Advertising
Advertising

5 Simple Steps to Hiring Your First Employee

5 Simple Steps to Hiring Your First Employee

It’s awesome to see people creating and growing businesses, particularly when you get to watch them hit certain milestones. Hiring your first employee is one of those milestones. Congratulations!

Whether you’re trying to explode with an innovative tech startup, take your freelancing business to the next level, or anything in between, you’re eventually going to have to hire someone to keep growing.

Don’t worry, it’s not that arduous of a process. Just follow these five simple steps to hiring your first employee!

1. Determine what kind of hire you need.

Do you need a part-time employee, someone to work with you full-time, or someone to whom you can contract out projects and assignments as needed? Maybe you already know the answer. If you’re not sure, answer these three questions first.

How much work is there?

How much work would you be able to give them right now? Another way to phrase this is: How much would you be able to take off your plate, so that you can focus on work only you can do?

How much work will there be?

How much does your new hire need to grow with you? Are you trying to scale? Is the work you’re hiring your first employee to do something you have little-to-no experience in? How important will this person be to you?

How will this affect you financially?

How will choosing a part-time employee, full-time employee, or contract worker affect your finances, tax planning, etc.? Regulations differ between employees and contractors, with an easy differentiator being whether or not you control their schedule.

Advertising

It will be best for you to review the IRS’s comparison of independent contractors and employees to better understand the best choice for your situation.

Once you’re able to take a firm stand on which kind of hire you need, then you get to do the most fun job of all!

2. Take care of the paperwork.

Some of this you’ll need to do before you hire, and some of it after. Paperwork is generally everyone’s worst nightmare, but if you take it one step at a time, it doesn’t have to be that bad.

If you’re hiring an independent contractor, things are rather simple. You’ll only need to worry about three forms.

  • Independent Contractor Agreement: This is a form that lays out your professional relationship, ownership of work, and other legal jargon.
  • Form W-9: This is a request for the contractor’s tax ID (or SSN), which is crucial for everyone’s records and payments.
  • Form 1099-Misc.: If you’re going to pay your independent contractor more than $600/yr (likely), then you’ll need to submit this for your end of year tax filings.

If you go on to hire an actual employee, everything changes. It’s not more difficult, per se, but you certainly have more responsibility. Here’s what you’ll need to do.

  • Get an EIN (Employer Identification Number) from the IRS
  • Create records for withholding employee taxes
  • Verify your employee’s eligibility to work in the U.S.
  • Report that you’ve hired an employee to your state
  • Get workers’ compensation insurance (requirements vary by state)
  • Post certain required notices/posters in your office that explain relevant laws

For more information on each of these steps, and a complete guide on how to file your business taxes, click here.

Hiring an independent contractor is probably looking good right about now, but that’s not always the best fit. Before making any assumptions, be sure to review point #1 and the linked guides.

Advertising

3. Create a job posting.

How should you approach your job posting?

First things first, you and any partners you have need to know what you’re looking for. If you’re not entirely sure, or if your group can’t come to an agreement, try answering these questions.

  • What’s currently your biggest pain point? What could be done to alleviate that pain point?
  • What will be your biggest pain point in six months? What will you need to do to alleviate that pain point?
  • Would you need your hire to more frequently follow a list of instructions, or have autonomy in their work?
  • Will their duties be more task-oriented, creative, project-oriented, or strategic?
  • What interaction will your hire have with you and/or any partners you have?

Once you’ve answered these questions, then you’re ready to craft a job description. Your job description should include:

  • A description of your company
  • A description of your ideal candidate
  • Key or primary duties
  • Less frequent responsibilities
  • Targeted compensation range and any benefits

How should you present your opportunity?

You might hear recommendations to focus on keywords, which many interpret to mean “use a lot of buzzwords.” Don’t do that. Instead, focus on accurately representing your company.

If you’re a trendy creative agency run by a few twenty-somethings, mirror your job description to that personality. If you’re a private practice lawyer looking for a secretary, act like it.

The degree to which you should be professional or casual in a job description depends on the degree to which you are professional or casual in your work.

Now you need to post that job description. Uploading it to Proven will automatically post it to all the major job boards, like Monster, Indeed, and 100+ others. Then you’ll get any responses aggregated through Proven instead of having to go to every individual job posting site.

It’s also a best practice to share your job posting across Facebook, LinkedIn and other social networking sites. After all, you’ll probably trust a friendly referral over a stranger’s application.

Advertising

4. Conduct the right interviews.

Once you start talking to candidates who meet your criteria, I’ll trust that you know enough about your business and the personalities involved to make the right choice. But here are a few tips for what might be your first time interviewing people.

Don’t talk about these things.

There are a handful of questions you need to stay away from for legal reasons, like those relating to age, marital status, arrests, sexual orientation, mental health, religion, and race.

Basically, stay away from everything people would recommend avoiding during a dinner conversation.

If you get into these topics and choose not to hire that candidate, you could be on the chopping block for discrimination. No one wants that.

For a full breakdown, refer to the Equal Employment Opportunity Commission.

Confirm compensation.

Make sure you and your candidate are in the same ballpark regarding compensation. If those expectations are not met first, everything else is liable to fall apart.

