How To Hire Employees (With Signs That You Need To Hire)

By Indeed Editorial Team

Published September 7, 2021

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.

The hiring process is one of the most important processes for any business. The quality of employees in an organization can have long-term effects on its ability to attain organizational goals. As a hiring manager, understanding how to hire employees can help you identify and select the best employee from potential candidates. In this article, we explore how to hire new employees, provide tips for hiring employees, and identify signs that your organization needs to start a hiring process.

8 steps for how to hire employees

Here are some steps you can follow for how to hire employees:

1. Research the role

The first step to hiring employees is to research the role. This is important to understand what you need in a candidate and prepare a good job description. Think about the new employee's responsibilities and duties. If you're an HR personnel, you can speak to the department head that has an opening to understand their needs. Also, ensure you research the appropriate qualifications for the role.

Read more: Research Skills: Definition and Examples

2. Write a job description

After researching the role, compile your findings into a job description. This job description is what you circulate to invite applications from qualified candidates. Ensure your job description includes all the details that candidates need to apply. A well-written job description helps to ensure that the best candidates apply for your role. Also, try to make your job description memorable and friendly to demonstrate a good work culture.

Read more: How To Write a Job Description (With Template and Example)

3. Circulate your job posting

After designing a job description, the next step is to distribute it. Proper distribution ensures the most qualified candidates see your job description and apply. You can circulate your job posting through job sites that receive thousands of job seekers daily. Similarly, you can use social media to give your job posting a wider reach. Professional platforms are also a great option. Consider professional organizations that can circulate your job posting to their members.

4. Choose an application process

There are various application processes, and companies often use one or more to select recruits. Pick an application process that suits the organizational needs and capacity. Here are some of the application processes you can consider:

Resumes

A resume is a document summarizing a candidate's qualifications, skills, and competencies. Resume submission is one of the most popular application processes. The structured and brief nature of a resume makes it easier for you to determine if a candidate meets the company's requirements. To ease the application process, ensure you specify the length of resumes candidates can submit. When reviewing a resume, confirm that the candidate has experiences and skills relevant to the role you're offering. Similarly, look for gaps in employment and ensure the candidate gives reasonable justifications for them.

Cover letters

Cover letters are one-page documents through which candidates demonstrate their competence and motivation to work with a particular employer. A cover letter usually provides more details than a candidate's resume. When reviewing cover letters, look for the candidate's articulation and written communication skills. Assess if their qualifications apply to your role based on the information they supply. Also, pay attention to their reasons for applying to your company to evaluate their research skills.

Interviews

Interviews are organized conversations between two people. Recruitment majorly involves the hiring manager asking questions about the candidate's qualifications and motivation. Candidates also ask questions during interviews but to a lesser degree. Interviews are time-consuming, so you can consider incorporating a pre-interview over the phone or with teleconferencing software. Research and compile interview questions that can reveal useful information about candidates. You can involve other colleagues or stakeholders in your interview process.

Read more: How To Be a Good Interviewer With Tips and Examples

Application tests

Certain companies also use customized assessment tests to evaluate certain aspects of the candidate's abilities. These tests often test specific skills like numerical reasoning, situational awareness, communication skills, and industry knowledge. Some companies opt for written tests that candidates take on their premises, while others use online platforms. By researching the role, you can determine the skills that are relevant for a candidate. After that, you can design assessment tests or outsource the process to third-party organizations.

5. Notify successful applicants

After reviewing applications, notify successful applicants that they are hired for the job. The best approach is to contact the candidate via email or call to inform them about the offer before sending an official letter. This allows you to confirm if the candidate is available to accept your offer. First, show that you're happy to offer the candidate employment. Then, if they accept the offer, send them an official letter of employment containing all the relevant details. This includes salaries, expected start date, and other requirements necessary to resume work.

6. Send rejection emails

Send rejection emails to unsuccessful candidates as a professional courtesy. This helps candidates move on to other opportunities and reduces the need to respond to inquiries. For example, if your company received many applications, you could send a prior notice to candidates informing them that you plan to contact successful candidates only. You can give them a specific period, after which they can assume their application was unsuccessful. You can also opt for automated response systems, which allow you to send rejection emails efficiently.

Read more: How To Write Rejection Email After an Interview

7. Fulfill all subsequent requirements

Employers often have certain requirements they need to fulfill before fully hiring a candidate. This includes background, security, reference, and qualification checks. These are necessary to ensure the employee provided accurate information throughout the application process. While a candidate can have impressive qualifications, honesty and integrity are more beneficial to your organization.

8. Organize an onboarding process

The last step is to organize an onboarding process. Onboarding refers to introducing recruits into an organization. This process encompasses documentation and training in their work duties. A good onboarding process helps new employees perform their duties more effectively, helping them to learn about their duties in a safe environment. This can encourage greater employee loyalty.

Tips for hiring employees

Here are some tips you can follow for a more effective hiring process:

  • Encourage diversity: Optimizing your recruitment process to encourage applications from minority groups can help improve workplace diversity at your organization. Besides fulfilling your civic duty, a diverse workforce can mean better ideas and greater company output.

  • Define the role: A well-written job description can ease your recruitment process by reducing applications from unqualified candidates and increasing applications from those who qualify.

  • Involve others: You can benefit from including others in your recruitment process as an HR personnel. It helps you get diverse opinions on a candidate, which can improve your selection process.

  • Develop a recruitment strategy: Taking the time to prepare a strategy for your recruitment helps the process occur without challenges. It also helps to inform other employees of the recruitment process and strategy.

  • Consider internal recruitment: If you need employees for a senior role, you can consider employees who already work with your company. This can save you onboarding and recruitment costs.

Signs that you need to hire employees

Here are some signs that your company needs to hire employees:

High employee turnover rate

Employee turnover refers to replacing an employee who has left an organization with a new one. A major cause of employees leaving their workplace is if they're overburdened by work tasks. This can be because of an insufficient amount of employees to take on work tasks. Investigate your turnover rate to determine if you need to hire more employees.

Difficulty reaching company goals

When a company has too few employees to execute tasks, it leads to a decline in output. This can hinder the company from meeting company goals within their deadline. Research the situation to determine why company goals are failing to be met. Hiring new employees means you have extra help to accomplish tasks and reach company goals.

Increase in overtime costs

Employers need to pay overtime to employees who work extra hours to complete work tasks in most provinces. If a company has an insufficient number of employees, they need to pay overtime costs often. These overtime costs vary according to province, but they can quickly become significant. If you notice an increase in your overtime costs, it can be a sign you need to hire more employees that can handle tasks during regular work hours.

Increased complaints from customers

When a company has insufficient employees, it can affect output, product quality, and customer service. These issues can lead to customer dissatisfaction and more complaints. Receiving consistent customer complaints can signify that you need more employees to handle your business processes.

Need for employees with specialties

Your business can enter a new phase or grow to a level where it needs specialized services. This is common with startups that become successful and need specialized positions like a c suite, marketing specialists, and data analysts. In such instances, hire employees that can satisfy your company's business needs.

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