Today’s job market feels challenging for job seekers and employers alike. While some companies are holding back on hiring due to economic uncertainty, others are struggling to secure talent amidst a tight labor market. This mix of caution and competition makes it more important than ever to hit the ground running when it’s time to expand.
Here are recruiting and hiring best practices to help you find the right talent faster and make stronger long-term hires for your small business.
Hiring versus recruiting
Before you build your team, it helps to understand the difference between hiring and recruiting—two terms people often use interchangeably, even though they serve different roles in the talent acquisition process.
Hiring is the process of evaluating candidates and bringing the right person into a specific role. Hiring is most useful when:
- You already have qualified candidates to review.
- You need to compare applicants and choose the best fit.
- The role is clearly defined and you’re ready to bring someone in to fill it.
Recruiting is the proactive work of finding and attracting potential candidates, whether it’s for a current role or future talent needs. Recruiting is most useful when:
- You want to expand your talent pipeline and/or candidate pool.
- The role is specialized or otherwise hard to fill, and thus requires proactive outreach.
- You’re trying to increase awareness of your business as an attractive place to work.
When to hire internally vs. externally
As your business grows, you may have to decide whether to fill a role by promoting from within or bringing in someone new. Here’s how to determine the best option for the position you need to fill.
Hiring internally may be the right move if:
- You want to reward strong performance and improve retention.
- The role builds naturally on skills an employee already has.
- You need someone who understands your systems, customers, or internal workflows.
- You have time to upskill or train someone into a higher-level position.
- You want to reduce hiring risk by choosing a known, proven performer.
If you’re promoting from within, it’s important to be transparent about what development will require—and what it will lead to.
“[Be] explicit about why a certification matters, how it connects to future responsibilities, and what success looks like for both the employer and the employee,” advised Peter Murphy, CEO of Pocket Prep, an exam preparation app that helps workers prepare for professional exams and certifications.
“Employees should understand what support they will receive, such as dedicated time, reimbursement, or study resources, as well as what is expected in return,” Murphy added.
Looking beyond your talent pool, you might consider hiring externally if:
- You need a skill set your team doesn’t currently have.
- The role is urgent and requires someone who can contribute immediately.
- You’re building a new function (like HR, finance, or paid marketing) for the first time.
- You want to expand your candidate pool beyond your current workforce.
- You’re hiring for leadership and need outside experience to guide growth.
[Read more: 6 Recruitment Strategies to Help Your Business Stand Out]
Best practices for an effective hiring process
Developing an effective hiring process helps you fill roles faster and make decisions that benefit your organization in the long run. Follow these best practices to get started.
Set clear stages and communicate consistently
Candidate relationships and experience matter more than ever, and strong communication is one of the best ways to keep applicants engaged.
“Candidates expect clarity, speed, and communication throughout the process,” explained Floor van Griensven, Chief People Officer at Trivium Packaging.
To do this, map out your hiring stages before you post the role (for example: application review, phone screen, interview round, final decision). Then, share that timeline early so candidates know what to expect.
Be proactive about messaging applicants throughout the process as well. Send quick confirmations when applications are received, follow up after interviews, and close the loop even when someone isn’t moving forward.
Be transparent about pay and growth opportunities
While compensation still matters, many candidates are evaluating a job listing’s full opportunity—including what growth in the company looks like over time.
“Small businesses hiring in 2026 will need to compete more on clarity and growth than on compensation alone,” advised Murphy. “Candidates want to understand how a role evolves, what skills they will gain, and how quickly they can advance.”
Sharing salary ranges, along with professional development and advancement opportunities, can make your role more compelling.
Use structured interviews to reduce bias and improve decision-making
Structured interviews are one of the most effective ways to create a fair, consistent hiring process. Instead of asking different questions to different candidates, use the same core questions for everyone and score responses against the same criteria. This helps you compare candidates more objectively, and makes it easier to explain why someone was (or wasn’t) the right fit.
Employees should understand what support they will receive, such as dedicated time, reimbursement, or study resources, as well as what is expected in return.Peter Murphy, CEO of Pocket Prep
Build fair evaluations around skills, not credentials
More employers are shifting toward skills-based hiring, an approach that can expand your candidate pool without lowering standards.
“Skills-based hiring that incorporates certifications, assessments, and demonstrated competencies can open the door to strong candidates who may not follow traditional career paths,” Murphy explained.
In practice, that might mean prioritizing proven ability, work experience, and learning potential over a perfect resume.
Treat onboarding as part of the hiring process
Finally, remember that the hiring process doesn’t end when a candidate accepts an offer. Van Griensven emphasizes that onboarding is key—especially if you want new hires to start strong in their first 90 days. A strong onboarding program should include pre-start communication, a clear introduction to your mission and culture, and a “buddy system” before shifting the focus to key processes and metrics.
