Hiring Doesn’t Have to Be This Hard (You’re Just Doing It Backwards)

Let’s just say it - hiring has become a full-body business workout for most small business owners.

You’re already running the show, wearing every hat, juggling 51 tabs open in your brain at all times… and then hiring gets dumped on your plate like it’s no big deal.

Except it is.

Because it’s not just “finding someone to help”.

It’s writing a job ad that somehow speaks to the people you want to see, shortlisting applications without losing your mind, interviewing like you know what you’re doing, and onboarding someone without them quitting or you regretting everything.

Hiring isn’t hard because you’re bad at it.

It’s hard because no one ever showed you how to do it properly, and now you’re just… winging it.

So if hiring feels like chaos, here’s what’s actually going wrong - and how to fix it before your next hiring mistake costs you another month, your sanity, and a couple thousand dollars.

🚩Problem #1: You’re Hiring in a Panic

The most common mistake we see?

Leaving hiring until it’s way too late.

You suddenly realise you can’t do it all anymore, the pressure hits, and you throw up a job ad in 10 minutes hoping someone, anyone, applies.

Cue a few weeks of poor-quality applications, rushed interviews, and choosing the best of a bad bunch because you “just need someone.”

That’s not a strategy. That’s a fire drill.

🔧Fix it:

Start planning ahead. If you know you’ll need help in 3 months, start prepping now.

Build a process that you can reuse every time, instead of starting from scratch while drowning in client work.

Don’t wait until you’re desperate. Desperation leads to bad decisions and worse hires.

🚩Problem #2: Your Job Ad Is Vague, Boring or Both

Job ads should be working for you - attracting the right people, repelling the wrong ones, and giving potential candidates a reason to give a damn.

But most business owners write them in a rush, filled with fluffy buzzwords and empty promises.

“We’re looking for a rockstar ninja unicorn who thrives in a fast-paced environment.”

...cool. But what does that actually mean?

🔧Fix it:

Be specific. What are they doing day-to-day? Who are they working with?

Cut the fluff. No one’s applying because you used the word “dynamic.”

Tell them what’s in it for them. Why should they choose you over someone else?

The best candidates won’t apply for roles that sound like HR bingo. You’ve got to speak their language - clearly and honestly.

🚩Problem #3: You’re Hiring Based on Vibes

You meet someone. You vibe. They say all the right things.

Next thing you know, they’re hired - and within two weeks, you realise they can’t actually do the job.

Sound familiar?

This is what happens when gut feel becomes your whole strategy.

We’re not saying ignore your instincts - but when that’s all you’re relying on, you’re gambling with your business.

🔧Fix it:

Use a structured interview with real questions and scoring criteria.

Test actual skills if the role needs it. (No, a vibe check isn’t enough.)

Do reference checks that go deeper than “Yeah, they were nice.”

It’s not about removing human judgement. It’s about supporting it with structure.

🚩Problem #4: You’re Not Defining the Role Properly

Hiring someone to “help with admin” sounds simple - until they start and you realise neither of you knows what the actual job is.

When you don’t know exactly what you need, you can’t expect a new hire to figure it out.

🔧Fix it:

Start with the pain points. What tasks are draining your time right now?

Define responsibilities clearly. This isn’t a “figure it out as we go” moment.

Distinguish between must-haves and nice-to-haves.

The clearer you are, the more likely you’ll find someone who fits what you actually need - not what you think you need in the middle of a meltdown.

🚩Problem #5: You Forget Onboarding Is Part of Hiring

Let’s say you get lucky. You find a decent candidate. You make the offer. They start.

Then what?

Too many businesses drop the ball after the contract is signed.

Onboarding isn’t just about giving them a log-in and hoping for the best. It’s where loyalty starts - or ends.

🔧Fix it:

Map out the first 30, 60, 90 days so they know what success looks like.

Give them the tools and training they need. Don’t assume they’ll “just pick it up.”

Check in regularly. If they go quiet, something’s probably off.

If you’ve ever had a hire ghost you two weeks in, this is probably why.

What It Looks Like When You Get It Right

Imagine hiring like this instead:

✔ You’ve got a job ad that actually speaks to the right people

✔ You only interview candidates who are pre-screened and relevant

✔ You’ve got structured interview questions so decisions aren’t based on gut feel alone

✔ Your onboarding doesn’t suck - and your new hire doesn’t regret showing up

✔ You don’t spend your weekends wondering if you made another hiring mistake

This isn’t a fantasy. This is what happens when you stop DIY-ing your hiring and get the right support.

That’s Where Flexi Hiring Support Comes In

We built Flexi Hiring Support for small businesses - the ones who need help, but don’t want to fork out thousands for a recruiter or hand over control completely.

We help you: 

✔ Write job ads that attract the right applicants

✔ Shortlist candidates based on real criteria

✔ Build a hiring process that doesn’t fall apart when you get busy

✔ Make better decisions that lead to better hires

✔ Set up onboarding that actually helps new hires stick around

You stay in control - we just take the heavy lifting off your plate.

It’s hiring, without the chaos.

Final Thought: Hiring Isn’t Meant to Break You

If hiring has felt like guesswork, you’re not alone.

But it doesn’t have to stay that way.

💬DM us “Flexi Hiring” and we’ll send you the full breakdown. No pressure. Just the hiring support you actually need - minus the HR fluff.

Ash ✨