Your first employee changes how work gets organised. Before publishing a vacancy, decide what the hire will own, how you will manage them and whether the business can support the role. A clear plan reduces confusion for both the founder and the new colleague.

This operational checklist helps you prepare. Employment, payroll, work-authorisation and insurance obligations depend on location and circumstances; verify applicable requirements with official local sources or qualified advisers before making commitments.

Define the work you are hiring for

List the recurring tasks that need an owner. Separate a sustained need from a temporary project or a short-term workload spike. Then write the role’s purpose, main responsibilities and the decisions the person will be able to make.

Be realistic about breadth. A single hire may support several areas in a small business, but expecting deep expertise in every function can make the role difficult to fill and manage. Decide which capability matters most and what support you can provide.

Plan the full cost and management time

Budget beyond headline salary. Consider equipment, software, workspace, training, recruiting time and applicable employer obligations. Identify which costs are recurring and which occur at the start.

Also budget your own time. Who will explain processes, answer questions, review work and give feedback? Hiring someone does not remove the need to manage the work. If the founder is the manager, set aside time explicitly.

Write a vacancy candidates can understand

Use a recognisable title, clear location and working arrangement, an honest salary range and a short list of essential requirements. Separate what the person needs on day one from skills they can build with your support.

The SME job description template gives you a structure. Explain the application stages and request information proportionate to the role. Do not ask candidates to complete substantial unpaid business work as a screening task.

Prepare the review before applications arrive

Agree your screening criteria and core interview questions. Decide what evidence would demonstrate each requirement. Keep factual notes and avoid evaluating personal characteristics unrelated to the job.

Use an interview scorecard to organise evidence, then make a considered human decision. Check references only with appropriate permission and a clear, relevant purpose.

Resolve offer details before sending

Confirm the role, pay basis, hours, location, reporting line, start date and any conditions. Ensure the written terms reflect what you actually agreed and meet applicable local requirements. Do not rely on a generic online contract without checking its suitability.

Make sure payroll and onboarding arrangements are ready before the start date. Limit access to candidate and employee information to the people who need it.

Plan a useful first month

  • Before day one: Prepare equipment, essential access and a schedule.
  • First week: Explain the business, priorities, key contacts and how to ask for help.
  • Following weeks: Set manageable tasks, review examples of good work and discuss progress.
  • First-month review: Clarify responsibilities, identify gaps in support and agree the next priorities.

Your first hire needs context and feedback, not just a list of overdue tasks. Explore OpenDoor employer plans when you are ready to organise the vacancy and applications, and choose tools around a process you can maintain.