Key Steps for Success
Hiring the right people is one of the most important decisions you’ll make as a business owner in a small to mid-size business: every hire matters—one great addition can lift the whole team, while a poor choice can slow down progress, create stress, and even push valued employees away. You’ve likely experienced, or heard stories of, a hire who didn’t quite fit—maybe they struggled with teamwork, needed constant direction, or had a negative attitude that dragged the workplace culture through the floor. When your team is small, there’s nowhere to hide a bad hire, and the effects ripple across the entire business, impacting morale, productivity, and ultimately client and customer satisfaction. That’s why having a structured and strategic hiring process is essential to finding the right person- one who is aligned to your company values, will contribute positively to your team and help your business grow.
The New Zealand employment market is currently seeing an increase in job seekers, with many positions receiving a high number of applications. While this may seem like an advantage, it also means more time spent filtering through unsuitable candidates. To attract the right applicants from the start, focus on writing a compelling job advert based on the job description, that highlights the person specification, your company culture, benefits, and growth opportunities. Be specific about the skills and experience required, but also communicate what makes your people want to come to work every day. Promoting your vacancy through the right channels, such as industry-specific job boards and professional networks, can also help ensure you reach the best pool of candidates.
The Hiring Process: Step by Step
1. Define the Role Clearly
Before you start looking for candidates, make sure you have defined the position’s key responsibilities, required skills, and desired attributes in a job description. Identify what success in the role looks like and how this hire will contribute to your business goals. Check out our blog on the importance of job descriptions here.
2. Craft a Strong Job Advertisement
Your job ad should be succinct, engaging, and informative. It should talk about the business, it’s culture and the specific job requirements. Write it with the person you are appealing to in mind – what will that person be doing now and likely be looking for, in coming to work in your business. Avoid copying and pasting previous ads – you’ll miss the opportunity to reach those you’re wanting to attract and waste a lot of time wading through misaligned applications. Don’t forget to specify the necessary qualifications as well!
3. Screen Applications Efficiently
Shortlist candidates based on clearly defined criteria i.e., skills, experience and qualifications and salary expectations – and know your non-negotiables! Look for more than just technical skills—soft skills and likely cultural fit are equally important.
4. Conduct a Phone Screening Interview
Before committing to a formal face-to-face interview, a short phone call can help gauge initial suitability and interest. A 10–15-minute conversation can reveal valuable insights.
Some useful phone screening questions:
- “What interests you about this role and our company?” (Assesses motivation and research effort)
- “Can you walk me through your most relevant experience for this role?” (Ensures alignment with job requirements)
- “What kind of work environment is likely to help you thrive?” (Evaluates cultural fit)
- “What are your salary expectations?” (Checks alignment early in the process)
- “Are you currently exploring other job opportunities?” (Provides insight into urgency and competing offers)
5. Conduct a Structured Interview
Prepare a mix of technical, behavioural, and culture-based questions to assess the candidate comprehensively. Behavioural questions can provide insight into competencies and past performance. We use the STAR model which uses behavioural questions that illicit responses focussed on a Situation, Task, Action and Result. STAR questions often start with:
- “Tell me about a time when…”
- “Give me an example of…”
- “Describe a situation where…”
- “When you managed…”
6. Use a Behavioural Profiling Tool
To understand how a shortlisted candidate will integrate into your team, consider using a behavioural profiling tool such as DISC, Myers-Briggs, or Hogan assessments – particularly for more senior roles. These tools help identify personality traits, communication styles, and work preferences, ensuring a balanced team dynamic and will also help you front-foot the new team dynamic should you decide to take them on.
7. Conduct Thorough Reference Checks
Reference checks are essential to validate a candidate’s experience and working style. Go beyond verifying employment dates by asking specific, insightful questions.
Here are a few of our most commonly used reference check questions.
- What role do they play in a team?
- What their interactions are like with the team |stakeholders?
- How would you say they approach problem solving?
- What would be the classic signs they’re feeling under pressure?
- If there’s one thing holding them back from growing and developing in their role, what would it be?
- What can we share with their new manager as the most effective way to motivate|inspire and lead them?
- What could we do to further support them in a new role to make sure that they can succeed?
- Were there any concerns about attendance or turning up to work on time?
Getting the Right Mix
Successful teams require a mix of skills, personalities, and working styles. While technical abilities matter, it’s equally crucial to consider cultural fit, communication style, and adaptability. Using structured interviews and behavioural assessments can help ensure a well-rounded hire.
Final Thoughts
Effective hiring is about more than just filling a vacancy—it’s about bringing in the right people who are aligned to your values, who will work well with your existing team and contribute positively to your workplace culture and business. By following a few key steps and taking time to get the hiring process right – you will not only save costs and time, but build a strong cohesive team, strengthen your company’s workplace culture, and drive long-term success!
If you need help with designing a recruitment strategy for your next hire, we are here to help. Contact us at hello@hellomonday.co.nz or give us call on 09 377 5200.