Mastering the Hiring Process - A 10-Step Guide to Attracting Top Talent

Today, we delve into the crucial topic of hiring the right employees. As fence contractors, installers, and

business owners, we know the importance of a strong, reliable team. However, finding suitable workers

can be a challenge. I know something about that- my company went through 109 staff in 4 years

because we took anybody in without too much of a process. This episode will walk you through a 10

step process to ensure you attract and hire the best talent for your business and also retain them

without leaving any doubt in your mind as to who is a good fit & who is not a good fit for your company.

Part 1: Defining Your Needs

Have a clear Job Description

1.1 Identify Key Roles and Responsibilities

Action: List all the tasks and responsibilities for the position. Be clear on your expectations &

competencies required

"A fence installer will be responsible for measuring and laying out fence lines, digging post holes,

setting posts, and installing fencing materials."

1.2 Determine Required Skills and Qualifications

Action: Specify the essential skills, experience, and certifications.

Example: "Must have 3 years of experience in fence installation, knowledge of different fencing

materials, and a valid driver’s license."

1.3 Set Clear Expectations

Action: Outline what success looks like in the role.

Example: "Successful installers will complete projects on time, maintain high-quality standards, and

provide excellent customer service."

Job Description:   Fencing Labourer

Key Tasks

Undertake tasks associated with fencing installation as required by NCF

As directed prepare sites, source correct material and install fencing and associated requirements per

specifications and standards

Use correct tools and plant

Undertake tasks associated with rural, commercial, residential and utility range of installations, repairs and maintenance

Complete work to specified standard

Responsibilities

Under instruction and using supplied materials, construct fencing

Ensure work is completed – inclusive of site cleanup and remaining plant not utilized

Communication, personal presentation and equipment and site maintenance to NCF expectations

Support other staff and sub-contractor as required with deliveries and fence installations

Specific Criteria

Skills

Capacity to complete the physical tasks of fencing

Capacity to work independently (but as part of a team) as supervised to achieve results and standards

Knowledge

Knowledge of the requirements of the broad range of fencing activities as undertaken by NCF

Experience

Exposure to variety of labouring and manual tasks

Qualifications

As acceptable to NCF

Personal qualities

Follow specific instructions

Quality communication with a range of customers and clients

Presentation that reflects pride in individual performance

Punctuality, reliability, capacity to respond to the needs of the business

 Reporting to

Supervisor, Team Leader, Management as deemed

Part 2: Crafting the Perfect Job Ad & Placement 

2.1 Highlight Key Responsibilities and Qualifications

Action: Write a clear and concise job description.

Example: "Seeking an experienced fence installer to join our team. Responsibilities include measuring

and installing various types of fences. Must have 3 years of experience and a valid driver’s license."

2.2 Promote Company Culture and Benefits

Action: Showcase what makes your company a great place to work.

Example: "Join a supportive team with opportunities for growth. We offer competitive salaries, health

benefits, and ongoing training."

2.3 Use Engaging Language

Action: Write the ad in a way that appeals to your target audience.

Example: "Are you passionate about craftsmanship? Do you take pride in your work? Do you know

your way around a worksite & are you comfortable swinging off a nail gun all day? Join us at XYZ

Fencing, where quality and customer satisfaction come first."

Part 3: Choosing the Right Platforms

3.1 Identify Relevant Job Boards and Websites

Action: Research where your ideal candidates are looking for jobs.

Example: "Post on industry-specific sites like ConstructionJobs.com, general sites like Indeed, and

local community boards. or Seek or whatever is relevant in your country or area ( Craigs List - Gumtree

whatever works 

3.2 Leverage Social Media

Action: Use social media platforms to reach a broader audience.

Example: "Share job ads on your company’s LinkedIn, Facebook, and Instagram pages."

3.3 Network Within the Industry

Action: Reach out to industry associations, trade schools, and professional networks.

Example: "Partner with local trade schools to find recent graduates looking for employment."

