The Small Business
Hiring Checklist
A proven, step-by-step system to attract the right applicants, run efficient interviews, and make confident hiring decisions — every time.
See the Full ChecklistHiring the wrong person is costly — in time, money, and team morale. Having a hiring system helps you maximize efficiency, filter out poor fits early, and give every great candidate the attention they deserve. This free guide outlines AdminBooks’ recommended techniques.
Phase 0
Before the Interview Process Begins
Start with Intention
Before diving in, take a moment to reflect on exactly who you need and what success looks like for this role. A clear mindset sets the tone for the entire process.
Screen the Job Posting Response
Did the candidate answer the questions in your job posting? Did they include the required phrase “I AM A ROCKSTAR!” in the email subject line? If not, they may not be detail-oriented enough for your team.
Ask 1–2 Clarifying Questions
Email candidates back with one or two specific questions about their resume before investing any more time. This quickly filters out passive or disengaged applicants.
Send a Typing Test
Require all candidates to complete a typing test. Those who type fewer than 50 words per minute receive a polite no-thank-you. Candidates who pass are invited to a phone interview.
Funnel goal: Invite the top 6–7 candidates from your applicant pool to a phone interview.
The Interview Process
4 Steps from Screening to Offer
Phone Interview
25 Minutes- Conduct a focused 25-minute phone call to learn the candidate’s basic history and relevant skills
- Assess communication style, enthusiasm, and cultural fit at a high level
- Keep notes on each candidate immediately after the call while details are fresh
Zoom Interview
Skills Deep-Dive- Ask “oddball” interview questions to see how candidates think under pressure and reveal personality
- Show the candidate the actual technology your firm uses day-to-day — no surprises later
- Administer a Verbal QuickBooks Test for bookkeeper candidates
- Administer a Verbal Tax Preparer Test for tax preparer candidates
Team Interview
45-Minute Zoom- Candidate introduces themselves, shares their experience, and describes their ideal job
- Each team member introduces themselves, what they do at the firm, and how long they’ve been there
- Candidate asks follow-up questions directly to team members
- Team exits — owner/manager discusses firm’s core values, mission, benefits, and culture
- Request 3–4 references (both personal and professional) — email and call each one
- Send candidate a link to complete a DISC personality assessment
- If moving forward, initiate a background check and address any concerns proactively
Job Offer
Final Zoom- Schedule a final Zoom call to answer any remaining questions from the candidate
- Give the candidate space to ask questions about the role, team, expectations, and growth
- Make a verbal job offer on the call when you’re ready to move forward
- Follow up promptly with a written offer letter outlining compensation, start date, and terms
Why This Works
A System Protects Your Business
Winging the hiring process costs small businesses thousands. A structured approach means less bias, less time wasted, and better long-term hires.
Efficiency at Every Stage
Each step filters the pool so you invest more time only in your strongest candidates — not everyone who applies.
Culture Fit Built In
Team interviews and personality assessments ensure your next hire shares your values and will thrive in your environment.
Objective Screening
Typing tests, verbal skills tests, DISC assessments, and reference checks give you data — not just gut feelings.
Reduced Risk
Background checks and thorough references protect your business before you make a costly commitment.
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