How To Hire The Right People
The Wrong Hire Can Hurt Your Business Badly
So how do you make sure that you hire the right people? Here are helpful tips.
How to Hire the Right People
1. Write an Epic Job Opening
- Reflect your company’s personality in the posting
- Tell them who you are and who this position is not for.
2. Have An Automated Vetting System In Place
- Include instructions for the applicants to follow.
- Ask open ended questions for the 2nd round applicants. Use Google form.
3. Rank Responses
- Rank the answers of applicants 1-5 with 5 being the highest. Pick your top 3 based on the responses score.
4. Schedule a 15-minute Call
- This is to see if they’re a cultural fit, if they’re responses match up to their personality, and if they have what it takes.
5. Schedule a 2-hour Call
- Really dig deep in this call. Ask questions from school, sports, family, friends, etc. You’ll get to know the applicant better and you’ll see if they’re the right match to the position and your company’s culture.
Let’s try that again. I was getting too many notifications all at once, and it was distracting.
So, BestSelf’s hiring process is now over a year old. When we first started hiring people, we started hiring people who were available. People that we knew, people who we thought would be a right fit, but it just turned out that that process that we were using, that process that we were putting in place, it wasn’t good. We weren’t putting the right people in the right places, and it hurt our growth.
So hiring is a big thing, especially when you’re growing and scaling a company. We’re to a point now where the next thing, the only place to get us to where we wanna go is just hire more people.
So we need to think about how we are going to hire people. How are we going to hire not just people, but the best people?
And BestSelf has actually developed or curated an awesome, awesome, awesome team that we absolutely love. We have the best in customer service, the best designers, the best marketers, the best writers, the best operations people. And we’ve actually poached most of these people from other companies, they had jobs, and we brought them on because of this process.
And we were able to do it quickly and efficiently without pounding our head against the wall, and that’s what hiring was to us in the beginning. It was like, “Ugh, I gotta hire somebody. How do I do this? Who can we fit for this role? Who do we need? I don’t even know.”
And it ended up just turning out to be us, like I said before, picking people around us, picking people who we thought would be ideal. And then what we found out was when we did that approach, we’d waste time, we’d waste money, we’d waste energy, resources, and we’d waste our business because we’d spend all this time at a baseline where if we would just hire the right person, all of a sudden the right things would fall into place, and we’d start scaling up.
So enough about why it’s important to hire the right people, now let’s get into how we’re going to do this.
So because this is a whiteboard training, I will not have access to the comments, but please, please leave comments below because I’m always aiming to turn on the hustle afterwards, and absolutely James, training for the wrong people is so expensive. It is, it is.
You’ll spend all this time and money training them, getting them up to speed, giving them all the skills and the inner workings of your business and what makes you guys unique just to find out that they can’t implement or aren’t implementing to your standards.
And you keep saying, “Hey, what’s going on? How come you’re not, like, we’re up on this level, but you’re still down here, where’s that gap?” It’s because you have the wrong person in most cases. So because this video is going to be on a whiteboard, I won’t be able to see your comments. So please leave comments below, like this video, and I will take a pause here and there to come in and see what your comments are. But always, even if you’re watching this video after it’s recorded, drop some comments in ’cause I love talking about it, and I wanna hear what questions you guys have.
So without further ado, let me spin this camera around.
Alright, so it’s a simple five step process for this.
And first and foremost, you need to figure out, okay, who do you want? That’s a given, like what role will they do. And in this, when you’re figuring out what role that person’s going to do for your company, and what tasks and assignments they’re going to do.
You’re going to write an epic job opening. And what this will do, this will curate and weed out a majority of people.
So for us, for BestSelf, our company’s fun. Everyone works remote, everyone’s normally in a younger mindset, although we do have older people in our company, but they just fit, they understand the culture, they get it, and that’s what they like.
So when we write job openings, we make it fun, we make it lighthearted, but we also tell them upfront who’s it for and who’s it not for. So it weeds out the people who aren’t a right fit, immediately.
