Hiring is Time Consuming and Costly

Who loves to hire? Almost no one. The entire process, from placing the ad to onboarding is time consuming and costly. How can we improve the process to hire more effectively? What does the process look like now and why is it not effective?

Traditional Hiring Process

First, you update the Job Description. Next you spend time crafting your ad, defining what you need and what you’re looking for. Then you pay for an ad or agency to get the word out. You post the add in house, on social media, and all the other places possible so you can cast a wide net and receive multiple applicants.

This is followed up by the giving and receiving of applications, and then reviewing those applications. You decide who you want to interview, spend time setting up the interview, and block off time in your busy schedule to conduct the interview.

If you’re including staff in this hiring process, you’re paying them to review the applications as well so they can be prepared to help with the interview.

You called references, thoroughly reviewed the applications, created questions and as well as the format for conducting the interview.

One or more staff members are being paid to sit in and help with the interview process. You will continue to pay this staff to debrief and help decide who to hire. (It’s important to have a say in whom they will be working with.)

The time finally comes for the interview. You’ve prepped, prepared, researched, blocked off time and you wait. Sometimes the interviewee is late, sometimes a no show with no notice.

These applications go into your “special” file. Back to work you go for a brief time until the next scheduled interview.

My favorite part of the hiring process is after all that work has been done, all that time has been invested, and a decision has been made. I call the person to offer them the position, excited to bring them on board, and they tell me they’ve taken another job. undecided

Hiring Pro Tip:

Call to make the offer to the applicant and get them committed and going before you let other applicants know they didn’t receive the position.


Hiring is Costly. Hiring is Time Consuming

I don’t know of a single business owner who would tell me that hiring is their most favorite part of owning and running a business (although I’m sure there is a needle somewhere in the haystack- is one out there somewhere)

Hiring Goals:

How do you:

  • Spend your time interviewing highly qualified applicants (instead of interviewing warm bodies or anyone that walks through your door)
  • Have the least most qualified or interested “self-filter” before you spend time with them
  • Reduce employee turnover
  • Increase the likelihood of new employees sticking with you for the long haul
  • Hire people that understand your businesses mission and are passionate about it
  • Create a team that is cohesive and works together

A key to accomplishing all of these goals begins before you even spend time face to face in the interview.

You can maximize your time spent interviewing the most qualified people. Two steps to get you started:

#1 Proactive Hiring

Begin to think about hiring as proactive, not a reactive, part of your business. This means moving from a reactive state, just looking for staff when someone gives you notice (two weeks is NEVER enough time!) to moving into a proactive state.

Proactive hiring is a mindset and practice of constantly looking to hire; giving more time to the process.

If you want to hire A players, people who stick with you, who aren’t just looking for the next job that pays better, you need to understand that these people most likely already have jobs and/or they’re picky about where they work. You’re probably looking for someone like you. (Book reference – Topgrading – by Bradford Smart, PHD)

These people typically don’t job hop. You don’t want to hire someone that job hops anyway. These people have integrity and will give proper notice to their boss, making sure they don’t burn bridges and keep relationships healthy. You would want them to give you the same courtesy if they worked for you right?

Reactive hiring is getting notice from your staff that they’re moving on and then having to drop your current projects and scramble to advertise, interview, hire, and train before the two weeks are up. Hopefully your staff gives you more than two weeks. . .

Thinking about hiring as proactive means that you’re always looking for someone to add to your team. You’re leaving more than just two weeks for the process to happen.
Samantha Irwin

Owner, Kaizen Coaching and Consulting

#2 Self-Filter Steps

Set up additional ‘self-filtering’ steps.

You can use the tools you have that are already working for you 24/7 to attract the right applicants in the first place.

Picture salmon in the ocean, ready to return to their native spawning grounds. They’ve got a journey ahead!

There are many obstacles along the way. Many will not make it past the seals, eagles, bears, etc. Those are examples of natures ‘self-filtering’ steps.

These steps help to ensure survival of the fittest, that the most robust genes are passed to the next generation.

Think of your hiring process in a similar fashion (without the bears!).

The ocean represents people, the salmon are people who have seen your ad.

It would be a phenomenal waste of resources to take a boat from the spawning grounds to the ocean, pick up one salmon, and haul it up to its native spawning ground. (Repeat for the next salmon. So on and so forth.)

Absurd, right? But that is exactly what we typically do with hiring – we meet everyone. Everyone is not a fit.

An owners (or manager) time is valuable and should not be one of the first steps in the hiring process.

Self-Filtering – Your Existing Step(s)

You already have one or more self-filter steps in the form of your job description, requirements, and the application.

This is your information about the company and the needs of the particular job. This ad works for you 24/7 and is accessible to all people.

If a person sees your ad and it resonates with them, the next step is to download an application and the Job Description. This is where you can start to really hone-in on attracting people that will be passionate about your business and working with you and your team.

With the traditional process there is not enough self-filtering going on. Struggling with this method gave me the “pleasure” of wasting my time with some very unqualified applicants.

We’re adding another step in order that results in more qualified people sitting with you in the interview. You insert it into the Job Application and it communicates SO MUCH to the potential employee!

When I incorporated another ‘self-filtering’ step into my hiring process, it cost me small amount of time to create and paid dividends every time I needed to hire.

New Self-Filter Step

You can have so much fun with this step! Bring your A game, insert your personality. Below are a few ideas:


  • Create a video that you’ve landed on your site that talks about your business mission and purpose, what you’re looking for, what your company is all about (what you are passionate about doing!). Add some questions to the application about that video or some Easter egg that you hid in the video.
  • You could include your staff talking their favorite part of the annual book you read as a staff. This communicates a powerful expectation to potential team members about continual improvement and what your business holds as a priority.
    (Click HERE for our staff favorite annual read! – affiliate through Amazon)
  • They could have to go to your website, find the mission statement, and fill I in on the application.
  • I had applicants look up yelp and Google reviews, then write down which they liked or surprised them. I also had them read our website and then write down what new fact they didn’t know about the historic hotel.
There are so many ways to creatively incorporate a self-filtering step. The rewards for your business are MANY.


If you’re interested in a webinar on the topic, click HERE.

Samantha works with business owners helping to ‘tame the overwhelm’, assisting with customer acquisition & retention, employee training & retention, and honing your customer experience so it kicks butt.

She conducts workshops and training in hospitality, customer experience, and creating a culture in the workplace that inspires and motivates employees and customers.

Let’s Connect!: