And just like that we’re on Episode 4 of ‘We All Have One’ podcast and I continue to be so, SO appreciative of all the support. You guys are seriously amazing! If you’re not following over on Instagram yet, what are you waiting for?! And don’t forget to leave a review with any feedback or thoughts so we can keep climbing the ranks and bring even more exciting things to the show!
So let’s dive on in to Episode 4, shall we?
This episode is all about hiring employees. You might be sitting there like, Corri, hiring isn’t THAT hard, what is there to know about hiring, really? Well, sit down and buckle up because in this episode I spill all the tea on what you need to have thought out and organized before you even post a job listing AND all the info you need to have ready before your employee walks through the door for the first time.
I mean, hiring an employee means considering things like legal obligations, expenses and, of course, everyone’s favorite thing, paperwork. Speaking of expenses, I recently read in Entrepreneur Magazine that hiring and training a SINGLE employee will cost about $4k!! For ONE PERSON! How’s that for some perspective.
It’s OK, though, I got you.
The checklist I walk through in the episode and made notes on for you below will have you well on your way to hiring your next employee. Yes, it might be a bit overwhelming but trust me when I say it’s better to have this info than not. Think of me as your biz therapist. I’ll give you some tools and then it’s up to you to go out and make it happen.
Now, let’s talk hiring!
Decide what you can afford
Here’s your first tip for hiring: Your first employee will cost more than just their salary. As an employer, you may be required to pay state payroll taxes, unemployment taxes, and workers’ compensation, as well as other expenses like equipment, workspace and benefits. Your mind blown yet?
This is why you’ll want to consider whether it makes more sense to hire a full-time, part-time or independent contract employee.
But wait, you’ve heard of full-time and part-time, so what is an independent contractor? This is someone that you bring on for specific projects on a temporary basis. Think website work, window installs or anything your business might need done only once or twice.
Permanent employees (full-time and part-time) will have a stronger sense of company loyalty and long-term commitment to your vision.
Once you have the decision made on what kind of employee you want to hire, these are things you’ll want to do next:
- Obtain an EIN (Employer Identification Number) from the IRS
- Sign up for your state’s new hire registration system
- Obtain paperwork to withhold taxes from your new hire
- Prepare Form I-9 to verify your new hire’s eligibility to work in the US
- Find out if you need to purchase workers’ compensation insurance in your state. Also consider disability insurance
- Set up a payroll system and minimum wage
OK, so you’ve decided what kind of employee you need and now you need to be ready for them. At this point, it is GO TIME and you can’t be putting shit together in the moment. Have an employee manual ready to go that includes the following:
Policies and Procedures
Attendance (tardy, calling in, clocking in/out system)
Corrective action notice
Dress Code, broken down by men/women (makeup, hair, jewelry, tattoos)
Social media policy and the protection of your brand
Any special policies that pertain to your industry, operating agreements etc.
This employee manual should then be signed by both parties.
Employment Application (for tax purposes)
You have been prepping your ass off and now it’s time to get your employment application fine-tuned. This part of the episode is CRUCIAL. Your application should include
At-will employment is a term used in U.S. labor law for contractual relationships in which an employee can be dismissed by an employer for any reason (that is, without having to establish “just cause” for termination), and without warning, as long as the reason is not illegal (e.g. firing because of the employee’s race, etc.
Employment Eligibility Verification- I-9
Depending on your hiring needs and finances, you’ll need to determine the status of your new employee as being part-time or full-time. According to the U.S. Department of Labor, part-time workers are those who work 20 hours or less per week, while full-timers log in 30 hours or more. Because states differ on the payment of benefits to part-time employees, you should check corresponding regulations with your local department of labor always. Part time accrual of PTO monthly in IL for example.
A compelling job description
For small businesses, getting the job posting right is critical for standing out. You want applicants to see that you’ve got something pretty effing incredible happening and that it would be a privilege to be a part of it. Here’s what you need for a bomb-ass job description:
- Accurate job title
- Overview of your company
- Key job duties and responsibilities
- Required and preferred skills
- Employee benefits or perks
TIP: Pay to job post. It’s worth the investment and saves so much time from not having to go through resumes that are not qualified.
Below is a freaking incredible job description by artist and entrepreneur extraordinaire Ashley Longshore. Yes, it is a little less traditional than what I would typically recommend and it was posted to Instagram, but it’s a reflection of who she is and the business she’s built, which is EXACTLY what you want to convey in your description.
