Navigating Your Staffing Needs

Navigating Your Staffing Needs


As a small business owner, you typically determine staffing requirements by forecasting work or from feedback received from your management team regarding specific needs. To be effective, managers must have high quality information and a clear understanding of the direction the business is heading.

Job Analysis

Staffing needs analysis should go hand-in-hand with your company’s budget process. All new positions must be in the budget before any other step in the recruiting process can occur. Determining the salary grade is not arbitrary. You should consider the job function and the importance within your company. Additionally you should know what the position pays in companies similar to yours and in your labor market area. HR professionals call this benchmarking.

A complete job analysis should be completed for all new positions. A good job analysis will include a list of qualifications, skills and abilities necessary for top performance and on-the-job knowledge. Job analysis is a useful tool necessary to determine staffing needs and for succession planning. Before you set out to recruit, you should have a well-written job description.

Job Descriptions

A job description will be used as a recruiting tool. It should clearly describe:

  • The essential duties of the position
  • Detail the working conditions for the job
  • Define qualifications and core competencies of the potential candidate
  • Define physical requirements necessary to do the job.

Do you know how to write that kind of job description?

The job description should be kept as an internal record, so it should include specific details for the positions.

  • It should identify the position’s Fair Labor Standard Act (FLSA) status.
  • Is this a full or part-time employee?  Will they be non-exempt or exempt?
  • Do you know this is not an arbitrary decision?

There are criteria necessary to determine this status.  Sometimes it gets tricky trying to make someone exempt because you think you can save a few dollars and avoid overtime. With some guidance and a clear understanding of who a position reports too, the scheduled hours, the positions salary grade and hiring salary range, minimal qualifications, any required training needs, this can help determine FLSA status.

There may be other information required depending on the regulatory requirements of your industry. Job descriptions should be filed separately from employee files because they are generic and not employee specific.

A Job Posting

A job posting will be used:

  • To forward to your network
  • Post to on-line job boards
  • Hand over to third party recruiting agencies
  • Given to a qualified HR Consultant to help you navigate the process.

Job postings need to be creative and include information a potential candidate would find important. The job posting should contain portions of the job description and also a paragraph describing the company’s mission and culture. This provides insight and helps with suitability of matching candidate to position. In addition, a well-written job posting will support your efforts for compliance with state and federal laws.

Know where to advertise the position to get the best “bang for your buck” is also important.

Once you are armed with the right information then set out on your journey to fill your staffing needs. A bad hire can occur if you have not taken the time to think through the process. Do you know how much more it will cost you to hire the wrong person?  It may cost you thousands in lost time and productions.

Do you have questions or need help navigating this process? Let us hear from you!

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