SYS 113: Behind The Scenes: How We Decide When to Recruit Staff and What They Should Do (Small Business)

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In this episode of the Systemize Your Success Podcast, Steve will take us through the behind-the-scenes of how he recruits new staff for his business. When is the right time to hire new people, who should you employ, and what work should you give them?

This hiring process works for all businesses and all types of roles, and getting this right the first time is a massive advantage for any company, big or small, new or established.


💡 The signs that you may need a new staff in your company are that you, as a business owner, are starting to feel stressed, doing more tasks than you should be delegating, feeling uncomfortable or dissatisfied with the progress, or running out of work capacity in your current team.

💡 Do you create an entirely new role for the position or delegate from someone existing and use the new staff member to create more capacity? Detail what the new project will entail and create a clear goal, but a new position will need a lot of onboarding and hand-holding. An existing person is already accustomed to your values and work methods.

💡 If you can choose current tasks that are well systemized, then you can use the new person to take on these tasks and free up an experienced staff member for the new project.

💡 Task boards are invaluable in identifying which tasks can be chosen to hand off to the new staff. If you haven’t got a task board system, now is a great time to start. Your existing team know how to train people for these tasks, freeing you up from any training requirements.

💡 Pick tasks that fit one personality type. Craft the job posting around those tasks to attract that personality type.

Behind The Scenes: How We Decide When to Recruit Staff


13:19 – 💬 ‘Look at what your existing staff are already doing and ask, "of all the stuff you're already doing, what is well-documented, well-systemized that we could easily hand over to somebody else? Doing this will free up our existing team members to focus their time on this new project.’

17:24 💬 ‘Freeing up your existing team members and giving them new opportunities is allowing them to develop themselves into new areas.’

19:31 💬 ‘Be conscious of the time you will need to help your new staff deliver your vision. Even though they're bringing the skills, you need to communicate and manage them for them to be able to deliver what you want.’

27:13 – 💬 ‘When you are thinking about taking on a new project, or your team is just at capacity, then think about bringing somebody in to take off some of the pressure of your existing team.’



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Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners are overwhelmed because they don’t know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

To discover more behind the scenes at Systems and Outsourcing, check out this episode:
Behind the scenes – Did my team cope without me?

You may also like:
Behind the scenes – live recording of us using that 'simple meeting hack'


Outsourcing, podcast, Systems, Virtual Assistant

Steve Day

About the Author

Since 2016, Steve has helped hundreds of business owners to systemise their businesses and outsource their work. In doing so, he has helped them regain control of their lives and create the businesses they set out to build.

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