potentially damage the reputation of your organization among future candidates. So, it’s important to put effort into cultivating an environment where everyone feels comfortable. This may take some time, but by working together with your team, you can ensure everyone feels included and supported.

What is the Duration of the Hiring Process?

The timeline for hiring someone can vary depending on the job you’re hiring for. Some things, like background checks and several rounds of interviews, take time. But sometimes, you can customize the hiring process to fit your needs. For example, if you know that an employee is leaving in two weeks, you can set a deadline and make sure your hiring manager and the rest of the team act quickly to fill that position so there’s no gap in the workforce. Just set a deadline for each step of the process. And make sure candidates and other important people in your company know those dates.

Who Should Help Hire?

The process starts with your hiring manager, who should be the one requesting a new employee for a specific role. Then you have the interviewers, who should be the people the new hire will work with or be supervised by. Finally, there’s the HR role, which can involve one or more people managing the recruitment process. This includes doing the initial interviews, handling the necessary paperwork, and helping the new employee get settled. In some small businesses, one person might do multiple roles. But bigger companies might want to involve more people in the hiring process to make sure they bring in candidates with the best skills and experience.