Streamlined Hiring Process: My 12-Step Hiring Formula (Part 2)

by | Jan 2, 2024 | Blog, Outsourcing, Scaling Your Business, Virtual Assistant

    The Next Steps To A Streamlined Hiring Process

    Remember when we walked through the first 6 steps on how to streamlined hiring the right team for your business?

    Well, buckle up because we’re about to dive into the next 6 steps of our 12-step streamlined hiring process!

    If you haven’t caught up on the first part, make sure to check it out before moving on.

    By the end of this article, you’ll have the full map in your hands to navigate the streamlined hiring process.

    Ready to find out what comes next in this streamlined hiring process?

    Let’s jump right in!

    Step #7: Picture Perfect Memory

    So, you’ve just wrapped up a good pre-interview.

    Here’s what I do next – and trust me, it’s a game-changer.

    I take a quick screenshot of the candidate right there in the interview.


    It’s like this: seeing their face with my notes makes it way easier to remember who’s who later on.

    Check out this sample screenshot I’m attaching.

    It’s a neat little trick that keeps everything crystal clear in my mind.

    Simple, right? But oh-so-effective.

    Step #8: Testing Their Email Game

    Alright, after the pre-interview, here comes a little twist.

    I tell the candidate to shoot me a follow-up email,

    but here’s the kicker –

    I give them a different email address than the one we’ve been using.

    This serves a very specific purpose.

    The change in the email address is an intentional test.

    It’s a great way to see two things:

    1. if they can follow simple instructions and;
    2. how fast they get back to me.

    Those who respond quickly and to the right email address…

    move to the next stage.

    I’m very clear and emphasize that this is a different email address.

    This is exactly what I say:

    ‘This is a different email address than you currently have.

    I want you to follow up with me using this email address.’

    You’ll be surprised how many VA applicants are sending it to the wrong email address!

    I’m dropping in a screenshot of what a good follow-up email looks like.

    This is from a VA who nailed it – quick response, right address, and all.

    Have a look and see how a winning email should be:

    Testing VA Applicants Follow Up Email

    Notice how it’s straightforward yet professional.

    That’s the kind of efficiency and attention to detail you’re looking for.

    Step #9: Quick Check with a Win Test

    After the email test, I introduce a new challenge: the Win Test.

    This is a simple yet insightful task.

    I ask each candidate to suggest a couple of podcasts..

    they think would be a great fit for me.

    This task isn’t just about naming some podcasts.

    It’s a way for me to see:

    • how well they communicate,
    • how much research they’ve done on me and my business,
    • and if they can understand the task correctly.

    I expect a response within an hour or two – yes, it’s quick.

    The speed shows me who’s truly interested in the job.

    VA Applicants Win Test

    The details tell me who’s done their homework.

    Have they checked out what I talk about?

    What shows have I been on?

    And considered why a show would be a good fit?

    Or have they given me some generic shows that they’re interested in.

    At a glance, I’m really looking for how they communicate.

    Did they include links to the shows?

    Or did they just give me a list of names?

    Without links, it means I have to do the extra steps.

    Remember, we’re hiring them to save time.

    No links are definitely a problem.

    Here’s a screenshot of one of these Loom tests:

    VA Applicants Win Test Email

    Here’s the loom video that VA applicants will receive.

    Quick, clear, and on-point.

    Step #10: Getting Deeper in the Second Round

    So, they aced the Loom test? Awesome!

    Now, we dive deeper with a longer, more in-depth interview.

    This is where I really get into their past..

    their wins..

    and what they’re all about.

    I send an invite for this round via email, and here’s what I’m digging for:

    consistency and substance.

    it’s easy for someone to put up a good front in a quick chat.

    But can they keep it up when we go deeper?

    Sometimes, a VA looks super professional in the first chat..

    but in this round, they might be too casual.

    They hop on the zoom call while walking their dog?!

    That’s a big no for me.

    Once we start chatting,

    I’m eager to hear about their successes and experiences.

    It’s not just what they say, but how they say it.

    For instance, I might ask:

    “Tell me about a time you felt really successful. What happened?”

    Their answer? It’s gold.

    It shows me who they really are, beyond just skills.

