From Job Description to Onboarding: 7 Hiring Process Steps for Your Business

If you’re a small business owner juggling multiple responsibilities, you’ll need to follow hiring process steps to make the process easier. You need a streamlined, efficient approach to find the right talent without wasting time or money. But what is the hiring process?

Hiring steps are designed to find and employ new talent. They start with identifying your hiring needs and end with onboarding your new hires. Each step ensures you bring in the right people who will help your business thrive.

What are the steps of the hiring process in order?

There are seven key steps to the job hiring process, which help you bring in the right employees for your team. Here is the hiring process in sequence, from interview stages to the onboarding of new employees. 

• Identify hiring needs: Understand the roles you need to fill and why.
• Create job descriptions: Clearly outline the skills and qualifications required.
• Advertise job openings: Use various platforms to reach a wide range of candidates.
• Screen candidates: Review resumes and conduct initial interviews.
• Interview: Conduct in-depth interviews to find the best fit.
• Make a job offer: Extend an offer to your chosen candidate.
• Onboard your employee: Ensure a smooth transition for your new hire.

What is the importance of a structured hiring process?

Having a structured employment process offers several benefits to your business:

• Efficiency: You can save time by following a clear, step-by-step plan.
• Compliance: Staying within legal guidelines like the Equal Employment Opportunity Commission helps to avoid costly mistakes.
• Consistency: Creating a uniform experience for all candidates helps in fair evaluation.

What are the 7 hiring process steps? 

So what is the first step of the hiring process, and how does it lead to the others? We’ll break it down for you so that you know how to apply it to your small business. 

‍Step 1: How to identify your hiring needs. 

Before you can begin the employee hiring process, be crystal clear about why you’re hiring. Do you really need another person, or can the workload be managed differently? Missteps here can lead to unnecessary costs and inefficiencies.

Assess your hiring needs by understanding your current team’s capabilities and pinpointing gaps. This isn’t just about filling a seat; it’s about identifying roles that will add value to your business.

Identify organizational needs by asking yourself:

• What tasks are currently overwhelming my team?
• Are there skills we lack that are crucial for growth?
• Can existing employees be promoted or restructured to fill the gap?

For example, if you’re running a busy restaurant, you might notice that your kitchen staff is constantly swamped during peak hours. Instead of hiring another cook, promoting a reliable line cook to a sous chef and hiring a new line cook might be more effective. You may also be considering hiring seasonally, in which case you should evaluate which months comprise your busy season.

Even if you’re a small business, don’t go it alone. Assemble a team to help you with the hiring process. This could include:

• Managers: Who understand the specific needs of their departments.
• HR consultants: If you have the budget, they can provide valuable insights.
• Current employees: They can offer a perspective on the type of person who would fit well in the team.

Step 2: How to create a job description.

Next in the recruitment process steps are a key step that impacts the rest of your process. A well-crafted job description is your first step in attracting the right candidates. It’s not just about listing duties; it’s about selling the role and your company.

Your job description should clearly outline:

• Core responsibilities: What will the person be doing day-to-day?
• Required skills and experience: What qualifications are non-negotiable?
• Preferred skills: Additional skills that would be a bonus.
• Work environment: Describe your company culture and work setting.

For example, if you own a local coffee shop, a job description for a barista might include:

• Core responsibilities: Preparing coffee drinks, managing the cash register, and maintaining cleanliness.
• Required skills: Previous experience in a similar role, excellent customer service skills.
• Preferred skills: Knowledge of various coffee brewing methods, basic latte art.
• Work environment: Fast-paced, customer-focused, and team-oriented.

Highlight what makes your company a great place to work. This can include:

• Benefits: Health insurance, paid time off, employee discounts.
• Growth opportunities: Chances for promotion or professional development.
• Company values: What does your business stand for?

This helps you attract candidates who are not just qualified but also a good fit for your company culture. You can even use job description templates like this barista job description template or this shift manager job description to ensure all your bases are covered. 

Step 3: How to advertise job openings. 

You’ve identified your needs and created a compelling job description. Next in the hiring steps for employers is the time to get the word out. Advertising your job opening effectively can make or break your hiring process.

Sometimes you can find talent within your own business, so you could begin by advertising internally. Internal job postings can:

• Boost morale: Employees appreciate opportunities for advancement.
• Save time: Current employees already understand your company culture.
• Reduce training costs: Promoting from within means less time spent on onboarding.

You can also make use of social media—it’s a powerful tool for job advertising. Platforms like LinkedIn, Facebook, and even Instagram can help you reach a broader audience.

• LinkedIn: Great for professional roles.
• Facebook: Useful for community-based roles.
• Instagram: Ideal for creative positions.

For example, if you’re hiring a social media manager for your boutique, posting on Instagram with engaging visuals can attract the right talent.

And finally, don’t underestimate the power of traditional job boards. Websites like Indeed, Glassdoor, and specialized boards for your industry can help you find qualified candidates.

• Indeed: Widely used and covers various industries.
• Glassdoor: Attracts candidates who are interested in company culture.
• Industry-specific boards: Targeted reach for specialized roles.

Using a mix of these platforms ensures you cast a wide net, attracting a diverse pool of candidates.

Step 4: Screen candidates. 

You’ve got a pile of resumes, but not all of them are worth your time. Screening and shortlisting candidates is crucial to weed out the unqualified and zero in on the best fits. This step saves you from wasting time on endless interviews and helps you focus on top talent.

First, look at the basics:

• Education: Does the candidate have the necessary degrees or certifications?
• Experience: Have they worked in similar roles before?
• Skills: Do they possess the skills listed in your job description?

For instance, if you’re hiring a retail manager, you’ll want someone with experience in retail operations, team management, and customer service.

