A Complete Guide to Hiring Staff
Date Published: April 25th, 2019

Now days, there are many ways by which you can hire a staff such as by posting a job ads on the websites, newspapers and interviewing the candidates on daily basis. It sounds easy to hire someone but lots of hard work is needed to find & hire a good employee.

We don’t know that whether you want to hire a single employee or the whole team but to make you familiar with the hiring staff, we explained the process of staff hiring below which will increase your knowledge as well as it will serve as a complete guide for you.

The Hiring Process: How to Hire a Staff

If you are hiring your first employee or already having few employees but you want to improve the hiring process by searching more good employees, it is considered as a sign of company’s growth. Everybody thinks that recruitment process includes job description, conducting interviews, signing of agreement and finally discussing the salary with the employee but it is much more than that. Hiring is the process of employing right person at the right place and at the right time. The main objective of hiring is to find good employees, getting the best out of your team and understanding your responsibilities as an employer.

Create a Hiring Strategy

You must create a hiring strategy to hire a new employee or employees. After making the hiring strategy, you will get a clear cut idea that what are your employment needs & how you can achieve them? Hiring strategy is basically a plan of action which takes you through each stage of the recruitment process.

While creating your hiring strategy, you need to ask yourself three important questions –

  • Who do you need? – You can ask yourself that which kind of person you want for your business, what type of skills you desire, how many years of experience that person should have, what will be his or her qualification etc. It’s better to hire a person with the right skills rather than hiring and training a non-experienced person to achieve the required skills.
  • How much you can afford? – Find out the current market rate prevailing in the industry to offer a competitive salary to the future employee. The salary you are offering must be in your budget. You have to consider other costs too which includes employer pension contribution, advertising fees for job posting, any incentive you want to offer, other benefits etc.
  • What type of employee do I need to hire? – You have to figure out what kind of employee you need to hire. Whether you want to hire an independent contractor or an employee (part time or a full time). It depends upon how much work you want to allocate. Each type of employee has its own advantages & disadvantages. Do your homework to find out the best employee for your business.

Steps for Hiring Process

The hiring process is divided into 9 steps which are as follows –

Step 1 – Register as an Employer

After making the hiring strategy, you need to register as an employer. It may take time. Therefore, start the procedure as early as possible. To register as an employer, you must register yourself online with HMRC. You will receive employer pay as you earn (PAYE) reference number within 5 days of registration.

You must register at least 2 weeks before you start paying salary to your employees but it must not be more than 2 months before the first salary day.

Step 2- Understanding the Employment Laws

Before hiring any employee, you must have good understanding about the employment laws. Take the help of an employment lawyer or check the government website to learn more about the employment laws and how to comply with them.

Step 3 – Write a Job Description and Promotions

In step-3, you need to write a job description and promote the job opening to attract the best candidates for the job. Search for an ideal employee is not an easy task. You are searching for an employee who should be a best fit for the organization but job seekers are also looking for the right employer, job & the workplace for them. Therefore, to find a perfect employee for the organization, your job description should be unique, well organized, in proper detailing and stand out from the crowd.

Job description should include job title, information about your business, main goals of the business, roles & responsibilities, experience& skills required, hours of work, place of work, to whom you will report, application details, perks & benefits etc. Job description should not be discriminative or breach diversity & equality laws. Kindly accommodate those peoples who are caring for a child or sick or elderly members of the family.

10 ideas to promote your Job description
  • Website
  • Company’s social media accounts
  • Personal social media accounts
  • Referrals from existing employees, business partners or clients.
  • Local community groups or business organizations
  • Trade & industry associations
  • Job boards
  • Local government agencies
  • Universities
  • Recruitment agencies

Step 4 – The Selection Process – From Interview to Job Offer

Selection process starts from conducting interviews and ends at offer letter creation. Many job seekers apply for a single job and the question arises here is how can we choose a single employee or employees among the lot of applications received by us.