    If one person is proud they didn’t lose their temper in traffic..

    and another is thrilled they completed a 5k run…

    there is a clear difference between their personalities.

    which, by the way,

    is often more important than just skills.

    So, in this round, we’re looking for:

    • real stories
    • real successes,
    • and seeing if they’re just as sharp as they were at the start.


    Step #11: Now, We Talk About Us

    Alright, they’ve told us about them.

    Now it’s our turn.

    I start chatting about what it’s like working with us.

    I keep it real – it’s all about giving them a clear picture of what being on our team is like.

    They need to know what they’re signing up for, right?

    This step is all about being open..

    so they know exactly what to expect.

    We talk about how team mentality is everything to us.

    This isn’t a place where they will be micromanaged.

    They will be trained through our Leadership Program so that…

    they become like little CEO’s of their own departments.

    Our clients will be looking to them for ideas and inputs.

    This is not a to-do list type job.

    Step #12: Client Prep

    Alright, they’re almost at the finish line.

    Now, it’s time to get them set up to meet our clients.

    I give them the lowdown:

    • who they’re meeting,
    • what our clients are like,
    • and what’s expected.

    Think of it as the final practice before the actual game.

    This part’s super important,

    ’cause it’s not just about how ready they are,

    but if they really fit with what our clients need.

    It’s like the final piece of the puzzle –

    making sure they’re the right fit for our team and our clients.

    Wrapping It Up

    So, that’s the whole shebang!

    We’ve walked through all the steps.

    Not just to find someone good but to keep them around.

    Each step is like a secret sauce to make sure you get a virtual assistant:

    who’s just right for you and your business.

    What Others Are Saying

    Nothing speaks more about the effectiveness of our 12-step streamlined hiring process than the success stories of our clients.

    Here is one of the testimonials from satisfied business owners:


    All the Stuff You’re Wondering About the Streamlined Hiring Process, Answered!

    Why should I trust your 12-step hiring formula?

    Look, this isn’t just a random list. 

    I’ve poured 12 years of outsourcing experience into this formula, 

    and it’s given me a 90% retention rate. 

    If you’re tired of the hiring hustle, this is your roadmap to a committed team.

    How much time will this 12-step process actually save me?

    Time is money, right? 

    This formula is designed to cut through the noise and get you quality candidates, fast. 

    No more sifting through hundreds of irrelevant resumes. 

    You could cut your hiring time in half, easily.

    What if I don't have experience in hiring?

    No worries! The steps are laid out in plain English. 

    From crafting a killer job post to nailing the interview, each step is a mini-lesson in hiring. 

    You’ll become a pro in no time.

    If you want to know more, book a call with me to talk about hiring a virtual assistant.

    How do I know applicants are actually qualified and not just good at following steps?

    Great question! 

    The steps are designed to weed out those who can’t follow instructions. 

    But the real gems are found in the cover letter and interview stages. 

    You’ll get a sense of their skills, experience, and whether they vibe with your business.

    Can I skip some steps if I'm in a rush to hire?

    You could, but why risk it? 

    Each step serves a purpose in filtering out candidates who aren’t a good fit. 

    If you’re in a rush, you’re more likely to make a costly hiring mistake.

    If you want me to do it for you, you can let me know by signing up on my website or by clicking here.

    What if I have a small business and can't afford mistakes in hiring?

    Then this formula is your new best friend. 

    It’s designed to be foolproof. 

    Follow it, and you’re not just hiring fast—you’re hiring smart.

    How does this formula adapt to changes in the job market?

    The core principles of this formula are evergreen

    Whether it’s 2023 or 2033, effective communication, attention to detail, and a streamlined process will always be in demand in the hiring world.

    How can I measure the success of using this 12-step formula?

    Keep an eye on your retention rates and the time it takes to hire. 

    If you’re spending less time on the hiring process and keeping team members longer, you’re on the right track.

    What if I still end up with a bad hire?

    Look, no system is 100% foolproof.

    But following this formula will drastically reduce your odds of a bad hire. 

    And if it happens? 

    You’ll be better prepared to spot the red flags next time.

    Ready to level up?


    Be our next success story and find out

    how you can make 2024 your best year yet.


    Are You Ready For Your Next Big Win?

    Know your entrepreneur personality and I’ll take it from there!

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