Build Your Business Team

You need help.  

How to Build your Team in 7 StepsYou can’t do what your business needs on your own anymore.  There is just too much to do.  You waste time doing jobs you don’t like, don’t know how to do or find boring.  You aren’t growing your business, you are just surviving!

Is this you?

You aren’t alone, many businesses are in this same situation. As you build your business, you have more to do to keep your business working, so you are a success.  

Enjoy that feeling and stop stressing that you can’t get work done.  It’s not possible for one person to do it all anymore.  Start building your team.

Step 1 – You!

Your team starts with you.  Accept you need someone to help you.  It can be casual, part-time or full-time and online or offline.  The first step is realising you need someone to help you.

You can keep on doing it all yourself, and keep needing help.  You can decide you can’t do it yourself anymore, and accept you need someone else in your business.

You remain in control, and decide what they will do for your business.  It’s what your business needs. Each business is different in what needs are required.  What my business needs, could be very different to what your business needs.

Create your perfect job list of what your business needs and make the decision to find the best person to fill those needs.  You can read my post about “Wants vs Needs” to get some ideas.  

When you make this decision, your business needs this person now!

Step 2 – Research

Don’t fall into the trap of immediately writing a job ad for this person.  My post about Wants vs Needs can help you get started, however, you need to do some research first.  Research your own company.  

What???

Of course, you know everything about your company and know what you need!  Guess again, because now you have to research what you want someone else to do.  There are many tasks every business needs to do on a daily, weekly, monthly and yearly basis.  

Which of these tasks do you want someone else to do?  How many of them are repeatable, so you can hand them over to your new team member.  You don’t give to a team member, when you first start out, jobs or tasks that are one-offs.  If you don’t know how to do them or have instructions, how can your team member?  You give them the jobs that happen again and again.  You already know the results you want from these tasks.  You do them all the time!

You hate doing them, find them boring or think they are a waste of time but necessary and these are the perfect jobs to give to your new team member.  

So start the research into what these tasks are, and these tasks will help you write your team member job description and start recording your business systems.

There’s a little bonus in this as well.  Doing this research allows you to start building up a training library for your business.

Here’s an example. Every business needs record keeping.  Records of sales and purchases, taxes, etc it’s something that has to be done.  You might find it’s boring, or time wasting or something you hate doing.  

Your research has just identified one task your new team member can do for you.  Your system might be, every purchase gets scanned, then recorded into an accounting program, where you allocate it.  You do this daily or weekly. Video what you do, why and how you do it, then save the recording.  It doesn’t need to be fancy, it’s a training video for your new team member.

Your first job description was must know how to use your accounting software.  You decide you need someone with an accounting background, to understand how to allocate costs and other actions.  You decide you want to stay in control of part of this process and the team member can data enter the information.  Your team member doesn’t need accounting skills instead, you want data entry skills.

Your first job description has now changed. As you do the research on your company, you can drill down into what you want your team member to really do, and stop wasting time on extra’s that right now you don’t need.  Each of these extra skills raises how much you have to pay your new team member.

Listing you want data entry and finding out your new team member has accounting skills, raises their value to YOU while still allowing you to pay the starting rate for data entry.  As your team member learns the business, you have options.  

It might be years before you need accounting skills and if you hadn’t drilled down to find out exactly what you need, you will have been paying for it, and not using it.  Of course, once you do need those skills, your team member can get a raise because they can do more for your business.

Step 3 – Job Description

Write your perfect team member job description.  Don’t make it a huge list.  Your business research should have identified 2 – 10 essential skills you need to build your business team.  List the skills in importance and put the most important first.  List what level of skill you need and list desirable skills.  If your applicant has extra skills, that’s a bonus, and if they don’t, you know straight away.

Work out what you are willing to pay.  Check out other ads, look at the local paper and check online for the ‘going rate’ for what you want in your team member.  Each town, city and country has different rates.  Ask friends and colleagues what they are paying.  

What your business can afford will also factor into your job description. You won’t pay a high rate if you can’t afford it, that’s simple economics.

Write your job description listing what you want, what you are willing to pay and when you need them to start.  

Finding out when they can start is important for your business.  The best person who can’t start for a month, might be worth waiting for or it will cause your business major issues, so go to number 2.

You can also add in some requirements to show that they really read your job ad.  One person I know asks them to include animal picture when they apply.  It’s not there, they don’t even get considered because they couldn’t follow instructions.  

I used the word perfect team member before.  You aren’t going to find them.  They don’t exist.  They may come close, and if they do, grab them fast.  You will have to compromise.  What you can do is find the closest to perfect for your business and the more information, research and detail you have before you start looking, the better the result you will get.

Ask for perfection and find the best result.

Where you place your ad depends on you and your business.  If it’s local, you could use job boards, local papers or agencies.  Check out this Google search to find local staff.

