The document outlines Richard Smith's automated system for streamlining the hiring process for assistant applicants. The system involves posting a job ad, having applicants call and answer screening questions, evaluating the calls, administering personality assessments to top candidates, checking references, and conducting live interviews. The goal is to have applicants jump through several hoops to identify the most committed and qualified individuals with minimal effort from the hiring team.

1. Streamlining the Hiring Process

2. Richard Smith’s
Automated System for Assistant Applicants
1- Post the ad (craigslist, etc.)
2- Respond with canned email “Congratulations you
have made it to Round 2 in our hiring process. Please
call this # and answer the 2 questions. Thank you and
best of luck!”
3- Listen to the calls
4- Send the DISC profile to top
candidates
5- Schedule a time to meet

3. Step 1- The Setup
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Set up a separate Gmail account – for example –
GreatRealtorAssistant@gmail.com (You will put
this address in your Craigslist ad - Do not use an
existing account!)
Set up a Google voice #
Set up the new account to come directly to your
phone, so you can see when someone calls in

4. The Set-up
Record message Google voice
Voice Message:
"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 2 questions:
1. What is your #1 quality?
2. Why do you feel you are a good fit for our
real estate company?
Thank you and good luck!"

5. The Set up
• Create a canned response that says:
“Congratulations you have 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 are a good fit for our real estate
company? Thank you and best of luck!”

6. Step 2 - Post Ad
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Craigslist – Real Estate, Banking, Admin
Facebook – As a post on your newsfeed
(shows your database that you are successful
too)
Anywhere else that gets traffic

7. Richard’s Example------Full Time Administrative- Assistant/ Phone Expert Needed
A Katy Texas Mortgage Team is looking for a Full-Time Admin Assistant 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 fast-growing 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?

8. Step 3 – Listen to Calls and Respond
Send mass email "BCC" back to only applicants that
sounded like good candidates
Email subject line: Congratulations! You made it to Round 3 in the Hiring process
Body of email:
Good Morning!
Thank you so much for applying for the Administrative/ Phone expert position with my mortgage
company.
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.
Good Luck!
Click here to complete the DISC profile: http://www.tonyrobbins.com/ue/disc-profile.php

9. 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.

10. Step 4 - Look over resume's
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Only look at the applicants that have followed
these steps
Call references

11. Step 5- Call References
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WITH 3 REFERENCES, HAVE A PHONE
CONVERSATION WITH AT LEAST 2
PAY ATTENTION TO THE TONE, NOT JUST CONTENT
Ask the reference: “if the person (job applicant) could
have been more effective, what could he/she have
done differently?
IF LEAVING A VOICEMAIL FOR REFERENCE:
“I 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 dont hear back, well.....

12. Step 6- Invite Candidate for live interview
Only after you follow all of these steps....
AND they have jumped through all the hoops!!!!!
Like my mentor always says:
" We don't sell pencils!”
.....so don't hire like we do!

13. Live Interview Questions
NAME:
DATE:
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What is your greatest weakness?_______________________
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What is your greatest strength?_______________________
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Describe your work style __________________________
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Do you take work home with you? ____________________
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How do you describe the pace at which you work? __________________

14. Live Interview Questions
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Continued
What motivates you? _____________________________
How do you handle stress & pressure?_____________________
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What are you passionate about? _________________________
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What are your pet peeves? __________________
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What has been the greatest disappointment in your work life?____________
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What has been your greatest achievement? _________________________

15. Live Interview Questions
INTERVIEW QUESTIONS
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If people who know you were asked why you should be hired, what would they say?
_______________________________
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Do you prefer to work independently or on a team? What type of work environment
do you prefer?_______________________________________
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Give some examples of teamwork:________________________________

16. Live Interview Questions
INTERVIEW QUESTIONS
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If you knew your boss is 100% wrong about something, how would you handle
it?________________________________
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Describe a difficult work situation/project & how you overcame
it:______________________________________________________
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Describe a time when your workload was heavy & how you handled
it:_______________________________
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If I asked your previous coworkers for key words to describe you, what would they
say? _________________________________________

17. Shut Up & Listen
When interviewing, shut up and listen!
Don’t start telling about your company until you
have already decided that this is a potential
person that you want on your team.