Issue No. 03 | Building a Team From Scratch: A Guide for Small Business Owners
Today, we’re diving into what it takes to build a team from scratch and how small business owners can hire employees, onboard them effectively, and grow a successful team.
So, if you’re looking to hire and grow your team, this post is for you!
First of all congrats! You took the big, scary leap and started your own business and now you’re ready to expand and build a team. Before we go any further, take a minute to recognize just how far you’ve come—and give yourself a well-earned pat on the back.
You’ve poured countless hours into your business - along with your blood, sweat, and more than a few tears. Now your business is growing and gaining momentum. You know by hiring and building a team, you can take things to the next level—whether that means expanding your reach, getting your business or product in front of more people, or simply finding some balance and reclaiming a bit of your time.
You’re finally in a position to grow your team and make your first hire —or maybe even your first two or three.
Sounds pretty dreamy, right?
But then you realize you’re in uncharted territory. I mean, you’ve spent all this time and energy focusing on the business side of things — the marketing, the operations, the production — not leading people. Be honest…did you forget about that part??
If you’re ready to make the move from jack-of-all-trades solopreneur to small business owner leading a growing team with a big impact, keep reading.
Why You’re Hiring Matters
Before you hire anyone, be crystal clear on why you need them. When you’re growing your team for your small business, it’s important to hire for fit and know exactly what each new hire will be doing. What will the role actually be responsible for, and what kind of person do you want filling it?
Whether you’re creating a position to take tasks off your plate or adding a new role to help grow your business, understanding the “why” behind your hire is super important. Know what they’ll be doing, how it contributes to your business, and roughly how many hours a week you’ll need them. Even part-time support can make a big difference as you grow your team.
Get Your Financial And Legal Ducks In A Row
Employees are more often than not going to be your biggest expense. And their cost goes well beyond their hourly rate or salary to things like employment insurance, WorkSafe premiums, or benefits. It’s important to know your numbers and ensure you can afford to pay your team members a fair - if not competitive - wage while also covering the additional costs associated with having employees.
You’ll also need to confirm you’re meeting all legal requirements for employing people. This includes setting up systems for payroll taxes, providing insurance, and adhering to health and safety regulations, among other obligations like employment contracts.
Hire For Fit — Every👏🏻Single👏🏻 Time👏🏻
Yes, some jobs absolutely need experience or formal training—even specific licenses—but most don’t. And this actually works in your favour because it means you can hire based on personality, energy, and attitude — you know, the skills you can’t train for.
This is especially true when you’re figuring out how to build a team for your small business. It’s a great opportunity to bring on someone who might have a little less experience (or none at all) but has the right attitude. This puts them in the perfect position to grow with you and your company (hello retention!)
And to take the pressure off a little—even the best, most seasoned small business owners make hiring mistakes. Even yours truly has a few under her belt 😊 It’s an unfortunate part of the process but also an effective way to figure out what you’re doing when it comes to hiring.
💡 Pro tip: Take your time. I know how tempting it can be to speed up the process and hire someone quickly when you’re overwhelmed, but hiring the wrong person (aka, hiring a warm body) will—I promise you—only create more work and a big headache for your future self. And she has enough on her plate.
Put It In Writing…But Not In Stone
I’ll admit it—I’m not the biggest fan of traditional job descriptions. I’m not saying you should toss them out the window just yet, but - and let’s be honest here - they’re often outdated, full of vague buzzwords, and don’t really show someone what their job will actually look like day-to-day.
That said, I still believe it’s important for your team to know what’s expected of them. Something in writing can help, but I encourage you to ditch the generic template approach and put it in your own words and style. Talk through the expectations during your initial conversations, and use a written description as extra support. This gives your new team member something to refer back to and an opportunity to ask questions or clear up any confusion.
Be upfront that the scope of their role might evolve (more on that later). Have an honest conversation about where your business is right now and let them know that as your company grows, their role may shift and expand too. A year from now, their position could look a little—or even a lot—different.