Next, look at the resume and over letter. A well-organized resume can tell you a lot about a candidate:

• Clarity: Is the resume easy to read and understand?
• Relevance: Are the experiences listed relevant to the job?
• Professionalism: Does the resume look polished and professional?

A strong cover letter should:

• Explain why the candidate is interested in your company.
• Highlight their most relevant experiences and skills.
• Showcase their personality and enthusiasm.

Finally, a quick phone call can help you gather more information:

• Verify details: Confirm key points from the resume.
• Gauge interest: See how enthusiastic they are about the role.
• Assess communication skills: How well do they articulate their thoughts?

For example, if you’re hiring a customer service representative, a phone screen can help you assess their phone etiquette and problem-solving skills.

Step 5: How to interview candidates. 

Interviews are your chance to dig deeper and find out if a candidate is the right fit for your team. But they can also be nerve-wracking—for both you and the candidate. Here’s how to follow some interview process steps for employers so that you make the most of your time. 

Different roles may require different types of interviews:

• Behavioral interviews: Focus on past experiences to predict future behavior.
• Technical interviews: Assess specific skills and knowledge.
• Panel interviews: Involve multiple interviewers to get diverse perspectives.

For example, a behavioral interview for a sales role might include questions like, “Tell me about a time you turned a dissatisfied customer into a loyal one.”

At the interview stage, preparation is key to a successful conversation:

• Plan your questions: Make sure they cover all the essential skills and experiences.
• Review the candidate’s resume: Know their background so you can ask specific questions.
• Set the tone: Create a welcoming environment to put the candidate at ease.

Finally, conduct the interview with these tips in mind: 

• Be professional but friendly: Make the candidate feel comfortable.
• Take notes: Record key points to help with your decision-making later.
• Listen actively: Pay attention to their answers and ask follow-up questions.

For example, if a candidate mentions they led a project that improved efficiency, ask for specifics about the project and the results.

This is another situation where existing templates can help you out. For example, you could use these retail interview questions in a retail setting, or pull from these restaurant interview questions to create your own custom set of interview questions.  

Once you’ve found a candidate you like, make sure to verify their claims. Background and reference checks help ensure you’re making a sound hiring decision.

Before you start, make sure you’re compliant with legal requirements:

• Get consent: Always obtain written permission from the candidate for background checks.
• Know the laws: Familiarize yourself with federal and state regulations regarding background checks.

Then, contact the references provided by your candidates. Talking to previous employers can provide valuable insights:

• Verify employment: Confirm dates of employment and job titles.
• Assess performance: Ask about their strengths, weaknesses, and overall performance.
• Cultural fit: Inquire about their behavior and how they interacted with colleagues.

For example, if you’re hiring a chef, ask previous employers about their kitchen skills, creativity, and ability to handle stress.

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Step 6: How to make a job offer. 

You’ve found the perfect candidate. Now it’s time to seal the deal with a compelling job offer. This step is crucial for ensuring your chosen candidate feels valued and excited to join your team.

Your job offer letter should include:

• Salary and benefits: Clearly outline the compensation package.
• Job details: Specify the job title, responsibilities, and start date.
• Contingencies: Mention any conditions, such as background checks or drug tests.

For example, if you’re hiring a marketing manager, your offer letter might state, “We are pleased to offer you the position of Marketing Manager with a starting salary of $60,000, health benefits, and a 401(k) plan.”

You’ll also want to be prepared to negotiate:

• Salary: Be flexible but stay within your budget.
• Benefits: Highlight the perks that set your company apart.
• Start date: Accommodate their availability if possible.

For instance, if a candidate asks for a higher salary than you initially offered, consider whether their experience justifies it and if you can adjust your budget.

Step 7: How to onboard a new employee.

Onboarding is more than just paperwork. It’s about making your new hires feel welcome and setting them up for success from day one. A smooth onboarding process can boost employee retention and productivity.

Use an onboarding checklist to ensure you cover all the essentials:

• Paperwork: Have all necessary documents ready for signing.
• Workspace: Set up their desk with all required equipment.
• Introduction: Introduce them to the team and key stakeholders.

For example, if you’re onboarding a new server at your restaurant, make sure they have their uniform, know where to find supplies, and meet the team.

You’ll also need to provide training sessions, which are crucial for getting new hires up to speed:

• Job-specific training: Teach them the skills they need for their role.
• Company policies: Ensure they understand your company’s rules and procedures.
• Ongoing support: Provide resources and contacts for any questions they might have.

For instance, a new barista might need training on your coffee machines, customer service protocols, and health and safety guidelines.

This is where onboarding software can really come in clutch to support your job hiring process. With team management apps like Homebase, you can post to job boards, track candidates, and then share all relevant hiring forms and welcome packets through one app.  

Make your structured hiring process worth it with Homebase.

A structured hiring process not only helps you find the right talent but also saves time, reduces costs, and ensures compliance. By following these steps, you can create a more efficient and effective hiring process that benefits both your business and your employees.

However, following all the steps is a lot easier if you have technology on your side. Homebase is specially designed for small business owners like you, and serves as an all-in-one team management app from the hiring process to day-to-day operations management, to payroll. From job postings to onboarding, get started today with Homebase to make hiring a breeze. 

Stages of hiring FAQs

What is the difference between recruitment and hiring?

Recruitment happens before the hiring process. It is used to find the best-qualified candidates for the position you are trying to fill. Recruitment can help create a short list of top candidates that meet your specific job requirements. Once you have that short list you can start the hiring process.

How long is the hiring process?

The length of the hiring process is dependent on the position and industry. If you are hiring a dishwasher, their interview process and start date will be much different than that of an investment banker or police officer. Some jobs might require a phone interview, an initial interview, and a secondary interview at a bare minimum. To answer your question, the hiring process can take anywhere from a couple of days to a couple of months.