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New Hires: A Step-by-Step Guide to Budgeting for New Staff

Are you gearing up to bring new talent on board? Don’t let the complexity of budgeting for new hires overwhelm you. We’ve got your back with a straightforward guide to crafting a recruitment budget that makes sense. From identifying costs to making strategic decisions, we’re here to help you navigate the financial side of hiring new employees.

Step 1: Understand your recruitment budget

A recruitment budget isn’t a solo mission; it’s a team effort that involves your company and HR experts. It’s like your financial roadmap for the hiring journey. What’s on the checklist? It includes expenses like tech tools for tracking applicants, service purchases, job ads, and even video interviews. The HR team sets the budget, yes, you need to take their advice on what is the going salary rate, and the hiring manager leads the way, ensuring every penny is spent wisely. 

Step 2: External or internal costs

You also need to think about using a recruitment business or doing things in-house.  Bigger businesses have more admin or HR people and therefore can do more in-house.  Smaller businesses think of doing things in-house to save money.  Doing it yourself costs time instead of cash, so it looks cheaper but is it really?  Especially as often it is senior management time that gets used up doing recruitment. What are you not doing if you are spending time recruiting?  What does that cost you?

Step 3: Understand the categories of your hiring budget

Meet your two main budget players: fixed and variable costs. Fixed costs are the steady companions – predictable expenses like annual subscriptions and regular salaries or providing a company car. On the flip side, variable costs can change with each hiring phase. They can go up due to market competition or down, thanks to cost-effective strategies.  It’s all about staying flexible and responsive to the hiring environment.

Step 4: Calculate recruitment costs

Let’s start with the basics: advertising expenses to promote your job openings and background checks to ensure top-notch talent.  If you´re investing in external tools, don´t forget to include these costs too! Recruitment agencies come with a fee but often lead you to the best candidates. Digital tools will make the process smoother, faster, and smarter. It’s about making every penny count.  

Step 5: How much of a war-chest do you need?

Once you have your new hire onboard, what then?   Every business will have two predictable expenses.  Firstly, you will need to train new hires. This might be a few days’ worth or something more long term – but what is the training plan, and how much will it cost?   Secondly, it can take a while before your new hire is productive and earning their keep.   So how much do you need to have in the bank to cover the recruitment and salary costs before they earn money for you?  It is always better to be pessimistic when planning for this part!

Step 6: Review regularly and adjust

Think of your recruitment budget as a living, breathing entity; it thrives on regular check-ups and a good amount of data. This budget needs a workout through frequent reviews and the agility to flex and adapt. Why? Because today’s perfect budget could be tomorrow’s loose change. It’s all about balance—weighing the costs of hiring against the sparkling potential of new talent. Are you getting the bang for your buck with each recruit?

Step 7: Prepare for the unexpected

Sometimes, during hiring, surprises can pop up, like unexpected resignations or sudden spikes in salary expectations. Budgeting isn’t just about managing known expenses; it is also about having a plan A plan B, and a contingency plan C! Think of having a safety net for these unexpected twists, helping keep the company steady when things get unpredictable in the hiring process. Our advice? Have a plan for recruiting each worker category and set aside some funds for the unexpected.

Navigate hiring with ease

Strategic goal planning is vital for business success. It’s about setting a course and adjusting it as you go, with a strong foundation in accounting to guide your decisions. By embracing this approach, businesses can achieve long-term success through effective and adaptable strategic planning.

Are you ready to

A well-thought-out budget isn’t just a financial tool; it’s your strategic compass for hiring success. As you progress in your recruitment journey, let these budgeting insights guide you toward smoother seas and brighter talent prospects.

Need more help? Get in touch with JVCA today at [email protected]. We can make sure that your hiring goals are financially sound and aligned with your business’s overall strategy.

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