Starting your own franchise is exciting and rewarding, especially when it’s semi-passive.
To ensure your success, you’ll need to get the right people on your local team to run your day-to-day operations.
When it comes to staffing your new franchise, you have two primary options: Do It Yourself (DIY) or work with a recruiter.
Do It Yourself
Handling the hiring process yourself can give you more control over your selection of candidates and the culture you want to establish. This approach is often more cost-effective in terms of upfront expenses, but it requires a significant investment of time and effort.
Work with a Recruiter
Partnering with a recruiter can save you considerable time and effort. Recruiters typically have access to a broader pool of candidates and can help you find people who not only have the right skills but also fit well with your company culture.
Process of DIY Staffing
If you decide to staff your business by yourself, a structured approach will help you attract high-quality candidates who align with your business needs.
Here’s a step-by-step guide to help you navigate this process.
1. Define the Role and Requirements
Successful hiring starts with a clear, detailed job description. Franchisors typically provide job description templates. You can use these directly, or adjust them as needed.
Begin by clearly outlining the day-to-day responsibilities of the position.
Be specific. Vagueness can lead to a flood of unqualified applicants, wasting your time and effort.
Once you’ve defined the core tasks, separate the qualifications into “must-haves” (non-negotiable skills and experience) and “nice-to-haves” (attributes that would enhance the candidate's fit but aren't critical). This hierarchy will help you prioritize applicants during your selection process.
Beyond technical qualifications, think about the kind of personality that will thrive in your franchise. Including a brief description of your company culture and values can help you attract candidates who are more aligned with your long-term vision.
2. Source Candidates
Once you’ve defined the role, the next step is to find potential candidates. To cast a wide net, you may want to leverage multiple channels and approaches.
Your franchisor will provide guidance here. But the platforms and best practices change from year to year and location to location, so they may leave some choices up to you.
Start by posting your job on platforms like Indeed, Glassdoor, and LinkedIn. For more specialized positions, you may want to explore niche job boards like AngelList for startup roles or Remote.co for remote positions. These platforms can help you target candidates who have experience in similar industries or working environments.
In addition to job boards, don’t underestimate the power of LinkedIn for direct outreach. Engaging with industry-specific groups and using relevant hashtags can increase visibility and help you connect with qualified professionals.
Automation tools like HubSpot or Zoho Recruit can streamline the process of posting to multiple platforms and tracking applicants. To further simplify screening, you can also use an AI-driven recruitment tool like HireVue, which can efficiently assess candidates through video interviews.
Be sure to tap into your personal and professional networks, including local business groups and industry forums. Referrals often provide a high-quality candidate pool, particularly for small teams.
If you already have a business running, you can encourage your current employees to recommend candidates as well. This is likely to bring in people who already align with your company’s culture.
3. Conduct Interviews and Assessments
After sourcing candidates, the next step is conducting interviews and assessments to evaluate their suitability for the role.
Your franchisor will provide a structured interview process that ensures consistency and fairness. This typically involves multiple rounds of interviews, including practical assessments tailored to the job requirements.
Begin by choosing a set of standardized questions for all candidates. This will create a level playing field and allow you to compare candidates objectively.
Make sure your questions cover both technical skills and behavioral aspects. For instance, you might ask, “Tell me about a time you handled a difficult customer.” A question like this will help you see how candidates think on their feet and handle challenges.
For roles requiring specific skills, such as sales or project management, incorporate job-relevant assessments. This could involve a sales roleplay, case studies, or problem-solving exercises that reflect the day-to-day responsibilities of the position and soft skills like communication and problem-solving. These assessments provide valuable insights into how candidates will perform in real-world scenarios.
AI-powered tools like Spark Hire can automate the interview process, offer detailed insights based on candidate responses, and make it easier to screen a large pool of applicants.
4. Background Checks and References
Once you’ve narrowed down your top candidates, it's essential to verify their background and references to ensure you’re making a well-informed decision. Skipping this step can lead to costly issues later.
Begin with background checks. Services like Checkr or GoodHire can review criminal records, education verification, and employment history.
Next, contact at least two professional references. This step offers an opportunity to gain deeper insights into the candidate's performance, teamwork, and reliability. Prepare specific questions for their references. For example, “Can you describe a situation where this candidate exceeded expectations?” or “Were there any performance concerns or areas for improvement?”
5. Onboarding and Training
Once your new hires are selected, an effective onboarding and training program will help them hit the ground running. It will help new employees acclimate and retention during the critical first 90 days.
Your franchisor will likely provide you with a step-by-step onboarding checklist. This should cover essentials like company policies, job-specific training, and introductions to key team members.
Most franchises will also provide training modules for each role on your team. If you decide to create training specific to your location, you can leverage digital tools like Lessonly or Trainual which let employees access training modules at their own pace.
