Building a Hiring System That Brings in A-Players

Your team is the engine of your business. With the right people in the right seats, you gain momentum. With the wrong hires, you get stuck in the mud—burning fuel without moving forward. SHRM research shows, more than two thirds of organizations (69%) are still struggling to fill roles, reflecting 2016 levels after peaking in 2022.. The reality is this: great teams don’t just happen. They’re built with intention, discipline, and a system that works.

Like anything you need to do well, but don’t do often you need an intentional and clearly defined process.

Step 1: Define the Role With Clarity

It all starts with clarity. Too many businesses make the mistake of writing generic job descriptions that read like laundry lists. Instead, a strong job description should act as a filter, not just a checklist.

Ask yourself:

• What skills are absolutely non-negotiable?
  
  

• What values must align with our culture and vision?
  
  

• What personality traits will thrive in this role?
  
  

When you define these clearly, you’ll attract candidates who are aligned and automatically weed out those who aren’t. For example, if collaboration is a core value, highlight that teamwork and communication skills are just as important as technical expertise.

Step 2: Source Candidates Strategically

The old “post and pray” method no longer works. To attract A-players, you have to go where they are. That means leveraging your strategic partners, industry resources like associations, job boards or specific social media tools and groups in LinkedIn or Facebook and—often overlooked—your own network which includes your current team.

Referrals can be one of the most powerful sources of strong candidates. People in your circle understand your culture and are less likely to recommend someone who doesn’t fit. Don’t forget to ask your current team members as well. Often, your best people know other top performers.

Step 3: Interview With Purpose

The interview process is where you separate the talkers from the doers. Go beyond surface-level questions. Behavioral questions like “Tell me about a time you turned around a failing project” reveal past performance, which is the best predictor of future performance.

For technical roles, go a step further with skills assessments. Coding challenges, design tasks, or financial analysis exercises show who can actually deliver under pressure. Remember: resumes tell you what a candidate claims they can do. Tests show you what they actually can do.

And NEVER overlook cultural fit. Do they share your drive? Do their values align with your mission? Someone with strong skills but poor alignment can drag down your entire team. Tip: Reach out for process to define your values.

Step 4: Track the Metrics That Matter

Hiring isn’t just about gut feeling. You need data to measure how effective your process really is. Two key metrics should be part of every hiring dashboard:

• Time-to-hire: Aim to fill roles in under 30 days. A long hiring process can cost you top talent. A word of caution, make sure they are the right candidate, a bad hire could set you back months or years.
  
  

• Retention rate: Strive for at least 85% of new hires still with you after one year. If your retention is lower, something’s broken—either in hiring, onboarding, or culture.
  
  

By tracking these numbers, you turn hiring into a repeatable, measurable system instead of a gamble.

Step 5: Build, Don’t Hope

A great team isn’t luck—it’s design. Every step you take toward a structured hiring system reduces risk and increases the chances of landing people who drive your business forward. If hiring feels shaky right now, don’t ignore it. Even a small tweak in your process—like clarifying your job descriptions or adding a skills test—can change everything.

When you hire intentionally, you don’t just fill positions—you fuel growth.

Action Steps

• Write one clear, role-specific job description today.
  
  

• Source candidates through referrals this week.
  
  

• Test at least one candidate’s skills by the end of the month.
  
  

• Track hiring metrics with a dashboard.
  
  

Your team is your greatest asset. Invest in building it right, and the payoff will be growth, resilience, and momentum.

You can book a conversation 20 minute conversation with John today!

John Davis - Business Coach

With years of experience helping leaders and entrepreneurs, I’m passionate about showing you how to Build A Business for Your Ideal Life. At Davis Business Coaching, we help owners align their ventures with personal dreams so true success becomes your everyday reality.

Be sure to check out last months blog on Making A Big Decision?