Legal Foundations
Before you post — 2-4 hours (one-time setup)
Apply free at IRS.gov. Takes 5 minutes online. You'll need this for payroll, taxes, everything.
Each state has different requirements. Common: unemployment insurance, state withholding.
Required in most states. Cost: ~$1-2 per $100 of payroll. Shop through your business insurance provider.
Options: Gusto, Rippling, Deel, QuickBooks. Don't DIY payroll—too easy to mess up taxes. Budget: $40-100/month.
Employment application, offer letter template, at-will acknowledgment. Have a lawyer review once, reuse forever.
Employee vs. contractor—IRS has strict guidelines. Misclassification = penalties + back taxes.
Federal: FLSA, OSHA, EEO. State: varies. Must be visible in workplace (or sent digitally if remote).
Secure storage for employee documents. I-9 forms stored separately. Retention requirements vary.
⚠️ Warning: Skipping these steps can result in fines of $50-500+ per violation. The IRS doesn't care that you're a startup.
Job Preparation
Before you post — 2-3 hours
What problem does this hire solve? List top 3-5 outcomes. Don't combine two jobs into one.
Research market rates (Glassdoor, Levels.fyi, Payscale). Define min and max. Decide: hourly vs. salary?
Use our job description template. Focus on outcomes, include salary range.
Free: LinkedIn, Indeed basic, AngelList. Paid: LinkedIn ($300+), Indeed Sponsored, niche boards.
5-7 behavioral questions per role. Same questions for all candidates. Build a scorecard with rating criteria.
Set application deadline (2 weeks typical). Block interview time. Plan decision date—dragging kills good candidates.
Who reviews applications? Who interviews? Who makes final decision?
Job Description Ready?
Post it everywhere in one click. Track candidates without spreadsheets.
Try EasyApply Free →The Hiring Process
1-3 weeks
Publish to selected job boards. Share on LinkedIn personal profile. Email your network—warm referrals are gold.
Define knockout criteria. Spend 30 seconds per resume on first pass. Move qualified candidates to phone screen.
15-20 minutes each. Verify basics: availability, salary expectations, role fit. Same script for all candidates.
45-60 minutes per candidate. Score each answer on your scorecard. Take notes—you'll forget details later.
2-3 references minimum. Ask: "Would you hire them again?" Red flag: only personal references.
Compare scorecard ratings objectively. Trust data over gut feeling. Decide within 48 hours of final interviews.
Call first, then send written offer. Give 48-72 hours to decide. Be ready to negotiate within your range.
Onboarding Prep
Before day one — 2-3 hours
Form I-9, Form W-4, state tax forms, direct deposit authorization, emergency contact form.
Add employee to payroll system. Confirm pay rate, start date, pay schedule. Set up benefits enrollment.
Computer, phone, tools. Email account and software access. Office keys or access cards.
Week 1: Orientation goals. Month 1: Initial project. Month 2-3: Full productivity. Schedule regular check-ins.
Welcome message, day one agenda, lunch plans (don't leave them alone), first small win they can accomplish.
Timeline Overview
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