How to Optimize the Hiring Process

loyb podcast Oct 12, 2021



Are you wearing too many hats because the mere idea of hiring feels too big a risk for your business? The blog today helps set you up for success in the hiring process from start to finish. Then you will be able to find the right team for your business by hearing a conversation I had with Jessica Maine about what it's like to be hiring and to be a potential candidate. 

Alignment in hiring is a simplified map to build out your dream team while giving yourself space to do what you love.

When you have finally decided it is time to hire, follow this outline each step of the way to create your dream team. We'll be breaking these down over the course of the episode today.

  • Casting the vision
  • Hiring doesn't have to feel risky 
  • The details matter 
  • The job description formula 
  • Protecting your own space

Not only do we share how to optimize the hiring process for your business, but I provide the perspective of the person doing the hiring and Jessica provides the perspective of the candidate.  She also shares what it was like to go through the hiring process with Lean Out Method. 

So if you have ever wondered what your applicants are thinking when they see your job posting and are evaluating your company and role vs. someone else's, you'll love this behind-the-scenes discussion.

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1 Casting the Vision:

 Knowing where your business is going in the next year is the first step. Examine what you have been doing to get to this point and looking to where you want to be and where you need to take back time and space. Having this vision allows you to see what types of assistance you will need going forward. 

2 Hiring Does Not Have to Feel Risky:

Hiring, in the beginning, might feel overwhelming and a risk you might not be ready to take. However, when you know where you are going, you know what support you need, and you can pick from any of the following and more types of hires that fit your needs. Hourly, part-time, freelancers, project-based, a set number of hours per week, full time.       


Hiring does not have to feel risky. Like this post? Click To Tweet


3 The Details Matter:

Create a job description that will light up the right person and be off-putting to the wrong people. When you give in-depth detail to the type of people you want, you will put off people who were never the right fit.

The details matter. Like this post? Click To Tweet.

4 Job Description Formula:

To filter unaligned candidates, get clear on the following questions and present the answers in the opening. What kind of person is a great fit, who you are as a company, and what your company values are? These allow the candidate from the beginning to see if their values match yours. 

A candidate is just as likely to want to come onboard your business for the values you represent as they are for the financial impact the job will have for them. With so many companies hiring, you will attract your ideal hire through aligning your value, purpose, and passion. Whether you are hiring someone for, whether it's copywriting, emails or, website development should be in alignment. The employee wants to work in a safe and supportive environment. Company values are a vital part of creating that safe space. 

Now that you have mapped your vision, created the most incredible posting, candidates are starting to roll in, now the final step is the make-or-break step. The interview and hiring process, at last, is where you are finally connecting face to face, or virtually you want to feel as good about a potential team member here as you do when seeing their skills on paper. 

5 Protect Your Space: 

When it is time for you to hire someone, they can have all the best qualifications imaginable on paper, and they can still show up to the interview unprepared or uninspired. You do not have to hire them because they can potentially do more harm than good to your team morale, branding, and company reputation. Make sure your interview process is as much about getting to know who they are in terms of values, their ability to do the job, and their overall attitude to make sure they can do the job. 

Hiring candidates who are a good match, already interested, and invested in your mission from their due diligence before an interview will help make your decision easier. Don't take a "just need a body" in-place sort of viewpoint because this is your business. 

You want things to be sustainable by taking the time to hire well, which in the long run gives you back so much peace of mind. 

 Protect your space. Like this post? Click To Tweet.

Ready For More:

  • If these tips have been helpful to you and you are ready to dive deeper, learn more about the types of people to hire, simplify, and scaling your business more. We are inviting you to our free five-day workshop, Simplify To Scale. Five days: covering vision, clarity, scalable offers, hiring, and more. Register, HERE for our event.
  • Looking for more tips to optimize your business join us inside our private Facebook Community for Lean Coffee with Crista and team Lean Out Method every Thursday. These 20 - 30-minute sessions combine training with Q&A where you can get your burning business questions answered.
  • Wanting even deeper connection, more planning and to be surrounded by empowering women? Join us this January in sunny California for our Lean Out Level Up Retreat. 3 days of diving deep into what it will truly take to make your big bold goals a reality. Applications are currently open. Spots Limited. APPLY HERE.