And that’s a good thing. This will be an exciting opportunity and a selling point for the right person…not to mention yet another reason to hire for fit!
First Impressions Matter—A Lot
Have you ever started a new job and felt completely abandoned? Like it’s the first day at a new school and you don’t know anyone? Sure, maybe someone showed you where the lunchroom was, gave you a quick tour of the Google Drives, or introduced you to a couple of coworkers—but then—poof—you were ghosted. Left to figure everything out on your own.
Chances are, this left you fumbling through your first days and weeks in your new role, unsure of what you were supposed to do. You may have even been left with a bad taste in your mouth, questioning whether you made the right choice—all because there wasn’t a proper onboarding program in place.
When onboarding is done right, it has a big impact on your new team member’s experience from day one.
And no, it’s not just about making a good first impression—though that’s a nice bonus.
Taking the time to properly welcome a new hire, get them up to speed, and make sure they understand the who/what/where/when/how of your business makes them way more likely to invest in you and your company in return. Even better? They’ll feel confident, connected, and ready to hit the ground running as they figure out where they fit into your team.
For small business owners growing a team, a good onboarding program shouldn’t be overlooked. It’s more than just giving someone a tour or showing them where you keep the coffee — it’s your chance to set them up for success from day one! A well-planned onboarding process helps them understand their role, your expectations, and how they fit into the bigger picture of your business, while also making them feel welcomed, confident, and ready to hit the ground running.
Keep Talking (And Alleviate The Growing Pains)
Okay, you’ve made your first hire, clearly outlined what they’ll be doing, and put them through a killer onboarding program. Your team is growing—from one to two, two to three, three to five, and so on.
As your business and team grow (probably at the same time), it’s super important to regularly check in and talk about who’s responsible for what. Growing pains are real, and even the best teams can hit a few bumps along the way. When things start to move quickly, it’s easy for people to wonder, “Wait… who’s doing what now?”
As you settle into your new rhythm as a team, new tasks will pop up that you hadn’t planned for—or you might realize some responsibilities make more sense under a different role. A bit of shuffling is totally normal. The key is to keep everyone in the loop and make sure any changes are communicated clearly.
The Hard Part Of Growing A Team
Alright, now for the not-so-fun part of building a team. At some point, you’re probably going to have to let someone go. It sucks. No sugarcoating it. But sometimes, it’s the right move—for your business and for the person you’re letting go. Protecting your team dynamic and culture is everything, especially in a small business. One bad apple can throw off the whole balance faster than you think, and suddenly morale tanks and your workload goes through the roof.
Even if you do everything “right,” hiring isn’t an exact science. Sometimes, a new hire just isn’t the right fit. And when that happens, parting ways sooner rather than later is usually best for everyone.
As the saying goes…
“Hire slow. Fire Fast”
Figuring out whether to coach someone or part ways can be tricky—it’s rarely black and white. If someone is trying, has a great attitude, and is showing progress — don’t give up on them just yet, they’re probably worth investing in a little longer. But if they’re toxic, gossipy, or constantly bringing the mood down with a bad attitude? It’s time for a tough conversation—no matter how talented they are.
💡 Pro tip: Trusting your gut takes practice. At first, you’ll second-guess yourself (and maybe even get it wrong), but over time, you start noticing those early “something’s off” signals. The more you pay attention, the sharper your instincts get.
Enjoy the Process
Don’t overlook the fact that this is a major milestone in your entrepreneurial journey! Like I said in the intro, if you’ve reached the point where you’re hiring a team to support your growth, take a moment to recognize just how far you’ve come—now go buy yourself something to celebrate!
You’ve worked hard to get here, so enjoy the process and focus on building your dream team.
Great teams don’t happen overnight—they’re built with consistent, intentional effort—and mistakes. Lots of mistakes. As your team grows, you’ll grow as a leader—stay open to learning, adapting, and evolving.