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The Steps for Effectively Hiring New Employees in Order

According to the U.S. Bureau of Labor Statistics, 3.1 million job openings were available as of June 30, 2011. Many businesses continue to hire, even in a challenging economy. If you are considering adding a job opening, follow a sequence of actions that will help you to find and hire the right employee.

  1. Determine Your Needs

    • With a large pool of people searching for work, it should be easy to simply place an ad and quickly hire a new employee. To hire effectively, outline exactly what you need in a new staff member. Meet with management and teams with openings to discuss required and optional job skills, employee availability, optimal personality type and desired experience. Consider the team culture when deciding which personality type fits best. Prepare a salary range with the help of your payroll and operations departments.

    Find the Employee

    • Advertise using traditional means and with social media when applicable. Request that resumes and letters of reference be delivered in person, by postal mail or via email. Separate applicant resumes into three categories: will interview, may interview and will not interview. Do preliminary background, reference and social-media checks on applicants and note your findings; attach the individual results of your inquiries to each applicant's resume. When you call a promising candidate to schedule an interview, note his communications skills, organization and phone etiquette.

    Interview Process

    • Prepare a series of questions that address traditional issues such as job goals, personal interests, experience and what the candidate liked and disliked about her previous employment. Match your questions to the list of employee needs that you gathered from management and teams. Meet with each candidate on your "will interview" list and ask your prepared questions to each interviewee. Deviate from the list as necessary but ensure that the interviewee addresses each of your listed questions. Schedule a second interview, with staff from the team with the vacancy, to determine if the candidate fits the experience and personality requirements. Narrow your list of applicants to a few approved employee targets.

    Negotiate Wages

    • Call your most preferred prospect to request an offer meeting. Making a job offer in person may give you a wage-negotiating advantage; many candidates find it easier to ask for more money by email or by phone than in person. Make your offer, expecting that the employee will attempt to negotiate the amount. If the employee seems interested but fails to either agree or counter, ask him open questions about his desired wage. Highlight the benefits package, as part of the total compensation, if this is a strength in your firm. If he does not accept or counter, thank him and consider each successive prospect on your list until you find an employee who meets your need and agrees to join your firm.

    Complete Paperwork

    • Create a file for your new employee. Have him fill out an I-9 form, available from the Internal Revenue Service website or your local public library. Use this form to verify that an employee is legally allowed to work for you. Have him fill out a W-4 tax-withholding form for state and federal tax purposes. These forms must be kept in your employee file, with the I-9 and the employee's resume and application. Have your new employee sign any contracts or company policy guidelines during the initial stage of hiring. Present your employee with benefits enrollment forms and other job-specific paperwork. Add him to your worker's compensation plan, unemployment insurance plan and/or disability insurance plan, if applicable. Register the employee with your state's new hire reporting agency, if applicable.

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