How to Find Employees

If your small business has taken off and you need extra help keeping things running, it’s probably time to bring some employees on board. Fortunately, there are many tools, resources and platforms to help you hire good employees for your business — if you know how to use them.

How to hire employees for the first time

If you’re hiring for the first time, you’ll want to spend time on the logistics before creating a job post. If you already know the basics, you may want to jump ahead to our tips for finding good employees.

1. Decide how many employees you need.

While bringing a whole team on board may sound enticing, especially if you’re currently a one-person band, you don’t want to stretch your budget too thin. Consider what you need to keep things up and running. It’s better to start small and stay within your means to ensure your business turns a profit.

2. Research the legal rules for hiring employees.

There are some legal hoops you’ll need to jump through when hiring W-2 employees and freelance contractors. While the exact requirements will vary by state and your industry, you will likely need to do the following when officially hiring employees:

• Get an Employer Identification Number (EIN).
• Register with your state’s unemployment office.
• Verify your candidates’ eligibility to work in the U.S.
• Obtain workers’ compensation insurance.
• Set up a payroll service to withhold taxes.
• Have new employees fill out a W-4 form (for regular employees) or W-9 form (for freelancers/contract workers).
• Create a detailed employee handbook outlining policies and benefits.
• Comply with OSHA rules, if applicable.

3. Create your job post and share online.

Creating a detailed job post can help candidates determine in advance if your company sounds like a good fit for them. Posting your job openings on online outlets is one of the best ways to find employees near and far.

4. Review resumes and cover letters.

You can screen potential candidates by reviewing resumes and cover letters, making sure they have the basic qualifications for the job. That said, not everyone shines through their resume.

For example, maybe someone didn’t complete their bachelor’s degree but they gained extensive experience from 20 years in the field. It’s worth looking at a candidate’s overall potential as opposed to automatically discarding resumes that don’t list a specific degree.

In fact, a recent bill called the Opportunity to Compete Act has been proposed to end hiring bias against workers who don’t have a bachelor’s degree — which could lead to the amendment of the Fair Labor Standards Act.

5. Schedule a short phone interview.

If you’re a brand-new business, you probably don’t have a human resources (HR) team in place yet. If that’s the case, you will likely need to conduct initial phone interviews yourself. Make a list of key questions to ask, such as what skills they gained during their last position or what assets they think they could bring to the team.

6. Have candidates complete a test.

For some jobs, it makes sense to have potential candidates do a paid trial assignment before moving them onto the next stage of the interview. This will differ based on your job, industry and the open role. It’s not entirely necessary, but can help you assess how each candidate performs with the specific tasks.

7. Schedule follow-up interviews.

If you have other managers on board, you can have them take part in the interview process. Otherwise, you can schedule an online or in-person interview to do a deeper dive into the candidate’s background and future goals.

Here are some things to focus on during the interview:

• Personality and work style traits
• Communication skills
• What they did and how they grew in their previous role (plus why they left)
• Their hobbies and interests

Make sure to encourage the candidate to ask you questions in return — they are interviewing you as much as you’re interviewing them.

8. Contact applicant references.

For candidates who have previous job or professional references, go ahead and follow up with them. This could be especially important for recent college graduates who have yet to start in their professional field. In that case, talking to one of their college professors can help shine light on their weaknesses and strengths.

9. Make a job offer to your top applicant.

Once you’ve found your dream applicant, write up an offer letter outlining salary and benefit details. Since the job market can be fiercely competitive, it’s worth moving fast before they accept another job elsewhere.

At the same time, make sure to keep any backups in the loop so they don’t lose heart and disappear. That way, you can offer the job to the next person on the list if your top candidate declines.

9 tips to find good employees

While recruiting top talent for your small business can take time and effort, using the right tools can make the process a little easier to manage. Just remember — it’s better to take your time to find a good fit than hire someone quickly and realize you aren’t on the same page.

1. Create a detailed job post

The first step for finding new employees is to create a job post that attracts high-quality candidates. In a competitive job market, you’ll need to follow some best hiring practices in order for your listing to stand out.

Here are some basics to include in your job post:

• Job title: Create a title that effectively describes the role’s duties and responsibilities. The more specific, the better it will catch a prospective employee’s eye. For example, saying “Writer Needed” sounds too vague, leaving candidates unsure of what skills might be required. Instead, a title like “Investment writer needed with SEO skills” helps narrow it down, painting a clear portrait of what this job is about.
• Description: The most effective job postings present key information to applicants immediately — what kind of company they’d be working for and what kind of work they’d be doing on a day-to-day basis. Try to summarize the job in a few sentences while focusing on the most important aspects.
• Responsibilities: Bulleted lists can be an effective way to provide easily scannable, quick-hitting job responsibilities. Don’t force candidates to read through several long blocks of text to get to what they need. But don’t skimp on details, either. Try your best to outline the hours needed, what tasks they’ll need to do, and if there are opportunities for growth within the company.
• Qualifications: Be clear about the professional background and experiences you expect candidates to have for this job. But also keep in mind there’s no such thing as a “perfect candidate.” Even if someone doesn’t check all the boxes, they could still be a great addition to the team, especially if they have a good attitude and a willingness to learn.
   
