Hiring a new staff member? Staying organised throughout the process is essential. You’ll receive a lot of applications and it’s likely that you don’t have all the time in the world to go through this process. Vetting candidates and finding the perfect fit is time consuming and stressful. Fortunately there are tools to help make this process go a little bit smoother.
Here is a staffing template to help you stay organised, follow the right steps, and get the most out of this process:
How to make the best of the staffing template:
The spreadsheet has several tabs along the bottom to provide you with step by step templates for the hiring process. Start on the first tab and work your way to the right as you go. The tabs are as follows (also included in the worksheet):
- Job Duties – This sheet will help you define the attributes of the job clearly so you know what to look for in a qualified candidate. Be detailed here because this is the information by which you will judge your prospects and make important decisions like whether or not a candidate is truly a good fit. This should be the first thing you fill out – it will help considerably when writing the job description. Use this as your measuring board and don’t make compromises. The right fit is out there.
- Note: You may also want to fill out the pertinent information on the last tab titled “Offer” at this point too such as the start date, salary, etc. It will help you answer questions along the way.
- Candidates for Consideration – As applications start to trickle in, list the qualified candidates here. You can also save all of your applications and review them at the same time if you prefer. When making this list, keep in mind that you will be scheduling an interview with each candidate here, so only list the candidates that are truly qualified. This is a good place to make notes about a candidate if you have specific questions about their CV.
- Interview Schedule – Once you have your candidate list ready you can reach out to schedule interviews. This can be one of the most time consuming parts, but if you do it right you can save a ton of time. Try to schedule the interviews in chunks, one right after the other, so you can do several in one sitting. Many people like to do their first interview over the phone or Skype if the candidate isn’t local to them and then conduct a follow-up in person. Tip: Meeting in person is always the best way to get the true connection with the candidate, never hire someone without meeting them in person first!
- Interview Questions – We’ve outlined a few questions here to get you started. These questions will help you get to the core information you need to know in order to make a good decision, but you should also ask specific questions about the open staff position. Take another look at the Job Duties tab to help you formulate some specific questions.
- Trial Times and Days – At this point you’ve selected a handful of highly qualified individuals and you are ready to run a trial to make sure they can truly perform the necessary task to your standards. A trial can last a few hours, a day, a few days or even longer. It just depends on the complexity of the role and what you want to see in action. For example a Chef should be asked to plan a menu, source the food and then prepare and serve. A Nanny should spend time with the family and children (ideally supervised) to see if the right connection is had from both sides. A Housekeeper should be seen to clean the home to the standard of the principal. Whatever type of staff you are trialing, make sure to give them the space to perform their duties, and as much feedback and guidance is always a great way to see if they are going to rise to the task.
- Background Checks – You’ve made it to the last step! On this tab you will find a check list to help you complete a background check on the candidates you’re ready to make an offer. Don’t skip this part! You’ve already put a lot of time and work into this process and it’s time to finish strong. We highly encourage you to go through each of these checks, including contacting multiple references. It is a time consuming process but it ties the whole thing together to ensure you really have found the perfect fit. You’ll be glad you did.
- Offer – Okay, this is actually the last step, but it’s the easiest and most rewarding. Make sure you have the offer details correct and the candidate(s) you have selected understand the offer. Draw up a contract for the position (an important detail) and you’re on your way!
We know this isn’t any easy process and it may be your first time hiring a new staff member. There is a lot of work to be done, but don’t get overwhelmed. If you follow these guidelines you will do just fine. Feel free to drop us a line or comment below with any questions – we are here to help.