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

But it’s hard to hire the right administrative professional if you haven’t defined the specific combination of technical skills, hands-on experience and industry 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 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 administrative professional is required — full-time, part-time or temporary — or whether you even need a new hire at all.

Evaluate current personnel resources. Which key technical skills do you have on staff and which are you lacking? Are your employees’ talents being fully utilized, or is there room to promote from within?