If you run a small business, you’re probably managing people without a formal HR department, and that can feel like trying to build the plane while flying it. You’re not just responsible for growing the business. You’re also the recruiter, interviewer, onboarding lead, and culture-setter. And without clear systems, it’s easy to default to “hiring fast” instead of “hiring well.”
This post kicks off our five-part series on How to Lead a Small Team Without an HR Department—a practical guide for small business owners who want to lead with intention, fairness, and just enough structure to make things work without the overwhelm.
Why Hiring Deserves Your Attention
Hiring sets the tone for everything that follows—your culture, your team dynamics, and even your retention. But when you’re stretched thin, it’s tempting to wing it. That’s where things get messy:
- Vague job descriptions
- Unstructured interviews
- Unclear expectations from day one
And when things aren’t clear, bias can creep in—and great candidates can slip away. Let’s fix that.
Step 1: Write a Clear, Inclusive Job Description
Forget buzzwords and bloated lists of requirements. A great job description tells the truth about the role and invites the right people in.
What to include:
- A short, human intro about your company and what you care about
- What the person will actually do (daily and weekly tasks)
- Who they’ll report to and collaborate with
- Required skills (keep these lean and realistic)
- Optional: pay range, work hours, benefits, and flexibility
Inclusive tip: Avoid jargon like “rockstar,” “ninja,” or “work hard/play hard.” Instead, focus on what success looks like and what kind of support you offer.
Step 2: Use a Consistent Hiring Process
You don’t need a fancy applicant tracking system—you just need consistency.
Create a simple process like this:
- Review applications using the same set of criteria
- Use structured interview questions
- Take notes (even bullet points!) to compare candidates fairly
- Communicate clearly and kindly—yes or no
Bonus idea: Include one short work-related task or scenario. This can show how someone thinks and solves problems—especially helpful if your candidates come from different backgrounds or don’t shine in traditional interviews.
Step 3: Know What You’re Hiring For
It may sound obvious, but many small business owners skip this part. Are you hiring to offload tasks, grow a new part of the business, or fill a skill gap? Before you post that listing, ask:
- What do I actually need help with?
- What can I train vs. what needs to come ready-made?
- What are my goals for this role?
- What values matter most on my team?
When you’re clear on what you need, it’s easier to evaluate candidates fairly—and easier for them to know if it’s a good fit.
Step 4: Set Expectations Early
Hiring is just the beginning. Once someone says yes, don’t wait until onboarding to tell them how things work. This doesn’t have to be formal—but it does need to be clear.
In your offer or follow-up email, include:
- Start date and schedule
- Key responsibilities
- Who they report to
- Any “how we work” basics (Slack, time off, etc.)
You Don’t Need an HR Department to Hire Well
You don’t need corporate tools or policies to hire thoughtfully. You just need clarity, consistency, and care. When you slow down and build a clear system, you’re not just making your life easier, you’re also creating a better experience for your future team members.
Up Next: Part 2 – Onboarding Without the Overwhelm
We’ll share how to welcome new hires confidently, build trust early, and create an onboarding process that works—even if you have only a few hours a week. Sign up below to be the first to know when our next post in the series comes out!