Ashley Longshore Job Ad:
I am so excited that a BIG position has opened UP in my company!!!!! I am looking for some badasses who can excel in a fast paced, high pressure environment! I am looking for TALENT!!!!!!! You gotta be able to thrive on deadlines and opportunity. I need someone motivated as hell who is a leader….. I need someone who can communicate clearly…. I need a design star to be attached to me at the hip for some BIG global projects and also my day to day design!!!!!! My studio is not a millennial day spa. Its not a fucking party. I am not gonna baby you or hold your fucking hand. I need a fucking adult who is ready to SUCCEED! We have big opportunities, tight deadlines and we thrive on overachieving! I want someone MOTIVATED and ENTHUSIASTIC!!! You have to work QUICKLY and with PRECISION!!!!! I want someone that wants a CAREER not just a fucking JOB…. who is ready to get to work?!?! Email email@example.com… I am interviewing this week! LET’S GET TO WORK!!!!!!!
TIP: Keep the resume submissions that you receive for legal reasons, just file them in a folder by date and job title.
Time To Interview
And now it’s time to be a boss and interview potential employees. To sift through applications and find out which applicants meet your basic requirements and desired skill level, consider these three things:
- Reviewing resumes and cover letters – this will be easy to see who followed the submission instructions and who did not
- Conduct 15-30 minute phone screens
- Communicate with candidates through email initially and judge them based on communication, functionality, response time, etc.
Open Interview Block
This might be a little different than what you were expecting me to suggest in the episode, but interview blocks can save you SO many headaches and frustration from people being late or blowing off the interview altogether. Only open the block to applicants you consider qualified candidates, though.
To get you prepped and ready for your interviews, remember these two very important things I go over in the show. And just because I love you guys, I also share example interview questions in the episode but also included a few below as well.
- Some questions are off-limits
Whether on a written employment application or in person, it’s unlawful to ask about an applicant’s age, sexual orientation, marital status, religious affiliation or race. And questions pertaining to the nature of a physical, emotional or mental handicap can only be asked if an applicant will need special accommodations for performing a specific job.
During your dialogue, you should also be mindful of other important federal laws including:
- Title VII of the Civil Rights Act of 1964, which covers the subject of discrimination or harassment on the basis of race, religion, sex or creed
- The Age Discrimination in Employment Act of 1967
- The Americans with Disabilities Act of 1990
- The Family Medical Leave Act of 1993
- Check references
Before making a formal job offer, be sure to ask the contender for at least three references. Two of the references should be professional, and one should be personal to help endorse the character of the applicant. Then pick up the phone and call those references – do not skip this step! You’d be surprised what references are willing to tell you about an applicant if you’d only ask.
Be sure to keep your queries as objective as possible, and if you’re speaking to the professional references, make sure they relate directly to the candidate’s job performance and duties and to information provided on the application or resume, or to information provided during the interview.
Forms of discrimination that apply to interviewing and hiring are also applicable to reference checking, so be sure to avoid questions that involve race, age, disabilities, national origin, religion or marital status. For a personal reference, find out how long they’ve known the person and then ask about the person’s character and work ethic; you might also ask if the person would hire the applicant themselves if they had an appropriate job opening to fill.
Interview Example Questions:
- What do you know about our company and why do you want to work here?
- What one skill makes you the most qualified for this position?
- How would you describe your own working style?
- What three words would you use to describe your ideal work environment?
- Tell me about a time you had a difficult working relationship with a colleague. What was the challenge, how did you address the situation and what did you learn from the experience?
- What is your ideal position and why?
- Do you have any questions for me?
Make Them an Offer
You are in the home stretch, friend, so be sure to listen up at this point in the show! I offer SO many good tips for streamlining the offer process! But the main thing is after you make a verbal offer, follow up with an official offer letter. Your offer letter should explain the terms and conditions of employment and include details, such as:
- Job title
- Start date
Alright, do you feel ready to go out and hire an employee?! I truly, truly hope you do and that you found value in all of this info. If you have any questions or thoughts, the comment section on this post is a great place to leave them! And please be sure to leave a review here after listening to the show and keep showin’ love on our Instagram.
Thanks again for listening and can’t wait for episode number 5!!