  You’ll also need to list any professional credentials or certifications that may be required for your industry. For example, if you need to hire a truck driver and your state mandates that truck drivers need a commercial driver’s license, mention that in the job posting.
• Salary and benefits: Job seekers are more likely to pass on a job posting if you don’t share any information about potential salaries or job benefits. Instead of talking vaguely about company culture, be specific about what kind of health care coverage, paid time off and other benefits an employee can expect to receive. You don’t want to take an ideal candidate through the entire interview process only to find your job offer isn’t competitive enough.

Tip: Review other job postings

You can learn a lot by researching how competitors in your field hire employees, including their job postings and descriptions, salary ranges, benefits and onboarding processes.

If you see crucial details missing from their posts, make a point to add them to your job descriptions. And if you see an employee perk that seems to generate a lot of attention, such as a home office stipend, consider adding it to the job description.

Since there can be a lot of competition in the job market, it’s important to find what makes your work environment stand out. Highlight these advantages to draw in the best employees.

2. Share the job posting

Once you’ve created a solid job posting, it’s time to spread the word. Here are some ways to let potential employees know your small business is expanding.

Online job boards

Job boards and job search engines are websites designed to connect employers and job seekers. Some job boards charge a one-time fee or subscription, but others, like Indeed, let you post jobs for free and monetize their platforms by offering premium features. Depending on your recruitment needs, those premium options could be worthwhile.

Here are some of the most popular sites for finding employees:

• Indeed: Perhaps the most popular job search engine, Indeed allows you to post job listings for free — or you can pay to sponsor a listing.
• ZipRecruiter: By posting a listing on ZipRecruiter, it’s automatically shared on a wide range of other job boards as well.
• LinkedIn: A platform for professional networking, LinkedIn also offers the ability for employers to post jobs on the site.
• Glassdoor: Employees can anonymously review their employers and provide salary information on Glassdoor, which includes a job search engine.
• Monster: A longtime presence in the online job market, Monster offers premium packages to employers who post job listings.
• Upwork: Unlike many other job sites, which pair companies with candidates seeking full-time employment, Upwork is designed for freelance contracts.

Social media platforms

Social media can be another great outlet for generating interest in your company’s open positions. In fact, a recent study found that 73% of job seekers ages 18 to 34 landed their last job via a social media platform. If your company has a strong following, you could broaden your reach by investing in social media advertising.

You can also encourage current employees to share any job opportunities on their personal social media pages. Having your current staff rave about your company can be an effective way to lure in new talent.

Here are some leading social media platforms to use when recruiting employees:

• LinkedIn: Over 90% of recruiters report using LinkedIn to search for candidates. As a professional social media app, this can be a great place to boast about your company and attract high-quality talent.
• X (formerly Twitter): This platform can be great for building and growing a following based on what your business does. When it comes time to post a job, your followers can repost the listing to reach a wider audience.
• Instagram: Generally used by a younger audience, you can use Instagram to showcase the fun and exciting parts of working at your company.
• Facebook: Facebook has a wide range of specific groups that share niche roles. For example, posting in a freelancer group could be a wise move if you need a short-term contractor.
• TikTok: If you have a creative spark, you could generate interest in your company by posting engaging videos. The more followers you get, the more potential candidates you can reach when the time comes to post a job listing.

College and universities

If you are looking to hire interns or entry-level workers, colleges and universities can be a great place to start. You can connect with nationwide schools to fill remote positions. Otherwise, developing an ongoing relationship with local universities and colleges can help when you need to recruit students and graduates for in-person roles.

Depending on your business, you might even be able to create a job for a local college’s work-study program.

Colleges and universities typically have a career services department, which focuses on sharing job opportunities with current students and alumni. In addition, career counselors can help provide a range of resources and support to help students prepare for their first real job, such as editing resumes and sharpening interview skills.

Professional Associations

If you’re struggling to find the ideal candidate for a niche role, consider joining a professional association. A professional association is an organization that connects like-minded professionals working in a similar field or industry. These groups often meet regularly to discuss new discoveries in the field and share relevant opportunities.

Some examples of professional associations include the Association of Computer Engineers and Technicians, the American Financial Services Association and the National Society of Accountants (NSA).

You can find an association that fits your business and start building a relationship with its members. Over time, the members can help point you to other members who might have the qualifications and experience you’re needing.

Physical signs

An old-fashioned “Help Wanted” sign can still be effective in today’s digital age, especially if you have a business that engages directly with its customers. For example, if you recently opened a pizza shop and need experienced cooks, you can post a sign on your window. Depending on the type of business or role, you could have a stack of applications ready or a flier with a QR code if someone walks in and expresses interest in the job opening.