Hello, hello, and welcome to another episode of the Lean Out Your Business Podcast. Today we are going to be doing a deep dive on hiring and how to optimize the hiring process. So, we're doing things a little bit different this week. And I hope that you enjoy today's episode, because what I'm doing is I'm actually sharing with you a recording from one of the Lean Coffees that I do each week. If you are not already a member of my free Facebook group, The Lean Out Circle, every single week, I do something called Lean Coffee, where I go live, and I do a mini training, followed by Q&A. I answer whatever burning business questions you guys have for that particular week. In today's episode, I'm going to share with you one of the recent episodes that I did for Lean Coffee, where Jessica from my team and I dive in and talk about hiring. And I think you'll enjoy this episode because I'm providing the perspective of the hire, or the company who's going out and actually looking for candidates and Jess is sharing the perspective of the person who is interviewing, and who is looking to be hired by a company. If you want a little bit of insight into what different candidates are thinking and are expecting and are looking for when they're out there, going through all of the different job postings that are out there, and they're trying to find their next position. It's really interesting to hear Jessica’s perspective because she shares a bit about what her experience was like interviewing for and getting hired within Lean Out Method. And what she just values in general because she has a lot of experience with helping companies to hire. I hope you really like today's episode and kind of the behind the scenes view of what we do over in our weekly Lean Coffees. If you are not already a member head to to get registered for the Facebook group, and you'll see a banner up at the top of the page that's going to tell you when our next Lean Coffee is. But we do this every single week. So, I really look forward to seeing you in an upcoming Lean Coffee. And if you want support with hiring and want to dive deeper into hiring, remember that as one of our pillars inside the Simplify to Scale Business Accelerator, one of the things we support you within that program is hiring, building out your lean dream team, so head to for all of the details on that. With that, let's get to today's episode.


Welcome to the Lean Out Your Business Podcast, a show dedicated to helping entrepreneurs accelerate business growth and simplify success. I'm your host, Crista Grasso, and I've been working with businesses for more than two decades to help them lean out and optimize what's working, while eliminating anything that's not adding value. If you are ready to get more time back in your day, more profit in your business, and to do business differently growing and scaling on your terms. Let's dive into today's episode.


Let's dive in for tonight's topic. What we're going to be talking about tonight is hiring and not just hiring but how to kind of optimize your hiring process in what you're doing. This is super top of mind for us right now for two reasons. A, we just finished the simplified scale workshop and part of what we talked about in that is building your lean Dream Team and hiring and knowing who to hire next. So, we've been talking about hiring a lot this week. And as we're starting to welcome people into the simplify to scale business accelerator, we're going to be talking a whole lot more about hiring. But on top of that we are hiring right now as well. So this is definitely very top of mind and kind of bittersweet news is Janette is moving on from Lean Out Method so you guys are not going to see her with us in the chat much going forward and we are going to miss you terribly at Lean Out Method But on the plus side not that you guys will see her but I still get to see her all the time because she is staying on in Criscara. So you may not know that Jeanette works for both of my businesses. So she's staying on and Criscara but we are backfilling for her at Lean Out Method and trying to bring on somebody who can do just kind of the tech all around because you guys know my deep love of tech and how well it cooperates with me.


