Creating Systems for Hiring

Some of my favorite times working is when I’m designing a new system for a client whether that be customer service, interns, e-zines or scheduling.

Today I want to show you how to create an “If/Then” System so you can identify what resources you need to create for your team. Let’s take the example of hiring an assistant. The actual job description is not important here; I want you to use this for any position you seek to fill in your company.

Step 1 : Finding a pool of qualified candidates

Sure there are job boards and websites that let you put out jobs to bid but don’t forget to ask your network, colleagues and get the word out to your audience when it comes time to find a team member. For each position put a deadline on accepting applications to motivate the candidates to send their applications quickly.

If you don’t have a dedicated HR/team manager then you can set up a special email to collect response and field questions.  Do not give out your personal or general business email unless you want to open yourself up to spam and lots of follow up emails.

Step 2 : Requesting information and conducting interviews

Your interview process may be simple or complex, it will probably vary based on the position you’re filling.  My best advice here is to put a time limit on your interview time and decision so it does not drag out indefinitely.

Through this process you may learn that you do not have any qualified applicants – then it’s back to step 1 to a different pool or with more detailed requirements.  Choose a date to make a decision about this group of candidates and notify the applicants (in step 3).

Step 3 : Contacting applicants with your decision

At this point you should see how one action triggers another one and this system falls into sequence rather predictably. You won’t select a candidate before you receive applications but you may worry so much about telling some people they didn’t get the job that you don’t ask for applications.  One thing at a time!

I have to add here that it should not be optional to contact applicants and let them know that you have not chosen to work with them for a job.  As someone who puts a lot of time and effort into my prospective client process it is more than a little frustrating when you hear nothing back.  By creating a template for this process you can make it relatively painless to reach out with this news because in this case no news is worse than bad news.

Step 4 : Tracking

Once you’ve chosen the right applicant for your business and politely turned away other contractors it’s time to get down to work! If you’ve been building your business systems then you’ll find it’s much easier to transition your tasks to this new team member.  But inevitably you’re going to find areas which you had not documented or policies that you didn’t realize you had (one of mine: do not call my cell before 8am).  Train your new team member from day 1 to document and track all of these things in your database for reference.

Ready for more tips? In tomorrow’s e-zine exclusively for subscribers I’ll share a detailed checklist for this process. To get access simply add your name and email to the form at the top of this page and you’ll get my Play a Bigger Game Business Playbook and weekly system tips for your online business.