From word of mouth to a written requisition
Before hiring, write down the role, the number of people, the salary range and who will manage the new person, and agree it with the owner once. That single step stops the common problem of three family members hiring for the same post, or someone joining without a clear boss. The requisition closes when the post is filled, so everyone knows the vacancy is gone.
Where SMEs find people
Referrals will remain the main source, and that is fine for roles where trust matters most. For skilled roles, such as an accountant who knows GST returns or a CNC operator, widen the net, because a strong candidate may not know anyone in the family. Keep a note of where each hire came from, so you learn which sources give people who stay.
- Referrals from trusted staff, who vouch for the new person
- Local ITIs for machine operators, electricians and fitters
- Commerce colleges for accounts and billing staff
- Job portals and a careers page for skilled roles
- Notice boards in the market or industrial area for helpers and loaders
Interviews the owner can fit in
The owner wants to meet every hire but has a business to run. Offer candidates a few fixed slots each week, such as 4 pm to 5 pm on Tuesday and Friday, and let them pick one. A short practical test helps: a billing clerk enters five invoices, a salesman sells a product from the shelf, an operator runs a machine under supervision. Decisions made in the same week stop good candidates from joining a competitor.
Offers in writing
A verbal offer leads to arguments about salary, probation and the weekly off a few months later. Send a written offer with the salary, joining date and key terms, and let the candidate accept online. Follow it with an appointment letter on joining; the OSH Code requires one for each employee, and it turns the offer into a record both sides can rely on.
How to set it up in ZeniaHR
- For each vacancy agreed with the owner, open a requisition in Recruitment Hub with the number of openings.
- Publish skilled openings on the careers page and send the link to ITIs, colleges and referral groups.
- For skilled roles, let the resume match score narrow the list, and note practical test results as screening notes.
- Offer interview slots at fixed times each week, so candidates pick a slot the owner can attend.
- Send the written offer with its online accept or decline page, then move the joiner into onboarding.
Read more about recruitment in ZeniaHR.
Roles this applies to
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How can a small business hire better than word of mouth?
Keep referrals, but add three things: a written requisition agreed with the owner, wider sources for skilled roles such as ITIs, colleges and a careers page, and a short practical test in the interview. Put every offer in writing. The mix keeps trust and improves skill.
Should relatives be hired through the same process?
As far as possible, yes. Write down the role, the salary and the reporting line, and issue an appointment letter like anyone else. Staff accept a relative in a senior role more readily when the role and its terms are clear and the same rules apply.
What should a written job offer include?
The role, the monthly salary and how it is structured, the joining date, the work location and hours, the weekly off, probation and the notice period. The appointment letter on joining then confirms these terms, and a copy stays in the employee's documents.