Hiring a new employee can feel like a challenging process, especially if it’s been a minute since your business brought on a new hire. We’ve put together a helpful checklist to ensure that you don’t miss a key step.
Ensure your business can legally hire employees
Before you can hire a single employee, you must make sure your business is set up properly. Every company that employs others requires an Employer Identification Number (EIN), provided by the IRS. This nine-digit number is similar to a Social Security number for an individual, as it’s used for business tax purposes. Depending on your state, you may be able to request and receive an EIN online. Your state’s labor department website will have information on how to proceed.
Create an engaging job description
Many recruiters and managers use boilerplate language in job descriptions, which can get very boring for those seeking employment. Instead of using a standard description, try to create something more engaging that truly defines the role and what’s needed.
Post the open position
The next step is getting your open position in front of the right candidates who are looking for jobs. Using job boards is one of the best tools in finding top talent, but manually placing your job ad on hundreds of boards can be time-consuming. Instead, use an applicant-tracking system that can push the listing to the top job boards automatically.
It’s also worthwhile to let other members of your workforce know that you’re hiring. They may know someone who would be a good fit for the role, and having a trusted team member vouch for an applicant can save time and energy.
Interview top candidates
After you receive applications for the open job, the next step is filtering through them and deciding which candidates are well-suited for the role. Those individuals should qualify for an interview, during which you can get to know each person better and identify their key strengths and weaknesses. Interviews can take place on the phone, through video chat, or in person, depending on the location of the workplace and each candidate.
When preparing for an interview, put together questions that will help you learn what you need to know about each candidate. Avoid questions around legally protected classes or potentially sensitive topics.
Extend an offer
When the interview process narrows down the pool to one or two top candidates, complete the final steps in the process (background check, verification of legal ability to work in the U.S.), and then extend an offer. You can use a job offer template to make sure it covers all the key details.
Prepare new hire documents
New hires need to provide key details, including their contact information, payroll details, and employment eligibility. Prepare these documents, including Form I-9 and Form W-4, so they can complete them prior to or on their first day of work.
With these steps completed, you’re ready to welcome your new hire and bring them onboard!
This article is provided for educational purposes but doesn’t constitute legal advice. Please consult with your legal or HR professional for specific advice. You can also utilize HR Help by PPI, a powerful resource that offers access to experienced HR professionals and a library of materials.