That’s why it’s important to have this information in your job posting, and why you should confirm you’re on the same page early on.

Advertising

Ask either of these two questions.

What would be your ideal situation? Or, what are you looking for in your next step?

Either of these questions should help you to flush out whether your candidate is spewing whatever they think you want to hear to get the job, or if the two of you would actually be a good fit.

A good follow up question could be: What would be a deal breaker for you?

On one hand, you can see if there’s going to be tension with this hire in the role you need. On the other hand, you get to see if they actually know what they want.

5. Take your pick.

If you’re following these simple steps to hiring your first employee, then you have so far decided what’s best for you, completed the appropriate paperwork, put the word out about your opportunity, and spoken with several candidates.

Now all you have to do is actually hire someone! (And finish the appropriate paperwork; see point #2.)

Running a business is a difficult process, and finding the right personnel can be a big stressor. How do you find the right people? How do you make sure your own tail is safe come tax season? But this doesn’t have to be that stressful. Just follow these simple steps to hiring your first employee, and you’ll be good to go!

More by this author

Kenneth Burke

Director of Marketing

Man Reading Kindle 14 Books To Help You Always Reach Your Goals Mittens Holding Coffee 12 Scientific Reasons Why You Should Drink Black Coffee Every Day 8 Steps to Ensure Success With Your New Website 8 Steps to Ensure Success With Your New Website Simple Steps Hiring Your First Employee 5 Simple Steps to Hiring Your First Employee Tips Help You Rent Dream Apartment 8 Tips to Help You Rent Your Dream Apartment

Trending in Work

1 12 Practical Interview Skills to Help You Land Your Dream Job 2 10 Key Elements of Effective Meetings to Avoid Wasting Time 3 Pick Your Job Based On What You Love To Do, Not How Much You Have Invested In. 4 What Is a Mentor And Why You Should Find One For Yourself? 5 10 Signs You Have Created a Good Work-Life Balance

Read Next

Advertising
Advertising
Advertising

Published on September 16, 2020

12 Practical Interview Skills to Help You Land Your Dream Job

12 Practical Interview Skills to Help You Land Your Dream Job

Today, with many companies going remote—at least until there’s a COVID-19 vaccine—technical proficiency is a vital skill for every interviewee to master. You may be asked to interview for a job on Zoom or Microsoft Teams. The way you handle yourself in the online interview (your interview skills) will say much about your ability to work from home efficiently.

Does your workspace look clean or cluttered? Is the area free from noise? Is your home office well lit?

Once hired, you may be asked to organize meetings on Zoom and other platforms. Along with mastering the technology, you will have to learn to follow certain protocols.

Now is the time to get up to speed on your technical skills. Learn which interview skills are needed for the particular job for which you are applying and practice them.

Online learning sites, such as LinkedIn Learning and Udemy, offer courses for free or a nominal membership fee. If you are a DIY type, make use of training videos offered through your particular digital tools.

Additionally, demonstrating that you have these 12 interview skills will help you land your dream job.

1. Organization

When you work in a brick-and-mortar office, some of the organizing is left to others. Your direct supervisor may host a Monday morning quarterback meeting where each worker reports on the progress on their tasks.

When you work from home, much of the organizing will be left up to you. To a much greater extent than before, you will need to develop a schedule and stick to it. Some tasks may be faster to complete from your home office where you don’t have other workers competing for your attention.

Conversely, you may find that some tasks that would have gone quickly in an office seem to take forever from your home computer. Your phone may ring a lot, which can distract you, or you may have kids and a spouse who inadvertently disrupt your schedule.

To do: Set a schedule and stick to it.

To discuss during your interview: Be specific. Point to the interview skill you utilized to create a schedule for a complex work project and followed it.

Advertising

2. Flexibility

You set a schedule for the completion of your tasks, but your prospective boss gets their work done between the hours of 2:00 and 8:00 a.m. Your West Coast partners are three hours behind your East Coast partners, and one of your partners lives in England while another lives in Australia.

Feedback and collaboration (see point 3) may need to happen asynchronously. Be the flexible candidate—the person who is willing to occasionally disrupt their schedule for the greater good of the team.

For extra credit: don’t just look up time zones, look up whether they observe Daylight Savings Time.

To do: Be flexible about meeting times.

To discuss during your interview: Highlight a time when you worked on a team where members lived in different time zones. Discuss your processes.

3. Collaboration

As recently as six months ago, before the pandemic raged around the world, collaboration wasn’t quite as essential as it is today. In a remote office setting, collaboration doesn’t just mean working well with others—but actually sharing documents and editing them online on time.

Several cloud-based tools, such as Google Drive, Basecamp, and Trello, enable the type of collaborative teamwork that most companies want today.

To do: Download the correct software and practice using it.

To discuss during your interview: Discuss how you worked remotely with a group. Share how you overcame certain challenges.

4. Poise

Murphy’s Law states, “Anything that can go wrong will go wrong.”

When things do go awry, keeping your wits about you will demonstrate your consummate professionalism under fire. This will show your future bosses that you will be able to work well under the pressures of remote work.

