Phase 1: Define the Role (Before Posting)

Write a one-sentence role mission
Why does this role exist? What breaks without it? If you can't write this sentence, you're not ready to hire.
Define the 30/60/90-day success metrics
What will this person have shipped, fixed, or built in their first 3 months? Be specific — not "ramp up and learn the product."
Separate must-have from nice-to-have requirements
A must-have is something that makes the role impossible without. Be honest — most "must-haves" aren't.
Decide on a salary range before outreach begins
Know your floor and ceiling before you talk to anyone. Deciding after creates anchoring problems and wastes everyone's time.
Confirm the headcount is approved and budgeted
Sounds obvious. Wastes candidates' time constantly when it isn't confirmed upfront.

Phase 2: Build the Hiring Infrastructure

Write a structured job description
Mission, responsibilities (outcomes not tasks), requirements, competencies, success metrics, company context, compensation. All of it.
Build an interview scorecard with 4–6 competencies
Define what a 1, 2, 3, and 4 looks like for each competency. Share with everyone who will interview.
Assign interview stages and interviewers
Who interviews at each stage? What competencies does each person assess? Don't let everyone ask about everything — it creates duplicate data with no signal lift.
Prepare a written screening question or async task
2–3 questions that require genuine thought. Filters 60–70% of unqualified applicants before you spend any time on calls.
Brief all interviewers on the scorecard and process
Everyone should understand: what we're evaluating, how we're scoring, and why we score before debriefs.

Phase 3: Sourcing

Post in your personal network first
LinkedIn post, X/Twitter, Slack communities. The referral-to-hire rate is 3–4x better than inbound. Do this before paying for job boards.
Post on 2–3 relevant community job boards
Wellfound for startups, community Slack #jobs channels, Hacker News "Who's Hiring" thread, or role-specific communities.
Identify 10–15 target passive candidates to outreach
For senior roles especially. LinkedIn search or GitHub. Write personalized messages — not templates.

Phase 4: Screening

Review async responses before scheduling any calls
Don't skip the async screen "because they look good on paper." The written responses surface things the resume doesn't.
Run a 30-minute screening call (not a technical interview)
Confirm communication style, motivation, and basic fit. Decide: do we want to continue?
Send a rejection within 48 hours to anyone not moving forward
Your brand is built in how you treat people who don't get the job too.

Phase 5: Full Interview Process

Ask the same questions to every candidate in the same order
Use your pre-assigned question list. Don't freestyle.
Take notes or score during the interview — not after
Memory fades fast. Evidence noted during the conversation is 3x more reliable than memory recall 2 hours later.
Run a take-home task or pair programming session (for technical roles)
Keep scope under 3 hours. Compensate for tasks over 2 hours.
Collect scorecards from all interviewers before the debrief
No debrief before all scores are submitted. This is non-negotiable for bias prevention.
Run a structured debrief: scores first, evidence second, decision third
Share all scores simultaneously. Identify variance. Require evidence for every point of disagreement.

Phase 6: Offer & Close

Run reference checks before making the offer
2–3 references, including at least one former direct manager. Ask behavioral questions — not "was she good?"
Call to share the offer verbally before sending documents
Surfaces objections while you can still address them. Warm close before the cold PDF.
Set a 48–72 hour offer deadline
"Take your time" signals the role isn't urgent and invites competing offers to materialize.
If declined: ask why
Not to change the outcome — to learn. Compensation, concern about runway, competing offer? This data shapes your next hire.

Startup Hiring Checklist: 25 Steps Before You Make an Offer

Build the Infrastructure for Every Item on This Checklist