The Art of Hiring: An Interview with Taylor, HR Expert and Bestselling Author

Jordan

Welcome, everyone, to our special interview today. I’m Jordan, and with me is Taylor, a leading HR expert and the author of 'The Definitive Hourly Hiring Guide for Managers.' Taylor, thank you so much for joining us today. Your work has been incredibly influential in the HR community, and I’m excited to dive into the nuances of hiring the right people. Let’s get started!

Taylor

Thank you, Jordan. I’m delighted to be here. Hiring is a critical aspect of building a successful team, and I’m eager to share some insights that can help managers navigate this process effectively.

Jordan

Taylor, let’s start with the basics. Why does hiring matter so much, and what are the real costs of a bad hire?

Taylor

Hiring matters because it directly impacts the efficiency, morale, and financial health of your organization. A bad hire can lead to high turnover, which costs about 25–30% of their annual wages when you factor in training, lost productivity, and recruitment costs. It also lowers team morale, as existing employees have to pick up the slack or manage conflicts. Additionally, in customer-facing roles, a poor hire can damage your brand and lead to negative reviews, and it wastes valuable resources that could be better spent elsewhere.

Jordan

That’s a lot to consider. Can you give us a real-world example of how a bad hire can affect a business’s budget and operations?

Taylor

Certainly. I once worked with a warehouse manager who, desperate to fill a vacancy, hired a candidate without proper screening. The new hire struggled with the job, leading to frequent errors and a need for additional training. Meanwhile, the manager had to reallocate hours from other employees to cover the mistakes, which ultimately strained the budget. The high turnover rate also meant the manager had to repeatedly go through the hiring process, which was both time-consuming and costly.

Jordan

Moving on, can you explain the importance of headcount approval and how managers should go about requesting it?

Taylor

Headcount approval is crucial because it ensures that hiring aligns with the organization’s strategic goals and budget. Managers should first determine if the need is for a replacement, a new role, or a seasonal position. Then, they should discuss this with leadership to confirm that the role fits within current budget priorities. It’s also important to consider alternatives, such as restructuring or adjusting schedules, before making a formal request. All headcount requests must be approved by leadership before any HR forms are submitted.

Jordan

What happens if a manager skips this step and hires someone without headcount approval?

Taylor

Skipping headcount approval can lead to several issues. For one, it can result in budget overruns, which can have far-reaching consequences for the department and the company. It can also overburden existing employees, as they might have to cover the extra work or manage conflicts. Furthermore, failing to account for seasonal fluctuations can lead to unnecessary hires, which might not be needed when the busy season ends. In one case, a warehouse manager requested two new hires without realizing that automation was about to reduce the need for manual labor. Without proper approval, the manager risked overstaffing and blowing the quarterly budget.

Jordan

Let’s talk about the resume screening and prescreen process. How can managers ensure they find the best candidates without bias?

Taylor

A structured and fair resume screening process is key. HR should first filter resumes based on basic qualifications, and then the manager should use a standardized scoring system to assess key skills, experience, and cultural fit. An optional prescreen call can help identify deal-breakers early, such as availability or certification requirements. It’s important to hold off on final selections until the full posting period is complete. Clear interview scheduling, including detailed instructions and preparation guidance, ensures candidates are well-prepared and confident.

Jordan

Can you elaborate on the importance of the prescreen call and what might go wrong if it’s skipped?

Taylor

The prescreen call is a valuable tool for verifying essential criteria that might not be evident from a resume. For example, it can confirm if a candidate meets specific availability requirements or has the necessary certifications. Skipping this step can lead to issues where a candidate is invited to a full interview but then turns out to be unsuitable due to non-negotiable factors. This not only wastes the manager’s time but also leaves a negative impression on the candidate. In a real-world example, a manager rushed through resume screening and skipped the prescreen call, only to find out during the interview that the candidate couldn’t meet the required shift times, which was a critical issue for the role.

Jordan

During interviews, how can managers strike the right balance between evaluating technical skills, cultural fit, and trainability?

Taylor

Structured interviews are essential for maintaining balance. Managers should define the role’s non-negotiable skills and qualities, as well as attributes that can be developed. Consistent interview questions, such as asking about past challenges or feedback handling, help evaluate both technical and soft skills. It’s also important to assess a candidate’s willingness to learn and adapt. If a manager has a personal connection to a candidate, they should disclose it and allow an unbiased evaluator to conduct the interview. Balancing these elements ensures a comprehensive evaluation of the candidate’s potential.

Jordan

Can you provide an example of a time when a candidate’s trainability was more important than their current skills?

Taylor

Absolutely. I once worked with a warehouse manager who was considering a quiet candidate for a technical role. Initially, the manager was hesitant due to the candidate’s lack of assertiveness. However, during the interview, the candidate demonstrated strong problem-solving skills and a willingness to learn. The manager decided to give them a chance, and over time, this candidate became one of the most reliable and efficient team members. This example shows that trainability and the potential for growth can sometimes outweigh initial skill gaps.

Jordan

When it comes to pay decisions, what factors should managers consider to ensure they make fair and budget-friendly choices?

