10-Step Guide On How To Hire Employees For Your Team

By Indeed Editorial Team

Published 8 August 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Employees play a crucial role in a company's productivity, growth and development. Whether you are hiring for an existing vacancy or looking to find suitable candidates for a new position, it is critical to find the right employees with the required skills and qualifications that match the organisational culture. Understanding the hiring process can help in your role as a recruiting manager or human resource (HR) professional. In this article, we explain how to hire employees with a step-by-step guide and share five crucial factors to consider while interviewing potential candidates.

How To Hire Employees For Your Team In 10 Steps

If you are a hiring manager or an HR professional, you can consider these ten steps to learn how to hire employees for a company:

1. Define the position

Hiring the right employee begins with a detailed job analysis. You and your HR team colleagues can assess the company's internal needs and decide whether there are roles to be filled. Perhaps, the company is scaling up and senior managers agree that hiring additional employees can help the company achieve its goals. Or maybe, an existing team member has resigned from a post and you are looking for a replacement. Defining the position helps you plan a suitable recruiting strategy to find the right employee.

Related: Recruitment Process: A Step-By-Step Guide

2. Write a compelling job description

Once you have identified the role to fill, you can work on developing the critical requirements for the position. Define and prioritise the qualifications for the role. Next, describe the traits, characteristics and work experiences you are looking for in an ideal candidate. Understanding the job duties, responsibilities, hard and soft skills is a prerequisite to writing a great job description.

A clear, accurate and comprehensive job description helps potential candidates to know everything about the vacancy. It also helps them decide whether they are the right fit for the role. This helps eliminate applications from candidates who do not have the essential skills and qualifications for the position.

Related: Job Description Vs. Job Specification: An In-Depth Guide

3. Evaluate if you can hire internally

Once you have written the job description and decided on the salary range, check if you can recruit internally for the position. You can email all employees, notifying them of the job and stating that you are looking for candidates internally. Existing employees can fill an internal position application to show their interest in the position. As the hiring manager, if you find interested internal candidates, ensure that you inform their current manager that you are discussing a new role with their team member.

Related: Top 10 External And Internal Recruitment Strategies

4. Schedule internal interviews and provide feedback

Schedule one-on-one interviews with each interested internal candidate. As the hiring supervisor, you can interview along with the team manager for which you are hiring. The interview assesses the candidate's technical qualifications, knowledge and cultural fit for the role. If you have selected an internal candidate for the vacancy, ensure you provide a new job offer that describes the new position and salary. Discuss with the selected employee, their current manager and new manager regarding a suitable transition timeline that works for all stakeholders.

If no internal candidates are suitable for the position, ensure that you communicate why they were not selected. This feedback helps employees develop their qualifications and skills so that they can continue to advance their careers. Keep in mind that if you hire internally, there is likely to be another vacancy for which you repeat the hiring process.

Related: How To Give Interview Feedback To Unsuccessful Candidates

5. Post job listings on external platforms

If you have not filled the position internally, you can post a job listing on external recruitment sites, the company's career webpage and professional social media pages. You can also announce the available position on professional association websites, career fairs and university placement pages. It is a good idea to build a database of qualified external candidates that you can use to recruit from in the future for available vacancies. This helps accelerate the hiring process, helping you reach out to qualified candidates immediately once a vacancy is available.

6. Build a shortlist and screen candidates

Once you receive applications from interested candidates, you can send an acknowledgement to them stating that you have received their resume. Once the application period is over, you can screen resumes, cover letters and applications to make a shortlist of candidates who match your selection criteria. Connect with the shortlisted candidates over phone or email, informing them that they have passed the initial screening and checking whether they are available for the next interview stage.

7. Schedule interviews

Schedule interviews with qualified candidates over the phone, via video call or in person. Inform the candidate about the expected timeline of the interview process so that they can plan accordingly. You can ask team managers and other HR team members to conduct interviews that test the candidate's technical expertise, skills and cultural fit for the role and position. Besides interviews, some jobs might also require written tests to evaluate the candidate's proficiency in skills like coding.

Related: 10 Interview Guidelines For Human Resource Professionals

8. Determine the finalists

Once you have shortlisted the finalists, you can ask other HR team members to check the candidates' credentials, references and other documents. You can also conduct a background check to verify the candidate's identity. It is a good idea to keep in touch with qualified candidates via email throughout the interviewing process so that they know their chances of selection. Discuss with other HR team members and recruiting managers to decide the finalist for the position based on the performance of candidates in the previous interview stages.

9. Conduct talks with the chosen candidate

Once the HR team, hiring manager and team manager agree on the candidate, extend an offer to the chosen candidate. Conduct an informal discussion with the candidate informing them of the result, and discuss the offered salary and other benefits. Check with the candidate if they agree to the terms. If they agree, you can proceed with an offer letter. Be open to negotiations with the candidate regarding the compensation and benefits. Reasonable negotiations are part of the hiring process. If a candidate insists on unreasonable negotiations, you can choose another candidate from the list of finalists.

Related: Salary Negotiation Tips And Examples

10. Extend the offer letter and onboard the candidate

Once you have reached an agreement with the candidate, prepare a written offer letter. The letter states the job position, salary, other benefits, supervising and reporting relationship and other terms and conditions agreed upon during the recruitment process. The candidate receives copies of the offer letter, job description, non-disclosure and compliance agreements as part of the hiring packet. After discussing it with the candidate and team manager, you can also mention the starting date on the offer letter. The candidate signs a copy of the offer letter and submits it to the HR team for record purposes.

Related: Job Offer Letter Format (With Useful Examples)

Five Essential Factors To Consider When Hiring Employees

Recruiting the right employees can be a challenge. Here are a few critical factors that can help you make the right hiring decisions:

1. Experience

If candidates have relevant experience in similar roles, they are likely to replicate that success in your team. While short-listing, choosing candidates with prior work experience can be advantageous, especially if you are looking to onboard them quickly with minimal training. If you are hiring employees for entry-level roles, you can prioritise qualifications and skills over experience.

Related: Experience Vs. Skills: What Are The Major Differences?

2. Potential and passion

Sometimes you might interview candidates who do not have work experience but are passionate and dedicated to the role. This might include recent graduates or young professionals looking to switch careers. While these candidates do not have prior work experience, they might be a good choice for your team as they are eager and quick to learn.

3. Hard skills

Hard skills are measurable, technical skills that candidates have acquired in school or past jobs. Choosing candidates with proven hard skills reduces the onboarding time, as they can quickly do the job with minimal training. For example, if you are hiring civil engineers, it can be advantageous to choose candidates with experience in computer-aided designs as they can help in client design projects without requiring additional training.

4. Soft skills

Soft skills are interpersonal skills that help a candidate do the job efficiently. Candidates who demonstrate the right soft skills are an asset to the organisation and team. For example, some of the popular soft skills for professionals include teamwork, communication, critical thinking, decision-making and problem-solving skills.

5. Cultural fit

The culture refers to the unique personality of a company. Every company has varying cultures. For example, some organisations prioritise teamwork and collaboration, while others encourage individual contributions. While interviewing prospective employees, you can ask questions to determine if they are an excellent cultural fit. Employees who match the organisation and team are likely to remain happier at work, reducing turnover rates.

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