“Getting a great new colleague in is one challenge, but keeping [them] in and engaged is another,” van Griensven said.
[Read more: What Is Human-Centric Hiring and How Can It Help Your Business?]
Build your sourcing engine
Even the best hiring process won’t work if you’re not reaching the right candidates. To build a strong talent pipeline, try this multi-channel approach:
- Use job boards and targeted job ads to amplify your job post. Once you have a strong job post, share it on major job boards for a broader reach. You can also explore niche, industry-specific, or location-based boards, depending on the role. If you’re hiring for something urgent or hard to fill, targeted job ads can help you get in front of the right candidates faster.
- Leverage LinkedIn to attract talent. LinkedIn is one of the most effective channels for reaching both active job seekers and passive candidates. Start by posting the role on your company page, then share it through your own network and encourage employees to repost it as well. You can also join relevant LinkedIn Groups and reach out directly to prospects with a short, personalized message.
- Build an employee referral engine. Referrals are often a high-quality source of candidates because employees often recommend people they trust. Make it easy by sharing a concise role summary, clarifying what a “good fit” looks like, and offering incentives for participation.
- Promote roles across social media. Depending on your audience, sharing openings on Instagram, Facebook, or TikTok can boost reach and give candidates a quick sense of your company culture and work environment.
- Connect with prospects through groups and events. Networking spaces like professional associations and local meetups can be especially helpful for filling specialized roles or developing a long-term local pipeline.
- Tap tech and talent partners to expand your reach. AI sourcing tools can streamline early-stage screening, allowing you to focus on interviews and decision-making. For roles you’ve struggled to fill, a recruitment agency can also help you reach candidates you may not find on your own.
Your recruiting tech stack
Recruitment software can save small businesses a lot of time by keeping applicants organized, reducing back-and-forth, and helping you move candidates through the process faster. Here are a few tools worth considering as you build your recruiting tech stack:
- Applicant tracking systems (ATS). An ATS helps you manage candidates in one place, track where each applicant is in the process, and avoid losing strong prospects in your inbox. [Learn more in CO—’s guide to applicant tracking systems.]
- Scheduling tools. Scheduling tools reduce the email ping-pong that comes with booking interviews, especially when multiple people need to meet with the same candidate.
- Interview and evaluation tools. These tools help you standardize interviews using consistent questions, scorecards, and shared feedback forms. Many platforms also include debiasing features, such as blind screening, to keep decisions focused on skills and role fit, especially when multiple people are involved in hiring.
- Chatbots and automated messaging. Recruiting chatbots can answer basic questions, collect initial info, and keep candidates engaged even when you can’t respond immediately. This can free up valuable time for your team to focus on the human side of recruiting.
- Background check software. Background check tools streamline screening for roles that require verification, particularly those involving finances, customer access, or sensitive information. Using a consistent process also helps you apply the same standards across candidates.
[Read more: AI for Hiring: How to Use AI to Find the Best Employees]
Metrics that matter for hiring and recruiting success
Hiring and recruiting can often feel subjective, so tracking key metrics can help. Here are some to get you started:
- Time to fill + time in stage. Time to fill measures how long it takes to fill a role from the time it’s opened to when an offer is accepted. If that timeline feels longer than it should, tracking time in stage can help you pinpoint where the process is slowing down—for example, if candidates are sitting too long in application review, waiting on interview scheduling, or stuck in final decision-making.
- Candidate conversion rates. These rates measure how many candidates move from one stage to the next, such as from application to interview or interview to offer. If conversion drops at a specific stage, it may be a sign that your job post, screening criteria, or interview process needs adjusting.
- Source of hire. This shows which channels your hires are coming from, whether that’s job boards, LinkedIn, referrals, or paid ads. Knowing your strongest sources helps you focus your time and budget on the channels that consistently bring in qualified candidates.
- Offer acceptance rate. This tracks how often candidates accept your offers once they’re extended. A low offer acceptance rate can be a sign that compensation, role expectations, or the candidate experience isn’t aligning with what top candidates are looking for.
- Cost per hire. This measures how much you’re spending to make a hire, including job ads, recruiting tools, agency fees, and other sourcing costs. Tracking cost per hire can help you evaluate which investments are worth it and where you can streamline.
- Quality of hire. You can assess quality of hire—i.e., how successful a new hire is once they’re in the role—through performance reviews, ramp-up time, productivity, and retention. Over time, this helps you connect your recruiting process to long-term business outcomes.
Once you see the data from your recruiting and hiring efforts, you will be able to gauge whether your process is working or needs further adjustments.
Sean Peek and Kirsten Capunay contributed to this article.
CO— aims to bring you inspiration from leading respected experts. However, before making any business decision, you should consult a professional who can advise you based on your individual situation.
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