Taylor

Managers should review the approved wage band provided by HR and evaluate the candidate’s experience and training needs. Justify higher pay for candidates who require little training and consider lower or mid-range compensation for entry-level, trainable candidates. Assess the budget impact, including how higher wages will affect scheduling flexibility and future headcount approvals. It’s crucial to obtain leadership approval for any pay decisions to ensure they align with the company’s financial strategy. Overpaying can strain the budget and limit future hiring, as seen in a case where a warehouse manager hired an experienced associate at the top of the wage band, only to find out a few months later that the high wage was unsustainable, leading to cuts in other areas and a rejected headcount request.

Jordan

How can managers ensure they leave room for future raises without overpaying in the initial offer?

Taylor

Managers should carefully consider the starting wage within the approved range, ensuring it’s competitive but leaves room for growth. They can do this by aligning the offer with the candidate’s current level of experience and potential for development. For example, if a candidate is entry-level but shows significant promise, starting them at a mid-range wage allows for future raises as they gain experience and prove their value. This approach helps maintain employee satisfaction and retention while keeping the budget in check.

Jordan

In the final stages of hiring, what steps should managers take to ensure compliance and documentation are handled correctly?

Taylor

The final stages of hiring involve completing and submitting all required forms, such as the New Hire Action Form, which includes the candidate’s name, final pay rate, interview scores, and justification. Managers must obtain all necessary approvals from leadership and ensure that the paperwork meets all compliance and policy requirements. HR then reviews the forms for adherence to budget, policy, and conflict-of-interest guidelines. It’s also important to confirm the candidate’s availability and set a clear start date. Neglecting these steps can delay the hiring process or even result in the loss of a top candidate.

Jordan

What are the potential consequences of not securing a signed, formal offer and completing onboarding paperwork promptly?

Taylor

The consequences can be significant. If a candidate only receives a verbal offer and the formal offer letter isn’t provided promptly, they might assume the offer is official and accept another job. Delays in onboarding paperwork can push back the start date, causing disruptions in team schedules and potentially leading to the candidate withdrawing their acceptance. In a real-world example, a customer service manager made a verbal offer but didn’t follow up with the formal documentation. The candidate later ghosted the offer, and the position remained unfilled during a critical period, affecting customer service and team morale.

Jordan

Onboarding is often overlooked. What are some key elements of an effective onboarding process?

Taylor

An effective onboarding process sets new hires up for success and reduces turnover. Key elements include a detailed verbal offer that clearly communicates pay, start date, and job expectations. HR should issue a formal offer letter that outlines salary, benefits, and company policies. The new hire should then complete all necessary onboarding paperwork, such as the I-9, tax forms, and handbook acknowledgment, before their start date. Clear communication and a well-planned onboarding process ensure the new hire feels supported and ready to start contributing to the team immediately.

Jordan

How can managers ensure the onboarding process is as smooth as possible for both the new hire and the existing team?

Taylor

Managers can ensure a smooth onboarding process by providing a clear and structured plan. This includes assigning a mentor or buddy to the new hire, offering a comprehensive orientation to company culture and processes, and setting clear goals and expectations. Regular check-ins and feedback sessions during the initial weeks can help the new hire feel supported and address any issues promptly. Additionally, preparing the existing team for the new hire’s arrival and involving them in the onboarding process can foster a welcoming and collaborative environment.

Jordan

What are some common pitfalls in the hiring process, and how can managers avoid them?

Taylor

One common pitfall is hiring too fast out of desperation. This can lead to skipping crucial steps and making a poor hire. Another pitfall is ignoring trainability for entry-level roles, which means overlooking candidates with great potential. Letting personal bias influence decisions is also a significant issue, as it can compromise objectivity. Mismanaging pay decisions, such as overpaying, can strain the budget and limit future flexibility. To avoid these pitfalls, managers should adhere to the full hiring process, use structured evaluations, disclose personal connections, and make data-driven decisions. Always secure necessary approvals and communicate clearly with HR to ensure all procedures are followed.

Jordan

Can you provide some practical tips for managers to maintain objectivity during the hiring process?

Taylor

Certainly. To maintain objectivity, managers should use a standardized scoring system for resume reviews and interviews. This helps ensure consistent evaluation criteria. They should also conduct structured interviews with the same set of questions for all candidates. Disclosing any personal connections and escalating decisions to an unbiased evaluator is crucial. Regularly reviewing and updating the job description can also help align hiring needs with the current role requirements. Lastly, involving multiple team members in the interview process can provide a broader perspective and reduce the influence of individual biases.

Jordan

Taylor, thank you so much for sharing your expertise today. Your insights are invaluable for managers looking to improve their hiring processes. We’ve covered a lot of ground, from the real cost of a bad hire to the importance of structured interviews and effective onboarding. I’m sure our audience has learned a lot. Is there a final piece of advice you’d like to give to managers?

Taylor

My final advice is to be patient and thorough. Follow the full hiring process, use data-driven decisions, and communicate clearly with HR. Effective hiring is a strategic investment that pays off in the long run. By ensuring each step is well-executed, you can build a cohesive, high-performing team and protect your organization’s financial and operational health. Thank you, Jordan, for this opportunity to share my thoughts.