Needless to say, the tech person is the person that I need most in life. So we are looking to find somebody that we can bring on for the team. So we're currently in the middle of hiring as well, So what we wanted to do today is share a little bit about how we approach hiring. And as you are thinking of making your next hires or if you're in the middle of hiring, I'm looking at some things that you can do and how you can optimize that process. So with that being said, we're going to start with hiring based on alignment. And again, for anyone who joined me in the Simplify to Scale workshop at any point in time, you know that what we do in day one, is we talk about vision, and when you think about where you want to take your business and you think about what's next, right, you've got this long term vision that you have for your business, and you've got where you're at today, well, obviously, there's probably going to be several steps and several jumps and several up levels that you're going to take between where you are today, and where you ultimately want to go based on the vision that you see today. And then as you inch closer to that vision, your vision is going to shift and grow too, right? That's just kind of the nature of it. But when you look at it, and you think right, what you've been doing is what got you to where you are today, if you want to get to that next jump, whatever that kind of like leap or next jump is in your business, you need to start doing those things over there in order to get there. And a lot of times that is going to involve hiring, right, it's going to involve you surrounding yourself with other people that can either take the things off of your plate that are not aligned to your zone of genius, so that you can do more of them, or people who are coming in who are going to add an additional capability to your business. An example of that is the company that I work with, that's absolutely phenomenal, that does Facebook ads that they weren't taking Facebook ads off my personal plate, because I would never even attempt Facebook ads personally. But it gave me additional capability in the business by adding them and having them add.

So usually, you're hiring somebody to align yourself more to your zone of genius. And usually, as you're bringing people in, you're bringing people in, hopefully into roles that align with their zone of genius, which complements what you're looking for in the business, or you're bringing somebody on not to take something off of somebody's plate, but to add a capability or some sort of, you know, function or something that you don't currently have today. So, as you're looking at your next level, there usually is some level of hiring, that's going to come along with it. And now sometimes when people are in like the scrappy stage of entrepreneurship, and they're more in Emerge or something, and they're wearing all the hats and doing all the things, sometimes you hire a program, what I mean by that is instead of going out and getting a person, you buy the $500 or $1,000 program and learn how to do something yourself that you're going to do in the short term that you're not going to do long term. But you're going to do it until you get to a point that you can hire somebody. So, you're still hiring, even if you're not hiring, you just happen to be hiring a program instead of a person. I think it's always better, if you can, to hire a person. And so I'm going to talk about what that looks like in general is a lot of times people think hiring and they avoid it because it feels big, it feels overwhelming, it feels like a ton of risk. It feels full time and filled with benefits, and all the things and taxes and all the things that like people don't want to deal with and all of this stuff, right. And there's a lot of different versions of hiring, you can hire somebody hourly, you can hire somebody part time, you could hire somebody full time, hire an agency where you just pay a flat fee, you could bring somebody on as more of a freelancer, you can bring somebody on for project-based work, where they come on to do something very specific. And that's all they do. Or you have somebody more who's with you for like a set number of hours or a variable number of hours every single week, right. And so, there's a lot of different ways of hiring. If you're like I'm not ready to hire you probably are but it just might not be, you might not be ready for adding another full-time salaried person to your team. But you probably are still ready to hire sooner than you might be thinking when you think about all of the different flavors of expanding your team.

So, with all that being said, when you think about optimized hiring, the first piece of optimized hiring is to figure out what you actually need, like, Do you need a full time person? Do you need a part time person? Do you want to hire an agency? Do you want to hire a freelancer? Do you want to hire an individual? Do you want that person to come in skilled? Or are you looking for more of an entry level person that you're going to train up and you're going to develop because you want them to stick around long term right. I think you have to just get clear on what your specific needs are and what you're looking for first, because that's going to help you get clear on who you want. But that's also going to help you in the optimization of the entire hiring process. Because you're going to be able to choose the appropriate name for the position, you're going to be able to write an appropriate description of the job itself and you're going to be able to communicate what you're looking for. What I see a lot of people do is like I need help with social media, who are social media people, oh, Social Media Manager, let me Google it, here's an example job description. I'm going to go post that and then put the job description out there because it was something they found and it kind of sounded like what they needed. What they really need is somebody to manage their LinkedIn account, but Social Media Manager as the job description was written as I'm going to do reels all day long on like Instagram. It's just totally not a match, right. And so, I think you have to have that clarity on what you're looking for: level of experience, what you want to pay, what you're willing to pay all of those things in advance before you write that description. So, I think that's going to be super important. And when you think about that vision that you have, usually you want to look at, when you think of hires and like strategic hires, what's the next person you can bring onto your team that's going to take you closer to your vision.