Advertising

What could go wrong, you ask? You might be muted without realizing it—your Internet connection may not be robust, your headphones may blip out, your cellphone may ring, Zoom could have an outage. The list goes on and on.

To do: Make sure you have the most up-to-date versions of Skype and Zoom uploaded.

To discuss during your interview: Consider highlighting a time when a project did not go as planned. Demonstrate the interview skills that allowed you to rise to the challenge.

5. Communication

Your ability to handle online communication is one of the top critical skills you will need to thrive in today’s remote workplace. Download Slack if you haven’t already. Get used to toggling to a different form of online communication if one of your tools fails.

When it comes to the preferred format for your online interview, demonstrate proficiency by offering several different options. Give your phone number, Google Chat Hangouts name, and Skype ID.

To do: Familiarize yourself with video conference and online chat tools, such as Slack, Fleep, or Workplace by Facebook.

To discuss during your interview: Be prepared to share the online communication tools you’re using and examples of how you use each one.

6. Good Computer Hygiene

Setting up a backup system for your computer files is one of today’s crucial requirements for working in the digital age. Storing documents that can be shared by team members is also an efficient way to work together on presentations, articles, and reports—although studies show nearly one-third of employees avoid them because of the time it takes to find documents.

Be prepared in your interview to indicate your experience utilizing this technology, describing how you organize and store files using cloud-based collaboration tools. How do you keep track of links and tabs? Do you use Dropbox? Google Docs? Confluence? Others?

To do: Take inventory of the cloud-based document sharing and storage systems you know and use.

To discuss during your interview: Describe the document sharing tools and backup systems you utilize—both for personal protection and professional file sharing.

Advertising

7. Proper Meeting Etiquette

Today, presenting yourself virtually has its pros and cons. While you only have to show a professional persona from the waist up (make sure to straighten up your office space behind you), you must boost your energy to show that you’re engaged in the discussion.

Make your voice as upbeat as possible. Have your talking points at the ready and be careful not to ramble on, as long virtual meetings easily become tiresome. Use the mute and chat features to avoid interruptions.

To do: Once you know the meeting platform, make sure you have it mastered before your interview.

To discuss during your interview: Offer to share your screen to show an example of a work project— while at the same time demonstrating your prowess with video conferencing tools.

8. Respecting Feedback

In the age of working remotely, there may not be as many systems in place to obtain feedback (such as yearly performance reviews). Workers may need to ask for feedback, while managers may need to give more feedback than usual as the team adjusts to working off-site. Respecting feedback is on top of the interview skills list that you should learn.

Taking a proactive approach with giving and receiving feedback and incorporating it into your work style is a desirable quality that your employers will note.

To do: Reflect on the positive feedback you’ve received from past employers to bolster your confidence.

To discuss during your interview: Share a time when you received feedback that made you grow in the job. If you’re a manager, share a time when you gave feedback to an employee who needed to better their job performance.

9. Project Management

Staying on task with projects has evolved far past a to-do list, with electronic tools that can track time, manage team workloads, and even do the client billing. While your prospective employer may have its preferred project management program, your experience with any of the various options—whether it’s Basecamp, Teamwork, Smartsheet, or another—will be applicable.

To do: Know which project management software is likely to be used by the industry in which you’re interviewing, and familiarize yourself with its features.

To discuss during your interview: Highlight a project management feature that is particularly useful in helping you excel in your work, and explain how you utilize it.

Advertising

10. Staying up to Speed

Employers expect their remote workers to be technically proficient so that technology runs smoothly and doesn’t create work disruptions. Bosses count on remote workers to know enough about their systems to manage them without relying on the help of overworked IT staff.

To do: Make sure you have a fast internet connection and have a back-up plan, such as a second computer or other tethered devices.

To discuss during your interview: Note that you are diligent about keeping your computer and software up to date.

11. Attention to Cybersecurity Issues

“Virus” is a loaded term these days. Spreading a computer virus in your company, however, will not only bring productivity to a halt, but it will also make you a pariah. While working from public places using free Wi-Fi (with uneven security provisions) has waned, in pre-pandemic times, coffee shops accounted for 62 percent of Wi-Fi security breaches.

To do: Keep antivirus software updated and don’t download software without verifying its authenticity.

To discuss during your interview: Emphasize your awareness of cybersecurity risks and your care in taking necessary safety measures.

12. Teamwork

Work relationships now mostly happen in virtual settings, yet employers value team-oriented workers.

Being a part of a team gives you a sense of connection and shared purpose. A well-honed team understands how mutual reliance makes the sum of its parts greater than when individuals act on their own, improving the end product.

To do: Take stock of your attributes as a team player and where you can cultivate skills that will enable you to work more collaboratively.

To discuss during your interview: Inquire about the company’s culture and how it encourages a sense of community despite working remotely.

Final Thoughts

Preparing for remote positions available in today’s job market will mean honing your interview skills to highlight your technical abilities as well as your adaptability. By adhering to these To-Do’s and perfecting your online interview skills and charisma, you will rise above the competition and win over any prospective employer.

More Tips to Improve Your Interview Skills

Featured photo credit: Christina @ wocintechchat.com via unsplash.com

Read Next