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Hiring your first employees is a pivotal moment for any founder.
Reflecting on my own journey of hiring my first five employees solo, I’ve identified what worked, what didn’t, and what I’d change if I could do it all over again.
The Early Days: Wearing Every Hat
In the beginning, I was the founder, manager, recruiter, and HR all rolled into one. Like many small business owners, I underestimated the complexity of hiring.
I quickly realized that recruiting is not just about finding someone to fill a seat—it’s about building the foundation of your company’s culture and future success.
Defining Roles and Responsibilities With Precision
One of my first missteps was not spending enough time crafting detailed job descriptions.
In reality, this led to confusion and mismatched expectations.
If I could do it again, I’d:
- Clearly outline day-to-day responsibilities, required skills, and the impact of the role on business objectives.
- Consult existing team members or industry peers to ensure the job description matches real needs, especially for roles outside my expertise.
Budgeting Beyond Salary
I initially focused on base salary, overlooking the full cost of employment. Payroll taxes, benefits, equipment, and onboarding expenses add up quickly.
Next time, I’d:
- Calculate the total cost of each hire, including taxes, benefits, and necessary tools.
- Decide early whether the role should be full-time, part-time, or contract, based on both budget and business needs.
Legal and Administrative Foundations
Navigating legal requirements without HR support was overwhelming. I learned the hard way that compliance is non-negotiable.
Here’s what I’d prioritize:
- Obtain an Employer Identification Number (EIN) and register with relevant state agencies before hiring.
- Ensure compliance with wage laws, workers’ compensation, and new hire reporting requirements.
- Set up a reliable payroll system from the start to handle withholdings and filings.
Involving the Team in Hiring Decisions
Trying to make every hiring decision alone slowed down the process and increased the risk of poor fits.
I discovered that involving current team members in interviews and candidate evaluations leads to better hires and a faster process.
Gathering diverse perspectives helps assess both technical skills and cultural fit, which is crucial for early-stage teams.
Streamlining Recruitment and Screening
Without HR, I spent too much time sifting through unqualified applications.
I’d do things differently by using template job descriptions and structured interview questions to save time and maintain consistency.
Additionally, leveraging job boards that target the right candidate pool and using screening tasks or assessments can filter applicants efficiently.
Onboarding and Setting Expectations
My first hires often felt lost in their initial weeks. I realized that onboarding is more than a welcome email.
Now, I’d prepare a detailed onboarding plan, including workspace setup, access to tools, and a clear introduction to company culture.
Communicating goals and expectations from day one helps new hires understand how their work contributes to the company’s mission.
Building for the Future: What I’d Change
Looking back, here’s what I’d do differently for a smoother, more effective hiring process:
- Plan ahead: Don’t wait until you’re overwhelmed to start recruiting. Anticipate needs and begin the process early.
- Document everything: Keep thorough records for each employee, including contracts, tax forms, and performance notes, to stay organized and compliant.
- Invest in tools: Use payroll and HR software to automate administrative tasks and reduce errors.
- Prioritize culture: Hire for both skills and values, ensuring each new team member strengthens the company culture you want to build.
Lessons Learned and Advice for Founders
Hiring without HR is possible, but it requires careful planning, attention to detail, and a willingness to learn from mistakes.
By involving your team, leveraging available tools, and prioritizing both compliance and culture, you can build a strong foundation for your business—one great hire at a time.