And if you've done the work to take your longer-term vision and break it down into near term goals, if you look at like your one-year horizon, even, like, what is it going to take to achieve what you want to achieve in the next year? So, as you're looking ahead to 2022, you start thinking about 2022. Like, what is your vision for 2022? If we're having a conversation in January 2023, and I'm like, tell me why 2022 was the most amazing year you've ever had in business, like what does that look like? And then what did it take you to get there. And very often, it's going to actually take you taking off some of the 85 hats that you wear in a day, as opposed to adding an 86th, right? Like you want to, you want to cut some of the hats, you want to let other people do what they do best.


So, you can do what you do best. Nobody ever wants me doing tech, that is a very, very, very good thing yet, I still spend far too much of my time doing it. And that does not bode well for anybody. Right. And so, it's like, you got to think about all of those different things. And Jess, I know you have a lot to share as well, I have more I could kind of keep going through but I'm going to pause there and turn it over to you to share some of your thoughts.


So everything you're saying is so valuable, because it's like everyone always wants to find the right person. And they want to put the right content and context for the position itself to hopefully attract the right person. The only thing about it is I think that a lot of times when people are hiring, they don't think about the reality that it is attraction. So, it's like even when you put yourself in the position of actually wanting to let's just say pursue another endeavor as a person that's actively seeking employment, or a shift or something different, I always had the mindset of “Okay, I'm going to interview this company and dissect and analyze and evaluate the company just as much as they're wanting to have the same type of thing, you know, encounter with me.” So, alignment goes like, even as we're looking at hiring today, alignment also is making sure that you're putting yourself in the position as a business in it as a company to attract the right kind of person. So, one thing that is really important to be mindful of is how you present your company and your business is one of the biggest I think steps to do that is actually walk what you talk. So, it's like one of the things you cannot hide is whether or not your people are genuinely happy with what they're doing or at least with the team and the environment. So, everyone knows you have to even when you have a team sometimes you switch hats for a day we'll I'll have on multiple hats, whenever we work together, but foundationally it's we should have that camaraderie that can be felt in a way. And it's one thing to say it and present it. But people can smell the fake in a heartbeat if they really have that type of ability to just be authentic. And that conversation that you're having, like, some of us feel right. So, you want to make sure as a business you are presenting the truth. And you are also making sure that your presence represents the greatness that you are doing. So, if you are doing a lot of great things, you need to make sure that the community and your professional presence actually radiates that because what's the point in hiding all of your greatness, but also just don't lie about it either. Because you don't want to put someone in a position of like, no one wants to, quote unquote, waste their time with someone, let's just say if an applicant exaggerates their abilities on an application, you're going to feel like ‘well, that was a waste of time.” It's the same thing if a company presents a false image, and then they wasted their time engaging with you if you're not presenting the true image of what you really are doing. And then another aspect of that is really making sure that you are consistent with posting relevant and appropriate content for what it is you're trying to do.

The first thing that I do is I start researching. So, I'm going to go to the website, I'm going to LinkedIn, I'm going to Instagram, I'm getting a feel for your presence across all of the things, all of the platforms, everything. So now it's fine to be concentrated in a certain area where you have your one big thing that you're focusing on, but at the same time, it's if you're going to post your job on LinkedIn, then you should make sure that your LinkedIn profile looks nice and clean that you show that you're responsive and you're engaging. If someone does comment, you want to make sure that you have that presence because they're going to be looking for that same thing with your other platforms. Let's just say you post your job on Indeed or another post job posting website you want to be responsive because that leaves an impression just like if someone were to be extremely, let's just say hesitant to respond back or they didn't answer all the questions that you asked them and like let's just say you apply for the position and they took a long time to even get back with you and you knew you were more than qualified you followed all the steps and you didn't hear anything that leaves an impression so even if someone isn't a good fit, I think it's also good to be mindful of how you communicate and the impression that you leave upon them so just be mindful of the presence that you have and aligning yourself in a way to where you're attracting the right type of candidate.


