For the hiring process to be effective, you must lay the groundwork before you place your first want ad. Unfortunately, as work piles up, it's tempting to put the planning process aside in favor of filling the position.

It's hard to hire the right person if you haven't defined specifically the combination of skills, experience and knowledge you need. You're not just trying to fill a job; you're looking for someone who can add value, enhance your bottom line and advance the objectives of the organization. By hiring simply to close a vacancy rather than to strategically satisfy the needs and requirements of your firm or department, you run the risk of selecting the wrong person. To avoid this costly mistake, consider the following guidelines.

Forecast Your Workload

This is the cornerstone of a strategic approach to staffing. Based on current activity levels and foreseeable business in the future, what do you anticipate your firm or department's workload to be? This step will help you decide which type of employee is required – full-time, part-time or temporary – or whether you even need a new hire at all.

Evaluate Current Staff Resources

Which key skills do you have on board and which are you lacking? Are your employees' talents being fully utilized, or is there room to promote from within?

Staff Strategically

It's the overall cost of the project, not the hourly rate, that matters. It is often more efficient to hire a temporary administrative specialist to complete a specific assignment than a lower-cost, non-specialized temporary. The specialized professional will bring a greater degree of competence and experience to the assignment, requiring less initial orientation and ongoing supervision thereby increasing a company's productivity and bottom-line savings.

Create a Job Description

This is a brief but important document that provides a snapshot of the job and serves as a basis for hiring criteria. A well-written job description should include the following:

• Title – Explain the type of professional you're hiring (e.g., administrative assistant, executive assistant, receptionist, etc.)
• Primary responsibilities – Outline the main duties of the position.
• Secondary responsibilities – Describe periodic, rather than daily, duties (e.g., "train new staff members").
• Core Competencies – Highlight the skills and attributes required to perform the job.
• Experience required – Specifies type and amount of experience. For example, does the candidate need to be familiar with a particular industry or have a minimum amount of experience in the field?
• Compensation – Includes starting salary and basic benefits such as health or life insurance, 401(k) plans, paid vacation, etc. Be sure to determine if the package you're offering is competitive in your industry and geographic area.
• Credentials – Can be a useful screening device, but their absence should not prevent you from hiring an otherwise qualified, experienced prospect.
• Preferred educational background – Includes degrees, certifications and other credentials. Be careful not to turn this item into a "deal-breaker" later in the hiring process.

By ensuring you're on the right track in terms of the skills and talent you're seeking before beginning the hiring process, you strengthen your chances of finding the best talent.