Part 4: 1st Stage

Screening Resumes- Get em applying online 

4.1 Use Applicant Tracking Systems (ATS)

Action: Implement software to help filter and manage resumes. Can be via Seek or Gumtree etc - Does

2 things gets potential candidates following a process ( can they do it ) And 2 gives you an idea if they

are computer literate ( just in case your using a specific job crm software 

Example: "Use an ATS to scan for keywords like ‘fence installation,’ ‘construction experience,’ and

‘safety certifications’."

4.2 Manually Review Resumes

Action: Go through shortlisted resumes to assess fit. Get rid of the tyre kickers or professional job

hunters- 

Example: "Look for consistency in employment history, relevant skills, and any red flags such as gaps

in employment or lots of jobs” That can tell you the candidate likes to move around often & were after

longevity for our positions.

4.3 Create a Rating System

Action: Develop criteria to score resumes.

Example: "Rate candidates on a scale from 1 to 10 based on experience, skills, and overall presentation." Only interview 8 + even 8’s can be sketchy ( leaving 20%  - blank) 

Part 5: 2nd stage:

Conducting Initial Interviews

Initial Interview to be Phone Qualifier 

5.1 Prepare Standardized Questions

Action: Develop a set of questions to ask each candidate.

Example: “Tell me what made you apply for this position?” I see that you've been unemployed for a

while  or at your previous job for a long time - What type of work have you done ?”


5.2 Assess Communication Skills Personality

Action: Evaluate how well candidates communicate. Are they outgoing - confident - invert or shy

guessing - Part of a team outside of work 

Example: "Note if the candidate can clearly explain their past work and how they handle customer

interactions."

What do you like to do for Fun? 

5.3 Gauge Cultural Fit-

Action: Determine if the candidate aligns with your company values. ( Make sure you have already got

your own company values)

How enthused are they to join your team - How motivated are they?

Example: "Ask questions like, ‘What does quality workmanship mean to you?’ and ‘How do you handle

conflicts on a job site?’"

“We have a number of applicants applying for this position- Why should we hire you?”

5.4  Cover off the Basics

**Action** - Check what qualifications they have - When can they start? What salary they expect?

Vehicle licences they have or have not - own transport etc

** Example**- “Do you have current & full motor vehicle or truck license ?” Do you have a contractors or

supervisors licence held in ( your current state)   What pay rate are you looking for?

3rd Stage : Face to Face Interviews 

Part 6: In-Depth Interviews

Looking for Intent -  Red Flags - Blue Flag - Green Flags

Red Flag - shifts blame to others always - doesn't take any ownership or responsibility

Blue Flag - Did what need to be done & stayed motivated 

Green Flag - Did what needed to be done ,stayed motivated & helped others stay on track & conveyed

issues to correct channels at appropriate times 

**- Welcome applicant - small talk - Tell me something about yourself. What made you apply for this

position

*Intent * - Evaluation of holding a conversation & making people at ease- see if they are desperate for

job or just testing their skill levels ( serial job hunter)

6.1 Conduct Behavioral Interviews

Action: Use questions that reveal past behavior.

Example: "Describe a time when you had to solve an unexpected problem during an installation. What

did you do?"

6.2  Assess Problem-Solving Skills

Action: Present hypothetical scenarios.

Example: 

1. "How would you handle a situation where a client is unhappy with the quality of work?"

2. Tell me about a time when you clashed with a customer, the boss or even with co workers. How

   did that make you feel?  How did you react? How would you do things differently next time   (

   Intent - ability to deal with conflict ) 

3. Tell me about a time when you have had to face challenges or disappointment ( work or persona

   What did you do? How did you handle the situation- Did you learn anything? ( Intent- to see if

   they have resilience & persistence even when frustrated)

4. Explain to me how you dealt with a difficult job that you were allocated a specific time slot but you

   couldn't complete it on time.  What did you do ? What about next time - what can be done

   differently, Did you learn anything? ( Intent - Priority- Evaluate- communicate early) 

5. Talk to me about a time when you were given a task to do & you didn't know how to do it or have

   proper instructions. How did you process that & make things happen (Intent-initiative & problem

   solver )

6. Our culture is really paramount to us here at XYZ -  Id like to explain what they are to you, to see 

   how you will fit in with  how we operate above the line & not play under the line  ( Intent - Fit for

   our values) 

7. Explain the role you are interviewing for & how your company works- Ie Templates - software

   CRM’s - accounting programs - Purchase Orders & systems etc… ( Intent- to see if the applicant

   is computer savvy  & also able to follow systems & processes)

6.3  Discuss Career Goals

Action: Understand the candidate’s long-term aspirations.