In order to shortlist one or more employees from the bucket of applications received is the most challenging and time consuming part of the recruitment process. The steps in shortlisting or filtering the candidates for interview are –

  • Select number of candidates you are comfortable with and make the list of them.
  • List the mandatory attributes of a job. Make a second list of candidates qualifying with the mandatory requirements.
  • Give an edge to candidates qualifying with all the requirements over others.
  • Tell the candidates that you are shortlisted for the next round of interview and inform them about the next round in the recruitment process. Say thanks and wish all the best to the rejected candidates for their job search.
Interviews

After getting the list of shortlisted candidates, call them for interview and make estimate about the following –

  • How many interviews you have to take?
  • How much time you need for each interview?
  • Type of interviews?
  • Questions you will ask in each interview?

After shortlisting the candidates by taking interviews, make an offer to the candidates, they can’t refuse. Kindly gather all the information – Cover letters, resumes, interview notes to inform your decision. If other persons are also involved in the interviewing process, kindly take feedback from them about the candidate.

You must do a reference check before making an offer to the candidate. Ask for two references and for permission to contact them. Make an employment agreement and send it to the chosen candidate over e-mail. The candidate will sign the agreement and accept the offer over e-mail and sends an offer acceptance e-mail in response to the employer that he or she is ready to join the organization.

Step 5 – Check your Employer Responsibilities

In the step 5, you need to check your employer responsibilities and make sure you are well prepared. Kindly act in good faith and treat employees fairly, pay the employees on time, deduct correct amount from their salaries and wages, protect employee’s privacy by securing their personal data, monitor health & safety and provide the details of leave entitlement and public holidays.

Step 6 – Employee Forms & On Boarding

After hiring the employee, it’s time to take them on board. Make a good impression while onboarding the employee. Welcome the employee, make him feel at home and valued them as a part of your team. Employee on boarding is not only induction & orientation; it is a process of setting expectations, building relationship and providing support to employees so that they perform best for the organization.

Top 5 tips for a great employee onboarding experience –

  • Make sure that you should be fully prepared before your employee’s first day.
  • Tell employees how they can succeed at their job by providing them a clear roadmap.
  • Become familiar with them by becoming their helping hand or do a casual chat with them for some time. It makes employees feel that you are ready to answer their every question.
  • Make them feel at home and valued.
  • Help them by telling small things like where is the lunch area, how to use the printer etc. Kindly provide all information required by the employee at the time of joining. It will help them succeed.

Step 7 – Run Payroll for your Employees

Paying your employees correct & on time is another important step you have to take care of. It’s a legal requirement & should be fulfilled on time.

Payroll contains the list of employee’s and the amount of money you have to pay them. It includes salaries or wages, allowances, bonuses & other benefits etc. Tax deductions are also a part of a payroll. Payroll is prepared by 4 ways –

  • Spreadsheets
  • DIY Software
  • Full service software
  • Outsourced to any other organization

Step 8 – Manage Employee Evaluation

In the 8th step, you have to do employee evaluation which is very necessary to know that whether the employee is going on the right track or not. Employee evaluation is a very important step by which employees knows about their current performance, goals achievement, improvement needed or not etc. It is a process by which you can give feedback to your employees about their performance. It motivates your employees to do better work for the organization.

Five tips for effective employee’s evaluation –

  • Be objective
  • Give constructive feedback
  • Explain what is the importance of employee evaluation
  • Don’t wait for employee evaluation to raise any issue
  • Show your appreciation

Step 9 – How to Grow your team after hiring few persons

If you think that employer task is to hire, onboard, pay and evaluate the employee. Then, you are wrong. It also includes leading and building an effective team. Encouragements, respect, trust among employees plays an important role in building an effective team. All employees are different from each other on the basis of their personalities, experiences, strengths and weaknesses but you have to take them together to achieve organizational goals.

How Nomisma Payroll Software helps?

Are you looking for HMRC payroll software, Nomisma payroll software helps you in managing employees and payroll information. It provides you information about each and every employee as well as their salaries, incentives, other benefits and even deductions as well. Nomisma guides you on small businesses topics like invoicing, payroll, bookkeeping etc. It also provides you information about reporting, leave management and always keep you updated on business finance & payroll. Try Nomisma today.

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