Most hiring mistakes happen before the first interview even takes place. A rushed process, unclear expectations, or failing to define exactly what you need can lead to wasted time, poor hires, and higher turnover.

The best hires don’t happen by accident—they happen because the hiring process was set up for success from the start. Before you post a job ad or contact candidates, here’s how to prepare the right way.

1. Get Crystal Clear on What You Actually Need

One of the biggest hiring mistakes is starting with a vague idea of the role. If you can’t clearly define what success looks like for this position, you’ll struggle to assess candidates properly.

• Start with the outcomes, not just the job title. Instead of thinking in terms of ‘we need a Marketing Manager,’ ask: What do we need this person to accomplish in their first 6-12 months?

• Identify the real skills and experience needed. Too often, job descriptions are filled with generic requirements that don’t actually reflect the job. Focus on what matters most for success in this role.

• Avoid hiring just to replace someone. If someone left, don’t assume you need the exact same role filled. Businesses evolve—make sure you’re hiring for what’s needed now, not what was needed two years ago.

Key Question: If this role didn’t exist today, how would we justify adding it now?

2. Define What Success Looks Like

A great hire isn’t just someone with the right experience—they’re someone who delivers results. Before you start recruiting, define what success in this role actually means.

• Set clear, measurable goals for the first 90 days. What should this person achieve in their first three months? Clarity on this helps you (and the candidate) determine if it’s the right fit.

• Think beyond technical skills. A candidate might tick every skills box but fail because of poor communication, lack of adaptability, or a misalignment with company culture.

• Get alignment internally. Hiring managers, team leads, and decision-makers should all agree on what you’re actually looking for—before candidates enter the process.

Key Question: If we hire the right person, what will be different in six months?

3. Lock in Your Hiring Process Before You Start

A structured hiring process isn’t just for big companies. Even for SMEs and startups, having a clear process prevents confusion, delays, and inconsistent candidate evaluation.

• Decide who’s involved and when. Who’s screening resumes? Who’s conducting interviews? Who makes the final decision? Too many cooks in the kitchen will slow things down.

• Set a timeline and stick to it. A slow, dragged-out hiring process kills momentum and costs you top candidates. Make sure your team is aligned on deadlines.

• Create a structured interview approach. Instead of ‘seeing how the conversation flows,’ define the key questions and evaluation criteria upfront.

Key Question: Do we have a clear, repeatable hiring process—or are we making it up as we go?

4. Position the Role to Attract the Right Candidates

The best candidates aren’t just looking for a paycheck—they want to work somewhere they can grow and make an impact. Before you go to market, make sure the opportunity is positioned properly.

• Be honest about challenges. If there are tough aspects to the role, acknowledge them. Candidates respect transparency, and it helps filter out those who aren’t up for the challenge.

• Know why someone would want this job. What makes this role exciting? Why would a high performer choose your company over a bigger competitor?

• Don’t rely on employer branding alone. Fancy perks won’t attract the right people if the role itself isn’t compelling. Sell the opportunity, not just the benefits.

Key Question: Would you apply for this job based on how it’s positioned?

5. Make Sure You Can Move Fast

Top candidates don’t stay on the market for long. If your hiring process is slow or disorganised, you’ll lose out to competitors who move faster.

• Prepare interview questions and scorecards in advance. This avoids rushed or inconsistent evaluation when candidates are already in the process.

• Set aside time for hiring. If the hiring manager is constantly ‘too busy’ to move things forward, great candidates will drop out.

• Be ready to make a decision. The best candidates often have multiple offers—if you’re not prepared to move quickly, you’ll miss out.

Key Question: If we find the right person tomorrow, are we ready to hire them?

Great Hiring Starts Before the First Interview

Most hiring problems stem from a lack of preparation. When you’re clear on what you need, align your team, structure the process, and position the role properly, you attract better candidates and make stronger hires.

A rushed, reactive hiring approach leads to bad hires and high turnover. A structured, well-prepared process leads to hiring the right people—the first time.