So if someone’s looking for an office job, and someone’s looking for a nine to five, we tell them, “Hey, that’s not this position.” But we also make it fun. Alright, so maybe you don’t want a nine to five, but maybe you wanna work with a cool team that’s a startup, you’re gonna get your hands dirty, you’re gonna do a lot of things that you have no idea what to do, but that’s okay – all of us are in that boat.
You’re gonna wear many hats. Don’t just think we’re going to sit you down in one simple role that you do over and over again. We’re gonna ask you to do things that aren’t really specific for this. And in doing so, what Cathryn and I have done – and actually Cathryn, she designed this fun image – actually two of ’em now because we got tired of using the first one. But it’s like, Cathryn and I standing next to one another, and a stick figure with his arm over me, and it’s like, “This could be you.”
It just shows a little different aspect than what people are normally used to when reading job openings. So whether you’re looking for a COO, which should be one of your first hires, if you’re looking for a marketing person, or a customer service person, put it in there. Like, “Hey, this could be you, and just make it fun.” And in doing so, you’ll weed out the people who are looking for that specific position. Or you’ll weed out people who are not geared towards that, and you’ll also attract the right people.
So this will take a good majority of your time to craft the right one. Don’t just pump something out because you want, this is the face of your company. If you’re going to attract people, really put the time and energy into it, and Cathryn and I, we’ve actually spent hours and hours writing, going back and forth between, hey, does this look good, alright, and then we constantly edit it and feed it back and forth to one another until it was up to our standards.
So after that’s written, you’re going to, what you want to do. Here’s the worst part is now you’re going to get all these applicants – how are you gonna read resumes, and do this and that, no.
That’s not how you do this.
You want to automate this system, and you want it automatically to vet and quickly decipher who can follow instructions and who can’t. Now most of this is from the book Who – and if you’re only gonna read one book on hiring, I highly recommend reading that. Who by Geoff Smart, I believe his name is, don’t quote me on that.
And also this is another system that we, so, most of this came from Who, but we also sort of mashed this together with Noah Kagan’s hiring process, so it’s sort of like a blend between the two that Cathryn and I are like, alright, this fits us, this fits our company, and that’s why I’m providing it to you.
So what is this automated vetting system?
So in this job opening, you’re going to have instructions. You’re going to give the person a call to action. Email email@example.com with subject line X, Y, and Z, and inside the body of the email include links to your Facebook and LinkedIn, for example.
So those are the instructions.
So what happens when someone emails firstname.lastname@example.org, with the subject line that was said in the instructions but doesn’t have the links to their Facebook or LinkedIn profile in their body? They go to the trash.
So this whole process is a two-pronged approach.
So number one is setting up the email back end to automatically filter the responses that come in that don’t meet the instructions and dump them into the trash. And then if they do meet the requirements, it’s to send a canned auto response.
So this will just be Gmail automation, which is the delete or canned responses. So if they don’t meet the requirements, meaning send an email to jobs at BestSelf with the correct subject line or the correct text or URL in the body. If they don’t, it gets deleted, but if they do, they get a canned response.
Now what does this canned response say?
This canned response gives them a Google form, Google form URL in the email that says, “Hey, thank you for applying, we’d love to find out more about you and if you’re a right fit for our company, take 15 to 30 minutes to fill out this Google form, and tell us a little bit more about yourself.”
Now what this does when they go to that Google form, it’s intensive. It’s, “Hey, how would you solve this problem? How would you do this? Tell me more about that.”
It’s very detailed and open-ended because what you’re going to do is you’re, you don’t want to have a dropdown and give them multiple choice answers. You don’t want them to rate stuff on a one to 10 scale ’cause that really doesn’t determine at face value what when you’re glancing at the responses, who you’re gonna pick.
So what this does, number one, it adds a barrier to you. So far you haven’t done anything except write the email and if you’re savvy enough, you just have a VA that set up this automated process. And if you don’t have a VA, just do it yourself, it’ll take 20 minutes of your time.
So maybe you spent an hour and 20 minutes. An hour crafting this epic job opening and 20 minutes putting together this. And now you keep yourself away from all the applicants coming in.
