Streamlining the Hiring Process!
Chief Strategist, LeaderOne Financial
We all want the best assistants (and other employees) we can get, but we all hate
the time-consuming process of finding them, don't we?
We have a great solution for this problem, one we learned from a chiropractor
friend who had the same hiring problems we face in the real estate and mortgage
It's a six-step (mostly) automated method for finding and hiring great talent with a
minimum of time, effort, and money. Read on to see how you can implement this
method in your business. It'll help you gain great employees while saving you a ton
of money, time, and headache in the process!
Step 1: The Set-Up
In order to implement the method, first complete these steps:
• Set up a separate Gmail account (free!)– for example –
GreatLOAssistant@gmail.com(You'll put this address in your Craigslist ad.Do
not use an existing account!)
• Set up a separate Google voice # (free!) (This way, applicants won't know who
• Set up the new account to come directly to your phone, so you can see when
someone calls in. (You can have an assistant screen the calls, if you prefer.)
Then record your message using Google voice. The voice message should read
similar to this:
"Thank you for applying for the assistant position at our mortgage company. Please
follow these directions exactly. Leave your full name and phone number where we
can reach you and then answer these two questions:
1. What is your #1 quality?
2. Why do you feel you are a good fit for our mortgage company?
Thank you and good luck!"
This simple action knocks out anyone who can't follow simple directions and makes
your job much easier!
Also, for applicants who successfully answer the two questions, create a canned
response that says:
“Congratulations you 've made it to Round 2 in our hiring process. If you haven’t
already done so, please call this # and answer these 2 questions: 1. What is your #1
quality? 2. Why do you feel you're a good fit for our mortgage company? Thank you
and best of luck!”
Step 2: Post Ad
Post your ad on the following sites:
• Craigslist – Real Estate, Banking, Admin, Business, etc.
• Facebook – As a post on your newsfeed(shows your database that you're
• Anywhere else that gets traffic!
Gregg’s Example of An Ad:
Below is an example of Greg's ad. Feel free to use this as a template for your own ad!
Full Time Secretary- Assistant/ Phone Expert Needed
A _________Mortgage Team is looking for a Full-Time Secretary Phone Expert and
Assistant in our office. Someone who is a self-starter, an efficient multi-tasker, great
with people, has a positive attitude and loves working.
FOLLOW THE INSTRUCTIONS ON THE LAST LINE
You LOVE talking to people and have impeccable phone skills. You are a quick
thinker and are able to handle multiple scenarios at one time. You are great at
follow-up. You pay attention to detail and stay on top of tasks with ease. Chances
are you're an organization whiz.
You should also have excellent technical skills and are fast to learn your way
through a new software. Navigating the internet, including all Social Media sites,
should be something you can do in your sleep. Quick to learn and eager to stay at
the front of the pack.
This position will require you to be on the phone for long periods of time, making
many calls throughout the day as well as answering a multi-line telephone. You
should be outgoing and easy to talk to and start a conversation with.
ONLY apply if you are committed to work full-time and want to be part of a fastgrowing team who really cares about their clients.
If you’re interested in joining our team, please email your resume and cover letter
to: (your dedicated email address) and then call (your Google phone number) and
answer the following two questions. 1. What is your #1 quality? 2. Why do you feel
you are a good fit for our mortgage company?
Step 3: Listen to Calls and Respond
Send a mass email "BCC" back to only applicants who sounded like good candidates.
This email can look similar to Greg's example:
Email subject line: Congratulations! You made it to Round 3 in the Hiring
Body of email:
Thank you so much for applying for the Secretary/ Phone expert position with my
Please click on the link below and complete the DISC personality profile.
Once completed, email all results to this email address.
We will have someone from our office contact you to schedule a time to come in for
a live interview.
Click here to complete the DISC profile: http://www.tonyrobbins.com/ue/discprofile.php
Remember: The potential candidates still do not know who you are. Do not have an
email signature on the new Gmail account when you send this email!
Step 4: Look Over Resumes
Now, it's time to review resumes, but only look at the applicants who have followed
the previous steps. Once you've selected likely candidates, then take the next step.
Step 5: Call References
If there are three references provided, have a phone conversation with at least two
of them. Important: pay attention to the tone of the conversation with the
references, not just the content!Ask the reference: “If the person (job applicant)
could have been more effective, what could he/she have done differently?
If you need to leave a voicemail for a reference, use this wording: "...would
appreciate a call back only if you feel this person is exceptional." If the reference
truly believes in the candidate, they will return the call quickly. If you don't hear
back, well, that tells you the applicant is probably not right for the position.
Step 6: Invite Candidates for Live Interview
Interview only after candidates have followed all of the above stepsANDjumped
through all the hoops! You can do the interview at any site you prefer. Try to speak
to the candidate live before you schedule the interview so you can get a feel for their
suitability for the position.
Live Interview Questions:
What is your greatest weakness?_______________________
What is your greatest strength?_______________________
Describe your work style __________________________
Do you take work home with you? ____________________
How do you describe the pace at which you work? __________________
What motivates you? _____________________________
How do you handle stress & pressure?_____________________
What are you passionate about? _________________________
What are your pet peeves? __________________
What has been the greatest disappointment in your work life?____________
What has been your greatest achievement? _________________________
If people who know you were asked why you should be hired, what would
they say? _______________________________
Do you prefer to work independently or on a team? What type of work
environment do you prefer?_______________________________________
Give some examples of teamwork:________________________________
Below is an example of an interview checklist that Greg uses to keep organized
during the process. Feel free to adapt it to your own needs.
Job Description Completed
Advertised in _____________________________________
__________________________________cost and length
__________________________________cost and length
Print resumes and listen to phone inquiries
Type up a list of interview questions you'll ask
in in Interview #1
Put Job Description into checklist box form so
new employee is ready to check off things
they're learning and doing daily on the job.
Is there a daily checklist?
Is there a weekly checklist?
Is there a monthly checklist?
Have new employee go into a folder on their
desk at the end of each day or each week and
type in the how to's of specific jobs they're
doing in order to chart and create a training
manual for their job.
Set up a 90-day probationary contract with a
list of details you'll expect upon the 90-day
Allow others to meet with candidates to get a second or third opinion. It
always helps to get other perspectives.
Despite your gut feeling, never hire on the spot!
Take time to review and reflect on all candidates. This helps you be in a
strong negotiating position when discussing compensation.
Tip #1:Check out candidates' Facebook, etc. pages to eliminate anyone whose public
face doesn't match up with your needs.
Tip #2:Great candidates should naturally follow up on an interview with a call or
email, making it easy to invite them back for a second interview.
Shut Up and Listen!
When interviewing, shut up and listen!Don’t start telling about your company until
you've already decided that this is a potential person you want on your team.
Greg recommends that you consult Dave Ramsay's book, EntreLeadership, on
evaluating and hiring applicants. It has some excellent advice. In particular,
remember these guidelines from the book:
There are three reasons why team members fail:
Because of leadership failure.
Because of personal problems.
Because of incompetence
So always remember: Be slow to hire and quick to fire!