Yeah, that's so important and so good, I think that you know, one of the things if you ever see any of our job postings like I talked about here's the if you're you know, you're a great fit for this position. Right? Here's what we're looking for. Here's who we are, here's what we value and here's how you know if you're a good fit. And I think it is important to be clear on what your company values are and what you're looking for. Like I have an absolutely like no drama, no complaining type of thing. It is very clear in the job description, right? Like you need to be resourceful and you need to have a positive can-do attitude, no drama, no complaining at all. Like we are good vibes here. And good vibes all the way around. Right? We have our days, the team saw me have a day yesterday, we have our days. But that being said, like it's generally speaking, we are positive can-do resourceful, figure it out, full of possibility type of energy. It would be the worst thing ever to have a negative complainer downer on our team, like it would just kill the entire morale. But that being said, my job description is going to completely turn off the type of person that shouldn't work here. And that's what I want. And it's going to be an awesome job description for the right person, which is what I want, I guarantee you most people look at my job description and say, “Oh, hell no.” And that's good. That's what I want. I'm pre qualifying people before I ever have to spend time talking to them. And I think when you're clear on what you want, and what you don't want, and you make that clear in your description, not even just about the role itself, because that piece is obviously critical. But even just the characteristics of the type of person and the traits and the things that you value in a person on your team. I think that that's also really important. And what I see a lot of people do when they're hiring is they do like literally the checklist of the you're going to check emails, you're going to respond to customers, and it's like a bullet of list of six things and then they wonder why they don't end up with somebody who kind of gets their vision and really is super bought in and super passionate and who just doesn't seem like the fit right like the first step in effective hiring, the best way to optimize the hiring process is to optimize your job posting for that particular position.


Yes, and one thing that I don't think you gave yourself quite enough credit for because you touched on it so I'm going to like shine a little more light on it, was whenever you like in the posting say, “this is a good fit for you if…,” then you list the things and then “this is not a good fit for you if this,” and then you list all of the things. They're so valuable because just like we know that if you have a bad experience you're going to remember that so people can tell you I can do that, I can do that, I can do that, but when it gets to the point to where it's like you're really analyzing you don't want this position if this is what you're looking for, that's going to resonate so quickly to where it's like if they see anything listed there then they know automatically that that's not in alignment with them and so it's like if let's just say you know what you don't want in a job and so if you feel that and then as you're looking for another position if you see that list and it's not something that aligns with you then at least you know that you can keep it moving and not even invest time and energy into that particular job posting because that was valuable for me especially even when I came across the posting whenever I got hired I was able to make sure that when I did review that list that there was nothing there on the not list that resonated with me so I was like okay good this checks all of my boxes because I'm an outside of the box kind of person so if it's the eight to five I don't really vibe with a normal eight to five lifestyle so that was a thing for me that was like “wow, that's like speaking to my soul right there off the top.” So that's something that I just wanted to kind of highlight a little bit more


Awesome. Yeah, thank you and it is like one of the things in there that this is not for you. If you're looking for a typical nine to five schedule. Like seriously if you have like you want a super structured day, you want to know precisely what you're going to be doing all day every day. You are not built for entrepreneur world.


Not at all. Not at all.


You know, yeah, totally not at all. But like, you've got to put stuff like that in there. Whereas like, Jamie, I don't know if you're here tonight, but if you're watching the recording afterwards, for you, where you need somebody who's going to show up at the front desk, and they need to be on time and prompt at 12pm, and they need to stay every single night till 6pm prompt, they can't like cut out at 5:45 great for you, it's a total different experience, you want somebody who might want a reliable schedule, and you want somebody who's super reliable, who's going to show up and hold to that schedule, and not be fluid, you don't want the fluid person, whereas I want the fluid person. So, it's like, but if our job descriptions were exactly the same, you'd end up with somebody who'd never be a fit for your business. And if I used one from yours, I'd end up with somebody who'd never be a fit for mine. And I think that's the thing is, a lot of times people copy, paste, hack some stuff together. And at the end of the day, they don't really take enough time to figure out what they truly want and don't want. And as a result, it doesn't end up being a good hiring experience.