So this Google form, it’s all gonna be open-ended questions. “How would you do this, write this out? How would you promote X, Y, and Z? Tell us about a problem that you think you overcame.” Stuff like that.
If you need examples, I’m sure we can send you some, or just jump into our hiring process that we’re doing right now for our marketing person. That’s the reason why I thought of this, and you could just reverse engineer it if you want.
So what they’ll do is they’ll fill all of that out, and then, now that you have all these responses in pretty much a Google spreadsheet. You’ll export all the answers into a Google spreadsheet, you’ll read those answers now.
So now you haven’t even talked to anybody yet, but now you’re reading all the answers, seeing how they respond to every question, and you’ll weight those answers on a one to five scale. So you’ll just add a separate column next to the answer and their response, and rate it on a 1 to 5. 5 being the best, 1 being the worst, and you’ll go through every answer.
Then what you’ll do is you’ll sort and categorize their answers, total them up, and now you can pick your top three.
Pick top three.
So say you have a list of, I don’t know, 25 applicants. So far you haven’t talked to any of them, but you already know the top three that you may choose based on their responses. And it was a very simple system that was in place.
Now after that, I’m gonna stop here. I’m gonna come around to the other side of the camera to see if you guys have any questions.
Alright, James says, ah, yeah, James, Who. James had a question about the book, it’s called Who.
So I’m gonna keep going, there’s a couple of you watching right now, but not many people have questions.
Alright, so after you pick the top three, you’ll set up a 15 minute call. You or whoever their direct report is.
Now where we are with BestSelf,
I don’t even set up this 15 minute call. This goes to someone, my assistant. Her name’s Jess, if we’re hiring a marketing person. She, ’cause she will be this person’s direct report, and Jess is now my direct report, so we create that buffer space. But if you’re just starting out, you’ll have a 15 minute call with each.
Now why do you do a 15 minute call instead of diving right into an interview? The reason you do this is because you can. When you’re talking to someone, you can see if their responses match up to their personality. And what you’re trying to gauge here, to see if they’re a good cultural fit, to see if they’re – you’ll know from their dialogue, from their languaging, from how they craft their responses and just talk casually to you – if they have what it takes.
Now you may bring all three of those people to the next round, but at least you talked to them first, and you know what you’re getting yourself into.
If you talk to someone, you’re like, “Whoa, no way, I don’t know how this guy got to be top three, but I’m glad my time was only 15 minutes.” That’s what this is geared towards.
Now last but not least, this is the mother lode, this is going to be a long call. And this call for this person, once you get down to this process, after they go through the 15 minute call, then they do maybe an hour to two hour, sometimes three hours – depending upon, depending on how in depth you wanna get everything.
But what you’re doing on this call is you are digging in as deep as possible. Starting from the beginning, tell me about grade school, tell me about growing up, tell me who your friends were, tell me about high school, did you play any sports? Tell me about your girlfriends, your best friends, your boyfriends.
Tell me about your parents, how many sisters and brothers do you have if any. Then tell me about college. Did you go to college? Did you drop out, why did you drop out? blah blah blah blah blah.
And what you’re going to do is you’re gonna find patterns that are coming up, whether they played sports and dropped out, whether they joined clubs, whether they participated in anything and everything, why they chose those extracurricular activities, so on and so forth. And you’ll really find out if that person is a right fit for you and your company, and a right fit to bring onto your team.
And this is where the main assessment happens.
And then you and your team, afterwards, you’ll have a discussion, “Oh, well, I really liked this person, I really liked that person, but you know what, so-and-so just really out-shined everybody else, and I think we should bring them on.”
And then you go on to negotiating the salary and so on and so forth. But this is the five step process from how to really start vetting people right from the beginning, all the way to making them a hire.
And this is the process we use, and we use it today, and we love it because we’ve spent so much time bringing and onboarding people, like I said in the beginning of this video, that we really
wanted something in place, and this is working really well for us right now.
And I hope you guys can implement it into your business.
Again if you have any questions about this video, please drop it in the comments.
Let me know if you like this, if you got some value out of it, and yeah, thanks, everyone.