Finally, schedule regular check-ins throughout the first few months. These meetings provide an opportunity to address concerns, offer feedback, and support your new hires' growth. Regular communication demonstrates your investment in their success and can help catch any potential issues early.
Process of Working with a Recruiter
Working with a recruiter can greatly simplify the hiring process, saving you time and energy. Here’s a breakdown of how the process typically unfolds and what you can expect from working with a reputable recruiter.
1. Initial Consultation
The process starts with a consultation where you'll discuss your specific hiring needs. The recruiter will aim to understand your business, the role you're filling, and the skills, experience, and personality traits you're looking for in a candidate.
During this process, be clear about your company's culture and long-term vision. Providing as much detail as possible upfront will allow the recruiter to focus on finding candidates who both fit the job requirements and resonate with your company’s values and work environment.
2. Candidate Sourcing
After your consultation, the recruiter will use their professional network and tools to source potential candidates.
Recruiters often have access to a broad pool of candidates, including those who aren't actively seeking new roles but could be the perfect fit for your business. This ability to tap into passive talent makes recruiters invaluable when you need highly specialized or hard-to-find candidates.
Additionally, recruiters streamline the search by filtering out unqualified candidates, saving you from spending hours reviewing irrelevant applications.
3. Screening and Shortlisting
The recruiter will handle the preliminary stages of the hiring process: screening resumes, conducting preliminary interviews, and performing assessments. Recruiters will also run reference checks and verify candidate backgrounds.
At the end of the screening process, you'll receive a curated shortlist of candidates to interview.
4. Interview and Selection
The interview process will let you assess how well each candidate fits with your company culture, team dynamics, and long-term goals.
A recruiter can often arrange interviews and provide additional insights after the interviews so you can get clarity on any lingering questions or concerns.
5. Onboarding and Follow-Up
After you’ve selected a candidate, many recruiters continue to provide support throughout the onboarding process. They may even offer follow-up guidance during the first few weeks or months after your new hire starts.
Some recruiters also provide guarantees, such as offering a replacement if the hire doesn't work out within a certain time frame.
Common Mistakes to Avoid in DIY Hiring
While doing it yourself can give you control and save on upfront costs, there are common mistakes that many businesses make when hiring independently.
- Vague Job Descriptions: A poorly written job description can lead to an influx of unqualified candidates. This wastes your time and makes it harder to find the right fit.
- Skipping Background Checks: If one in five candidates turns out to be a fraud, you’ll certainly wish you had taken the time to do your due diligence.
- Rushing the Interview Process: Trying to expedite hiring by conducting a short interview or avoiding practical assessments can lead to costly mistakes.
- Ignoring Red Flags: People who are in a rush to hire often ignore red flags about a candidate’s attitude, behavior, or skill gaps. For example, a candidate who frequently changes jobs may signal instability; if you overlook this, you may need to fill the position again in a few months.
Benefits of Using a Professional Recruiter
Recruiters, especially those with years of experience, bring more to the table than just saving you time. Here are a few key benefits that you might not achieve with a DIY approach:
- Access to Passive Candidates: Professional recruiters maintain relationships with passive candidates who aren’t actively searching for jobs but may be open to the right opportunity. These candidates are often top-tier talent who can make a significant difference in your business but are not accessible via job boards.
- Industry Insights and Market Trends: Recruiters are entrenched in the industries they serve. They can provide insights into salary benchmarks, benefits packages, and other compensation trends, helping you stay competitive when making offers.
- Streamlined Candidate Screening: A seasoned recruiter’s screening process goes beyond just checking qualifications. They dig deeper into cultural fit, long-term goals, and personality traits that are crucial for your team. This level of screening ensures you’re getting a candidate who fits your business in more ways than one.
- Reduction of Turnover Risk: Many recruiters provide guarantees. If the hired candidate doesn’t work out within a specified period, the recruiter will replace them at no additional cost. This safeguard reduces the financial risk of a bad hire.
Which is Right for You?
Deciding between DIY hiring and working with a recruiter depends on your specific situation and preferences.
DIY Hiring
If you have the time, you enjoy being hands-on, and you want to save on recruiter fees, hiring by yourself might be the right choice.
You’ll get to fully control the process and directly influence the selection of your team.
Working with a Recruiter
If you’re constrained by time or you’re looking to tap into a broader talent pool, a recruiter can be a great partner. They bring both expertise and efficiency to the process.
If you decide that working with a recruiter is best for you, consider reaching out to John Mathew with Patrice & Associates. While based in Addison, Texas, John serves clients throughout the US and Canada. He provides a personalized and effective recruiting service that can help you find the right talent for your franchise.