How to Hire the Right Employees

Are you looking to take on your first employee? Having talented and motivated people on board can be one of your company's greatest assets. But before you purchase employee payroll software or set up a new work station, make sure you know how to go about hiring the right person for the job.

What qualities are you looking for?

This question may require more analysis than you initially think. Consider the particular job at hand and what specific skills and qualities are necessary. If it involves fairly administrative tasks such as data entry and filing, you may not want a creative go-getter who is looking for challenges, but rather a meticulous and methodical worker. Similarly, if the job requires answering the phone, you will want a pleasant phone manner and people skills near the top of your list.

Some small business experts suggest evaluating your own skills first, and then hiring someone who will complement your work style. For example, if you always forget to return clients' phone calls, taking on an extremely focused, conscientious employee could benefit your customer service—and, in turn, your bottom line.

Write an accurate job description

To attract suitable candidates for the role, you should craft an accurate, detailed job description. Spell out what tasks are involved in the position, what tools and methods are used, the general responsibilities of the job, and any qualifications needed.

At the same time, the Small Business Administration recommends keeping job descriptions fairly flexible so that workers on your employee payroll software are able to grow and develop within their positions and expand their contributions to the company.

So, what constitutes a good job description?

Job title and objective. This will tell prospective employees what the broad purpose and scope of the role is.

Tasks and duties. Spell out the regular tasks and responsibilities of the job, from most significant to least important. There is no need to be exhaustive, but make sure all typical duties are mentioned.

Roles and relationships. Discuss who the employee will report to, whom they will work with, and if they will have responsibility for any other staff members.

Qualifications. Spell out the educational level you are seeking, plus any other qualities necessary to perform the job that you have already determined.

Location and equipment. Mention where the job is located and what type of equipment will be used to perform it, including computer systems.

Salary. You may also choose to include a pay range in your job description, so people know what to expect after you add them to your employee payroll software.

Interviews and tests

Interviewing. Your approach to interviewing may vary depending on your personal preferences and the requirements of the job. But before inviting candidates in, consider having an initial chat over the phone to discuss the position and ask some basic screening questions.

You could conduct in-office interviews on your own, or you could invite a colleague or trusted employee to assist you and offer a second opinion. Make sure you thoroughly review each candidate's resume ahead of time.

Prepare a set of questions you plan to ask each applicant, including those meant to give insight into their behavior, opinions, and experience. As often as possible, ask the candidate to supply specific evidence to back up any claims, such as good communication skills or a strong work ethic. Don't forget to take notes during the interview process.

Testing. Some business owners may also want to administer a test for certain positions. For example, if the position involves typing up reports, you could assess the candidates' typing speed, as well as grammar and spelling. Some employers ask applicants to perform a typical task they would encounter on the job to demonstrate proficiency.

Background checks

Although some small businesses may consider background checks to be unnecessary, most experts recommend them as a way for owners to protect themselves from legal liability—particularly if your business involves a high level of customer service. If a worker employed by you steals from or harms a client and they have a previous criminal history, you could be sued.

The type of background checks you conduct before hiring may vary from simply speaking with an individual's previous employer to ensuring they do not have a criminal record. Certain employers choose to check a candidate's driving record or credit.

Some owners may choose to hire an outside company to complete checks. But if you are gathering this information yourself, make sure you look into the laws governing background checks, such as the Fair Credit Reporting Act. The Small Business Administration has more information available on the legal issues surrounding background checks.

Take your time

After you have completed interviewing, testing, and checking references, return to your list of desirable qualities. How does each applicant compare to this outline of an ideal employee?

Finding the right person for a job is not an automatic guarantee, so be prepared to take some time with the hiring process until you are reasonably confident you have found someone who meets your criteria. Although the search may seem time-consuming, the benefits reaped from choosing the right individual are invaluable.