If it’s online, there are plenty of places to place jobs.  This is a Google search to get you started.  

Step 4 – Applicants

Selecting someone to find your new Team Member can be as hard or as easy as you want it to be.  You already did the research for what your business needs.  As people apply, check off if they meet your requirements.  

Start with looking for someone to meet all your requirements. You have your 2 – 10 needs, does their application meet everything.  Look for more details or start working out what more in depth questions do you need to ask.  “Good at this requirement” – what does that mean – how much more do you need to ask.  “Expert at another requirement” – how expert is expert.  Better than you? Same as you?    

If you don’t get all your requirements met, which do they meet. Start with meeting your top requirements, because well, they are want you want.  Your research has worked out what you really need, and you put them in order for a reason.  Get at least the top 2 – 3 met and don’t compromise on that.

Make sure if they aren’t meeting all the requirements, they are the best at the ones they do have.  You don’t want ‘good enough’ for what you need, you want ‘I am the greatest”.  

Select your short list and be brutal.  Get what you need, before you even start interviewing.  I recommend a maximum of 5 and prefer a short list of 3.  

Step 5 – Interviewing

Whether local or online, you need to interview your applicants. Locally, you meet them.  Online, get on a phone or skype call and talk to the person. Find out as much about the person before starting.  Don’t waste time with someone you know you don’t want to work with  

The previous step will have let you know what you want to ask your applicants. As you worked out what to ask, ask everyone who you are interviewing similar questions.  If one is an expert, is the next one better, worse or the same.  Rate them whilst talking to them as you can always amend ratings if someone is better.  Start with a ‘wow’ of 8 and then you have wriggle room.  Also go with how you feel talking with this person.  

This team member is going to be a part of your business. Gut feeling, skills, personality and so much more make up what you need. Just don’t let it get personal whilst looking.  A nice person who doesn’t have the skills and has no interest in learning, is a waste of time.  An arrogant person who has excellent skills and makes you feel like an idiot, is a waste of time.  

Your research into your own business will help with all of this.  You aren’t guessing, you know what you need.

Step 6 – Hiring

Make the decision and offer the job. This is the time to get serious!  You are about to build your business team and hire someone.  Depending on how and where you hire them, laws come into effect.  Go over the job offer, what you expect of them, and make sure to find out what they expect of you. This is also when you get personal.  Talk to them about what they expect to happen.  Let them know what you need. Don’t waste time thinking they will know, make sure they do! 

If you need someone who can travel, find out now they won’t now, and go to your second choice. If they have to work weekends, or live close to you locally, make sure they really can do that, and didn’t say it just to get the job. Ask them if there are any problems doing what you need for your business. This is the time to be detailed.  Working weekends means both Saturday and Sunday and they have Monday and Tuesday off.  Being local means they can get to your business in 30 minutes, not 2 hours.  You need to be very detailed.  

It’s almost a second interview, going through exactly what you expect from them. Even if you did this in the interview, don’t skip this part of the step.

This is the first real business communication you have had.  All the previous ones were if this or maybe’s.  Now it’s real.  It’s also an opportunity to find out if anything has changed, for both of you and to negotiate.

This is your opportunity to make sure that your team member understands what you said.  No misunderstandings, no “I thoughts”, set out very plainly exactly what you want in your new team member.  This can be when you find out, this team member is not right for your business. You may have to go to number 2 on your list, or even start again.  

It’s frustrating, annoying and worth it. Every team member you hire, is an investment in your time and money. Get personal with your new team member and find out what they are really like.  Spend the time now and make sure you are hiring the right person for your business.  

Step 7 – Integrate your Team Member

Communication is key when you build your team. The very first step in Building your Business Team is you.  Understanding what you wanted.  Now you have to understand what your team member wants.  You have a list of tasks they will do for you and how they will work as part of your team. You have to give them instructions, training, and integrate them into your business.  They are now part of your business.  What they do, reflects on you.

This is why communication is so important.  Don’t believe they know what to do, ask them if they know. If they aren’t sure, find out now. If they need something, make sure they know they can ask. There are no stupid questions, because each question will help you understand what your team member needs. Building on the skills now available to your business gives your business so much more potential.

If you already have a team, communicating what you expect from them and the new team member is also extremely important.  Fitting into a team is always about communication, negotiation and compromise. Building your team is a lot of work, I’m not going to hide that, and building your team is incredibly rewarding.   

A strong team grows your business. Whether it’s you and one person or you and 100 people, you are all part of a team and getting it right from the start, keeps your business growing and expanding.

This is just the start of Building Your Business Team.  There is always work to do to maintain and grow your team.  It’s worth it, when you do it right, as you free up time (and make money) as your business grows.  

Need help setting up this or want more information, schedule a call below.  After you enter your name and email, you will be taken to Calendly to book a call at a time we are both available.  I’m looking forward to helping you build your business team. Book your call and let’s talk soon.  

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