Example: "Where do you see yourself in five years? How do you think this role fits into your career

path?"

8. Are there any questions? ( Intent - are they prepared & show ability to think ahead) 

9. Last but not least - We are very keen to hire somebody  for a quick start- timing is really important

   to us & will play its part in our decision. How soon could you start if you were to be successful?

   Intent - show loyalty- starting straight away doesn't show any loyalty to their previous employer

   they could do the same to you  - however on the flipside giving reasonable & appropriate notice

   does show forms of loyalty) 

Part 7: Skills Assessment 

7.1 Design Practical Tests

Action: Create tests that simulate job tasks.

Example: "Set up a mock installation where candidates must measure, dig post holes, and set a

section of fence."

7.2 Evaluate Technical Skills

Action: Assess candidates’ ability to perform specific tasks.

Example: "Check for accuracy in measurements, proper use of tools, and adherence to safety

protocols."

7.3 Provide Feedback

Action: Offer constructive feedback based on performance.

Example: "After the test, discuss what the candidate did well and areas for improvement."

Part 8: Checking References

8.1 Prepare a Standard Reference Check Template

Action: Develop a set of questions to ask references. No Yes / No questions

Example: "How would you describe the candidate’s work ethic? Can you provide an example of a time

they went above and beyond?"

8.2 Contact Multiple References

Action: Reach out to several past employers or colleagues.

Example: "Speak with at least two former employers to get a well-rounded view of the candidate."

8.3 Verify Employment History and Performance

Action: Confirm details provided in the resume and interview.

Example: "Ensure the dates of employment and job titles match what the candidate has listed."

Part 9: Making the Offer

9.1  Develop a Comprehensive Offer Letter**

Action: Include salary, benefits, and job responsibilities.

Example: "We are pleased to offer you the position of Lead Fence Installer at XYZ Fencing, starting at

$75,000 per year with health benefits and a super plan with company vehicle & fuel & mobile phone."

9.2 Highlight Key Terms and Conditions*

Action: Clearly outline expectations and conditions.

Example: "Your employment is contingent upon successful completion of a background check and drug

screening."

9.3 Provide a Timeline for Acceptance

Action: Give a deadline for the candidate to accept the offer.

Example: "Please let us know your decision by Friday, July 21st."

Part 10: Onboarding and Training

10.1 Create an Onboarding Checklist

Action: Develop a list of tasks to complete during the first few days.

Example: "Day 1: Complete HR paperwork. Day 2: Safety training. Day 3: Meet the team and tour the

job site."

10.2 Implement a Training Program

Action: Provide comprehensive training for new hires.

Example: "Offer a two-week training program covering safety procedures, company policies, and hands

on practice with various fencing materials."

10.3 Assign a Mentor

Action: Pair new hires with experienced employees.

Example: "Assign a mentor to guide the new hire through their first few months, answer questions, and

provide support."

10.4 Schedule Regular Check-Ins

Action: Meet with new hires regularly to assess their progress.

Example: "Hold weekly check-ins to discuss how the new hire is adjusting, address any concerns, and

provide ongoing feedback."

Most people don't just show up on your doorstep looking for work. While it's true that some of the best

and most loyal employees might come to you this way, generally, having a solid hiring process is key.

By not just taking anyone, you'll be surprised at how much you can free yourself up to focus on growing

your business.

Good employees often leave because bad hires are allowed to get away with too much, or because the

workplace is chaotic due to a lack of systems or poor hiring choices. Just as children need guidance

and direction, so do your staff. Good employees will outperform others when given clear parameters to

operate within and aren't being micro-managed.