Generally, with those types of announcements, you’ll want to present some of the most basic information related to the role — such as the available shifts and estimated hourly wage. Mentioning any potential incentives like benefits or a signing bonus can help create more buzz around the role.

In addition to hanging signs at your business, you can post fliers around town, such as at libraries, cafes, colleges or anywhere else you think jobseekers might be looking.

3. Create a careers page on your company’s website

Creating a careers page on your business’s website can help potential candidates quickly scan open positions to see if any fit their credentials. If you hire often, you can create your own job board on your page that integrates with a software platform like Greenhouse, which helps facilitate the hiring process from postings to interviews. If you run a smaller company, you can simplify things by just adding a description and an email for applicants to send resumes to.

Furthermore, a detailed careers page can help spread the word of open positions with your regular audience. For example, if you have a local dog walking business and a regular client goes on your site to book their next session, they might see that you’re hiring for more dog-walkers. Perhaps they have a friend who loves dogs and is looking for a job.

Here are some key elements to include on your company’s careers page:

• Your company’s core values: Why would potential employees want to work with you? What do you offer that competitors don’t? List your company’s mission statement and what things it prioritizes, such as a great work-life balance, flexible hours or top-of-the-line benefits.
• A photo or video gallery: Showcasing pictures and videos of your team in action or going on a team-building adventure can help draw in qualified candidates, especially those who are looking for an exciting, upbeat work environment.
• An FAQ section: Try to answer potential candidates’ essential questions, such as how to submit an application, what the hiring and onboarding process looks like and if there are opportunities for growth within the company.

4. Attend job fairs

Job fairs are similar to speed dating, allowing job seekers and employers a chance to see if they’re a match and share similar qualities, skills and long-term goals. While setting up a booth at a job fair typically requires a fee, it can be a great way to promote your brand to a wide audience. Plus, it gives you the chance to meet people face to face, which can often be more effective than reading a stack of resumes.

You can search for local and nationwide career fairs online to see which could be a good fit for your business. LinkedIn also posts industry-specific career events and virtual job fairs. And if you sign up for Eventbrite, you can get notified when local job events pop up in your area.

5. Promote from within

Sometimes the best job candidates might already be working for you — and those candidates already have the institutional knowledge of how your company operates. In fact, research shows that promoting internal candidates can save a business time and money since you don’t have to run ads, do background checks or provide extensive training. Additionally, promoting existing employees can help boost morale while improving your company’s retention rate.

Because of this, it’s worth promoting good workers from within if you think they can handle the new job.

6. Build an employee referral program

Encourage your employees or coworkers to help you find high-quality employees. Some companies incentivize employee referrals by offering special bonuses. For example, if a referred candidate is eventually hired, the employee who made the referral can earn a cash bonus or a gift card.

7. Work with a recruitment agency

If you’ve been struggling to gain traction with your public job postings and have the resources to partner with a recruitment company, it could be a great way to find the right candidate for your job opening.

For highly specialized or senior-level positions, a headhunter or consulting agency that specializes in executive recruitment can discreetly source a pool of qualified candidates and begin the screening process.

If you’re looking to fill a larger volume of jobs, or perhaps find seasonal workers for certain kinds of roles, a staffing agency can help find workers who fit an employer’s needs.

8. Focus on diversity and inclusion

Creating and supporting a diverse and inclusive workplace can help attract a wide range of candidates. According to Glassdoor, more than three out of four job seekers and employees believe that a diverse work environment is a critical factor when considering a job offer.

Be sure to specify that your company accepts employees from all backgrounds and abilities. You can use the Equal Employment Opportunity (EEO) Statement in your job description, which is required for some federal contractors. For example, you can state that your company doesn’t discriminate against candidates and employees because of their sex, race, gender identity, disability, religion, national origin, age, veteran status or any other status protected by law.

9. Improve company culture

Creating a positive work environment for your current employees can go a long way in improving employee retention and attracting new talent. For example, if an employee leaves your company because of negative reasons, they could vent about their experience on Glassdoor or discourage colleagues from working with you in the future.

Here are some ways to improve your company’s culture:

• Recognize and celebrate every win. If your team met this month’s goals, make a big deal by praising everyone in the next team meeting. Someone stayed late to power through on a last-minute project? Bring them a celebratory cupcake the next day.
• Maintain a healthy work environment. Slow and steady wins the race. Check in with your employees to make sure nobody is approaching burnout. Consider having an anonymous box where employees can voice their complaints, questions or suggestions.
• Support your employees’ growth. Offer opportunities for your team to take their talents to the next level, such as paying for relevant training sessions or promoting them to higher roles. If an employee is falling behind in work, check to see if they’re actually feeling restless and bored. Sometimes a new challenge can spark creativity and productivity.
• Offer a flexible work schedule. Based on research from the World Economic Forum, switching to a four-day workweek has shown an increase in productivity and physical and mental health, while reducing CO2 emissions for those who travel to work on a regular basis. While not all companies can make this switch, consider offering extra personal days that employees can use when needed to rest and recharge.