Hiring Tips for Small Business Owners: How to Find the Right Support Without the Stress
If you’re a small business owner, the idea of hiring can feel overwhelming. You’re likely already stretched thin and know it’s time for help…but where the heck do you even start? How do you figure out how to hire someone when you don’t have the time, and didn’t learn this stuff in school?
The good news is you don’t need to hire a full-time employee if you’re not ready. There are plenty of options to get support without being responsible for someone's full-time income!
Whether you need a part-time assistant or a specialized pro, this post is full of hiring tips for small business owners like you so you can:
Recognize when it’s time to hire help
Understand what kind of help you actually need
Learn where to find the perfect candidate
Consider this your ultimate hiring guide to help you take the first steps towards your next confident hire.
When to Hire Help for Your Online Business
Hiring can feel like a big step, especially if you always imagined running your business solo. But here’s the truth most business owners fail to see: By the time you start thinking about hiring, you’ve already waited too long.
If any of these sound familiar, you’re in the right place:
You’re regularly burnt out or overwhelmed: No matter how hard you work, your to-do list never gets any shorter, and you start most mornings feeling more behind than the day before.
You’ve reached client capacity: You can’t take on another client or project (without sacrificing your sanity), but you still have income goals you want to hit and a larger impact you want to make.
You want to launch something new: Maybe you have an idea for a new offer, but with your current workload, you don’t have the time or mental space to bring it to life.
You need something outside your skill level: That new website, welcome sequence, or course setup keeps falling to the bottom of your list because let’s face it, you don’t have the skills to make it happen on your own.
If you nodded your head to at least one of these situations, you’re likely ready to make your first hire. (Ready to take the next step? Watch my FULL Hiring 101 training here…it’s free!)
Hiring Tip #1: Know What Kind of Help You Need
Before you can confidently hire someone, you need to clarify what exactly you need help with.
Start by getting specific about the kind of support that would make your life easier. Get out a notebook (or Google doc) and make a list of the following things:
What recurring tasks are taking up your time?
Are there any specific projects that aren't getting done that you need help with?
Are these things that someone else could handle?
What skills does that person need in order to complete these tasks?
Are there any ‘bonus’ skills that’d be nice to have?
Are there platforms they need to know, or be willing to learn, to do the job well?
How much are you willing to invest in this type of support?
After you complete your list, pat yourself on the back! You just created the rough draft of your job description.
(Need more support completing this exercise? Download my free ‘How-To Hire Guide’ for more step-by-step guidance and prompts.)
Now let’s break down the types of support you might be looking for to make this process even easier:
Ongoing, General Support
Do you need help with recurring tasks that keep your business running smoothly? (Think: inbox management, scheduling, data entry, client onboarding, day-to-day operations, project management, etc.)
Best-fit roles:
Virtual Assistant (VA)
Executive Assistant
Online Business Manager (OBM)
(Learn more about how a virtual assistant can support your business)
Specialized Support
Do you need a certain skillset to grow a specific area of your business? (Think: starting a podcast, managing your social media, running Facebook ads, landing media features, etc.)
Best-fit roles:
Podcast Manager
Social Media Manager
Paid Ads Strategist
PR Agent
One-Off Project Support
Do you have a specific project that needs to get done—but doesn’t require ongoing help? (Think: redesigning your website, setting up your course platform, organizing your backend systems, launching your program, etc.)
Best-fit roles:
Web designer
Systems Strategist
Launch Strategist
Copywriter
(Learn more about hiring the right web designer)
Once you’re clear on what you need help with, the next step is figuring out where to find the right person.
Hiring Tip #2: Where to Find the Right Person for the Role
Luckily, you don’t need to be an expert on job platforms like Indeed or work with a recruiter to find support. There are plenty of places to connect with skilled, reliable service providers—you just need to know where to look (and what to look for!).
