Episode 53: Building Your Dream Team: Hiring and Management Tips for Bookkeepers

Feb 14

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Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting. Episode topic: Building Your Dream Team: Hiring and Management Tips for Bookkeepers.

In this solo episode, Alyssa Lang covers how to build your ideal team for your bookkeeping and accounting firm through identifying your hires, creating the job description, interviewing candidates and extending the offer.

In this episode you’ll hear:

How to leverage time tracking to identify future hires
How to get support when paying team members and staying HR compliant
What key features a job description should have to attract your ideal team member
Step-by-step process to interviewing and extending the offer to new team members

Resources mentioned in this episode:

💻 Breakthrough for Bookkeepers & Accountants

⚙️ Clockify

👥 Why HR

⚙️ Gusto

📚 Make ‘Em Beg to Work for You by Angela E. Lauria

💻 Bookkeeper Launch

☎️ Book a 15 minute consult call to chat about Breakthrough

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If you've ever found yourself lying awake at night, wondering how on earth you're supposed to scale your business without cloning yourself, you're in the right place. Today, we're diving deep into what goes on behind the scenes of building your dream team. Inspired by a recent heart-to-heart on our podcast, we're unpacking everything from overcoming the fear of hiring, to making that final offer that gets a "heck yes!" from your DREAM team member. Remember, it’s about not just hiring anyone, but bringing on board those biz soulmates who make you wonder how you ever managed without them.

The Fear of Hiring

Let's kick things off with the elephant in the room – the fear of hiring. I get it; it's scary to think about entrusting parts of your business to someone else. What if they don't care as much as you do? What if they mess up? I've been there, staring at my ceiling at 3 AM, wondering if I could ever find people who would treat my business with the same love and dedication. Spoiler alert: you absolutely can. Hiring isn't just about putting out a "Help Wanted" sign; it's a journey. Let's break it down:

The Real Deal on Time Tracking for Hiring

First things first, who do you need on your team? This isn't about plucking job titles out of thin air; it's about understanding the gaps in your current setup. I started with time tracking – yes, the good ol' clocking every task I did throughout the day. I know, I know, it sounds about as exciting as watching paint dry. But hear me out, it was eye-opening! Time tracking is like the secret sauce for figuring out who you need to hire next. It's all about getting down to the nitty-gritty of where your time (and your current team's time) is going. Are you spending hours on tasks that you truly dislike and drive you crazy? That's your sign from the universe that it's time to delegate. I realized I was spending way too much time on tasks that, frankly, someone else could do better (and faster). This step is all about getting crystal clear on the roles that will truly move the needle in your business. This data will help everything else fall into place!

Navigating HR Compliance and Payroll Maze

Now, onto the beast that is HR compliance and payroll. It's the stuff nightmares are made of, right? Wrong! Well, sort of. It can feel like major overwhelm and confusion, but it doesn't have to. Once you've pinpointed who to hire, the next hurdle is ensuring you're compensating them fairly and staying within the bounds of HR compliance. There are HR angels out there (shoutout to YHR and Gusto!) ready to guide you through the wilderness. Whether it's figuring out if your new hire should be salaried or hourly, or making sure you're not accidentally breaking any labor laws, getting expert advice is key. Remember, it's all about protecting your biz and your peace of mind.

Crafting a Job Description That Attracts Your Ideal Team Member

Your job description is more than a list of duties; it's the calling that attracts your dream team. Think of it as a sales pitch, one that not only highlights the role but also describes the vibe of your business culture. Infuse it with your personality, your values, and your vision. Make it so compelling that the right candidates feel it's been written just for them. When I wrote my first game-changing job description, it was less about the "what" and more about the "why." Why is this role crucial? Why would someone love working with us? It's about painting a picture of the impact they'll have. And don't forget the secret subject line trick—a simple yet effective filter to ensure applicants are attentive to detail.

The Interview Process: Vetting and Making an Offer

Now, for the exciting part – finding your dream team member. This stage is like the final rounds of a talent show, where only the best of the best make it through. After sifting through applications (and yes, making sure they followed those quirky instructions you included to test their attention to detail), it's interview time. But not just any interviews – think of these as deep, meaningful conversations where you're not just assessing their skills but also their fit with your team's culture. It's your opportunity to peel back the layers and understand the person behind the resume. But it's not just about their skills; it's about gauging if they're the right fit for your team's culture and your clients' needs. Use a mix of questions to explore their technical abilities, their work ethic, and their alignment with your company's values.

Once you've found your match, extending the offer is more than a formality. It's a moment of mutual commitment. Ensure your offer includes clear terms of employment, expectations, and any next steps to solidify their place in your team. Remember, this is also a time to celebrate; you're not just hiring an employee, you're welcoming a new member to your biz family!

Action Steps to Build Your Dream Team:

1. Leverage Time Tracking to Identify Future Hires:

Implement Time Tracking: Utilize tools like Toggl or Clockify across your team.
Analyze Time Spent: Review the data to identify tasks that consume excessive time or could be better handled by a new hire.

2. Get Support When Paying Team Members and Staying HR Compliant:

Consult HR Experts: Engage with HR professionals or services like Gusto for guidance on compensation and compliance.
Understand Legal Requirements: Ensure you're aware of the legalities around hiring, including contracts and fair compensation.

3. Craft a Job Description to Attract Your Ideal Team Member:

Highlight Company Culture: Emphasize what makes your company a great place to work.
Detail Responsibilities and Requirements: Clearly outline what the role entails and the skills needed.
Incorporate Unique Elements: Use a secret subject line or a specific task in the application process to filter candidates.

4. Execute a Step-by-Step Interviewing and Hiring Process:

Prepare Your Interview Questions: Develop a mix of technical, cultural, and scenario-based questions.
Conduct Thorough Interviews: Use interviews to assess not just skills but also fit with company culture.
Offer a Clear and Attractive Package: Make your job offer with detailed information on the role, compensation, and benefits.

5. Onboard and Integrate New Team Members Effectively:

Develop an Onboarding Plan: Create a structured onboarding process that includes training and integration activities.
Monitor and Adjust: Seek feedback from new hires and adjust the onboarding process as necessary to improve their experience.

Conclusion

Building your dream team is an adventure, with its fair share of highs and lows. But let me tell you, there's nothing quite like the feeling of seeing your business thrive with the help of a team that shares your vision and passion. It's about creating a legacy, not just a business. And remember, the perfect team member isn't just out there; they're waiting for you to find them.

Feeling inspired but not sure where to start? Or maybe you're craving more juicy details on each step of the hiring process? Dive into our Breakthrough program, where we peel back the layers on not just hiring but scaling your business to heights you've only dreamed of. Check out Breakthrough with Systems for all the deets and to join a community of like-minded entrepreneurs on the same journey as you.

Got hiring stories, nightmares, or celebrations to share? Slide into my DMs on Instagram @workflowqueen. I'm all ears and here to cheer you on every step of the way!

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