Yeah, I mean, my job description is super detailed, they're super long, there's lots of instructions. And then that's also to me, one of my values, like one of the things I value above all else is attention to detail. If you can't take the time to read the job description and find down at the bottom where I say, in big bold letters, all caps, only those who fill out the Google Form will be considered, no exceptions. If you can't even see that and follow the instructions, then you have zero attention to detail, and why the hell would I ever interview you, not happening, right. And so I do that intentionally. It's very intentional. And I weed through a whole lot of candidates with the way that I approach it. Right?


Right. And it's one of those things where if you can't be invested enough into thoroughly reading the job description, then I wouldn't even want to meet with you. Because it's when you like, as a business owner, when you've worked so hard to build everything that you built, wore so many different hats, it's almost an insult when someone were to just like, not even just pay attention and just quickly skim over something, it's like you're investing your time, your energy, you're sharing experiences, you're growing. And hopefully when you are actually investing that part of you, you shouldn't just want to skim through something, like I said, it should be a mutual encounter, to where it's like you're interviewing them, and they're interviewing you. So, it should be on both sides. So, if you can't invest that time into even thoroughly reading something, we don't really have anything to talk about.


So true seriously, like, I want the candidate to be equally as excited about working for the company, as I am about it, right. Like I still I say all the time, I feel like I hit the lottery with you, like seriously, but how many like there was what like 168 other candidates that I weeded through before I got to you, you were one of the few out of 168 who actually took the time to follow the instructions and fill out the application properly.

But the thing is for me is I value the way the posting was up, the different approach with the form and it's like wanting to stand out and knowing that okay, if I don't like the quick apply to me, it's almost too easy in some regard. Because it's like, Okay how am I going to stand out? So even having the ability to have open ended questions that I can respond to, I was able to show parts of me, but at the same time, it was in alignment, the way you posted it mattered to me, just like the responses matter to you.


Yeah, 99% of people are not going to care at all, but I don't want 99% of people. I want the Jess’s of the world. Realistically I do.

Yeah. And I think that's the thing, it can be a little discouraging, right? You put a post up and you get like hundreds of applicants and not a single person follows the instructions. And what's your first natural instinct? Well, let me make it easier for them. You don't, you have a certain candidate that you're looking for, and the right candidate is going to mesh with exactly what you put out there and the wrong people are going to be turned off by it. And that's what you want.

So, I hope you really enjoyed this episode and the insights into hiring that I had shared and just had shared in our recent Lean Coffee. If you're not already a member head over to to go ahead and join our Facebook group. Not only can you join me live each week for Lean Coffee, which is the mini training plus Q&A, but if you go click on that guides tab, there are a ton of amazing resources available to you, including prior trainings, including this one. So, I hope you found a lot of value in today's session. Have a great week. I will see you again next week. 


Thank you for joining me for another episode of the Lean Out Your Business Podcast. I hope you got a lot of value and actionable insights from today's show. And we'd love if you take a moment to leave us a review. If you have any questions on today's episode, or on how to lean out your business, join us over in our private Facebook community, where every week we do live training and Q&A. I'd love to have you be part of the conversation head to to join us. And before you go, be sure to subscribe to the show so you're the first to know when we release a new episode. We'll see you next week.

by Crista Grasso

Crista Grasso is the go-to strategic planning expert for leading global businesses and online entrepreneurs when they want to scale.  Known as the "Business Optimizer", Crista has the ability to quickly cut through noise and focus on optimizing the core things that will make the biggest impact to scale a business simply and sustainably. She specializes in helping businesses gain clarity on the most important things that will drive maximum value for their clients and maximum profits for their business.  She is the creator of the Lean Out Method, 90 Day Lean Out Planner, and host of the Lean Out Your Business Podcast. She is also the founder and CVO of the Profitable Planner Co and Criscara Jewelry.


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