Here are a few of my favorite places you can share your job description and find qualified online business support:
Referrals
Your network is your most valuable asset when it comes to hiring, and you may not even realize it! The truth is, you likely know someone who can connect you with the right person…you just have to ask.
Reach out to colleagues, business friends, mastermind groups, or even your current team members to see if they know someone who might be a good fit.
Pros: Referrals are typically faster, more trustworthy, and lead to long-term working relationships.
Facebook or LinkedIn Groups
Niche industry groups are filled with service providers looking for work and business owners who can point you in the right direction.
Make a list of groups you’re already a part of, and if that’s not enough, ask AI to help you find more to join based on what you’re looking for. You can also use the search feature on Facebook or LinkedIn to find a good match.
Pros: These groups make it easy to find niche specialists and connect directly with people actively looking for work.
Freelance Platforms Like Upwork
If you’re hiring for a one-off task (think: logo design, PDF formatting, etc.), freelance marketplaces can be a helpful place to start. They can help you filter applicants based on reviews, availability, and expertise.
(Friendly reminder that you often get what you pay for on these apps, so if you’re wanting something high quality, you may have better luck on a platform where freelancers aren’t trying to outbid each other!)
Pros: Ideal for short-term or budget-friendly projects when you want to browse a wide variety of options fast.
Good Old Google
If the other strategies aren’t working, sometimes a simple Google search is all you need. Use terms like “Kajabi expert for coaches” or “Podcast manager for therapists” to find people with experience in your niche.
Pros: Great for finding service providers who are well-known and specialize in your industry.
Once you’ve found a few solid candidates, it’s time to prep for the interview so you can confidently choose the right fit for your business.
Hiring Tip #3: How to Prepare for the Interview
The word ‘interview’ can sound intimidating…no matter which end of the (virtual) desk you’re sitting at! But you don’t need a corporate background or management experience to run a solid interview process. You just need to show up as the capable leader you already are!
Here’s how to streamline the process and make the most confident hiring decision you can:
Step One: Start by Filtering Candidates
If you're getting multiple applications or responses, don’t just pick the first person who sounds promising. Take a few minutes to organize your options in a spreadsheet so you can compare important details like rates, location, availability, and experience. Highlight people who match what you’re looking for.
From there, scan for any red flags and pay attention to how they responded.
Clock things like vague-sounding answers, clunky typos, or signs they didn’t actually read your job description. These are all subtle indicators of how they’ll show up on the job. At the end of the day, trust your gut. You’re not just hiring a set of skills—you’re hiring someone who needs to align with your business and your values.
Step Two: Prepare for the Interview
Once you've narrowed your list (5 candidates tops), invite each of them on a call to learn more about who they are, clarify expectations, and see if there's a genuine connection.
If possible, let them guide the conversation. This is a great strategy to see how they communicate and take initiative.
Ask open-ended questions to learn more about their experience, who they work best with, and what they love doing most. As they speak, notice whether they ask thoughtful follow-up questions or offer ideas. These are signs they’re truly invested in understanding your needs and helping you grow.
Remember: You aren’t looking for someone who’s perfect (no one is!). You’re looking for someone who’s excited to help, aligned with your goals, and has the right skills that support your growth.
Final Thoughts: You Don’t Have to Figure This Out Alone
Hiring support for your business can feel like an insurmountable challenge, but it doesn’t have to be.
You don’t need the perfect job description, years of management experience, or even a full-time employee to get the support you need. You just need to be clear on what you’re looking for, take it one step at a time, and trust that the right person is out there.
And if you’re not sure what that next step should be, I’m here to help! I have over 20 years of hiring and management experience, and I love helping fellow online business owners get the right support.
If you still feel overwhelmed or need help with a specific part of this process, book a 1:1 strategy session with me. Together, we’ll clarify what kind of help you actually need, map out your job description, and take the guesswork out of the hiring process—so you can continue growing your business ...without the stress of doing it all on your own.
