I’ve learned firsthand that the people you hire will make or break your business. But here’s the truth — I wasn’t always great at sourcing, interviewing, hiring, or even managing people. In fact, early on, I made a lot of mistakes. But through repetition, I got better.

Over the past 5 years as an entrepreneur, I’ve hired and managed 50+ full-time employees and contractors. It’s been a journey of trial and error, but I’ve developed a process that works. Today, I’m excited to share that exact process with you — and at the end of this post, there’s a resource you can download to help you apply it in your business.

Let’s start at the very beginning.

Before posting any job opening, the first thing I do is get crystal clear on the problem I’m solving for in my business. Because posting a job isn’t just about filling a role — it’s a call for help. It’s my way of saying, "We’ve hit a point where we need this specific person to keep growing."

Stay with me — it only gets more actionable from here.

Step 1: Job Description

Once I identify the key projects/task this person would be doing if hired, I then begin to draft my job description which consist of the following details:

• Role Summary: A high-level overview of the position, explaining the purpose of the role and its contribution to the company's mission.

• Key Responsibilities: A detailed list of the primary tasks, goals, and deliverables expected from the role.

• Required Skills: Both technical and soft skills necessary to excel in the role.

• Preferred Experience: Additional qualifications that would give candidates an edge.

• Location and Work Hours: Specify whether the position is remote, hybrid, or in-office, and clarify time zone expectations.

• Compensation: Include a salary range or note that it will be discussed during interviews to attract serious candidates.

Step 2: Job Application

Once the job description is finalized, I move on to creating the job application. My goal here is to gather enough relevant information to make informed decisions about who should move forward in the hiring process.

Here’s how I structure the job application:

• Application Link: I create a seamless application process by using a form-building platform like JotForm, Typeform, or Google Forms, and then share the link with candidates.

• Introduction Section: I start with a welcoming note to set a positive tone. I want candidates to feel valued from the start, so I outline what they can expect from the process.

• Basic Information: I make sure to collect essential details like the candidate’s name, contact information, and any relevant profile links (such as LinkedIn).

• Role-Specific Questions: I include targeted questions to assess the candidate’s experience, skills, and familiarity with the tools required for the role. These questions help me quickly identify whether someone has the baseline qualifications we’re looking for.

• Technical Proficiency: I ask candidates to rate their proficiency with the specific tools and software they’ll need to use in the role. This gives me insight into their technical capabilities.

• Open-Ended Questions: I add a few open-ended questions to give candidates the opportunity to elaborate on their experiences, showcase their problem-solving skills, and demonstrate whether they’re a good cultural fit for our team.

• Compensation Expectations: I always ask candidates to provide their salary and commission expectations upfront. This helps ensure we’re aligned on compensation early in the process.

• Submission and Next Steps: Finally, I conclude the application with clear instructions on what candidates can expect after submitting their application. I typically include information about the review process, timelines, and next steps to keep them informed. 

Step 3: Sourcing & Outreach

Once I have my job application in tact, I am ready to promote my listing via the following channels:

1. LinkedIn Recruiter: Use Boolean searches to find candidates with specific skills and experience. Then I create email sequences to conduct cold outreach campaigns to quality talent I’ve found.

2. Job Boards: Post your job on popular platforms like LinkedIn, Indeed, Zip Recruiter and niche industry-specific sites for inbound leads.

3. Community Groups: Join relevant Slack channels, Facebook groups, or forums to find candidates with niche expertise.

Step 4: Interview Process

Once I’ve reviewed the job applications and identified promising candidates, I move on to the interview process. I like to break this process into three stages to get a comprehensive understanding of the candidate’s fit.

• Stage 1: Initial Screening (15-30 minutes): I use this call to get a feel for the candidate’s general fit, motivation, and communication skills. This is where I confirm their understanding of the role and assess whether their goals align with ours.

• Stage 2: Technical/Skills Assessment (1-2 hours): In this stage, I provide a task or project relevant to the role. This could be a research task, a writing sample, or a presentation, depending on the role. I look for problem-solving abilities, attention to detail, and communication clarity.

• Stage 3: Cultural Fit Interview (45-60 minutes): Here, I dig deeper into how the candidate aligns with our company values and work culture. I ask about their work style, feedback preferences, and how they handle challenges.

Throughout the interview process, I make sure to communicate timelines clearly and keep candidates updated on their progress.

Step 5: Hiring Process

Once I’ve identified the right candidate, I move into the hiring process. For me, this step involves formalizing the offer and ensuring both parties are aligned on expectations.

• Offer Letter: I send a detailed offer letter that outlines the role, compensation, benefits, and any other relevant terms. I always make sure to include a deadline for acceptance to keep things moving efficiently.

• Reference Checks: Before finalizing the hire, I reach out to references to confirm the candidate’s experience and work ethic. I ask targeted questions about their past performance and behavior.

• Contract Signing: Once the candidate accepts the offer, we move forward with signing the employment contract. I make sure this process is smooth by using e-signature tools like DocuSign.

• Welcome Email: After the contract is signed, I send a welcome email with all the information they’ll need for their first day. This helps set a positive tone before they even start.

Step 6: Onboarding Process

The onboarding process is crucial for setting new hires up for success. I break it down into the first three weeks to ensure a structured and supportive experience.

• Week 1: Introduction and Setup I make sure the new hire has access to all necessary tools, accounts, and resources. I schedule a series of introductory meetings with key team members to help them get familiar with our team and culture.

• Week 2: Role-Specific Training This week is all about diving into the specifics of the role. I provide detailed training on our processes, tools, and expectations. I also set up regular check-ins to answer any questions they have.

• Week 3: Goal Setting and Performance Expectations In the third week, I work with the new hire to set clear goals and KPIs for their role. This helps ensure they know what’s expected of them and how their success will be measured.

• Ongoing Support: Beyond the first three weeks, I make sure to have regular check-ins and feedback sessions to ensure the new hire feels supported and has what they need to succeed.

FEEDBACK PLEASE?

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🧠 Pick My Brain: If you want personalized advice on how to build a million dollar startup, schedule a 1:1 session with me here.

🔬 Check Out My Podcast: If you want advice on how to find your ideal customer, capture their attention, get them to pay for their product or service, and automate 90% of the process, listen or watch the Spark Your Succcess Podcast.

With Love,

Leander