If your workload is overflowing, your team is maxed out, and your pipeline’s heating up, it’s probably time to hire. With the right plan, it doesn’t have to be scary.
You know that feeling. Business has been ramping up. You’re doing well, but it’s also getting “a bit much”. You’re wondering if maybe, just maybe, it’s time to hire someone.👀
But then your brain chimes in with, “Whoa there… are we sure about this? What if we jump too soon?”
Totally valid. Hiring feels like a big leap. 🪂 Because it is.
So how do you know when it’s time to stop doing everything yourself and start expanding your team?
Let’s talk it through. 🗣️
The “Am I Ready?” Stage 🧩
There comes a point in almost every small business where you hit a crossroads. 🚦
Here’s how you know you might be standing at that intersection:
- You’re saying no to awesome projects because your calendar is bursting at the seams.
- Growth has stalled, not for lack of interest, but for lack of hands on deck.
- Admin, sleep, weekends, and your sanity are all taking a hit.
- Clients are starting to feel like they’re in a queue at the supermarket checkout.
- Freelancers are helping, but it still feels like duct tape on a leaky boat.
If any of this sounds familiar, guess what?
t might be time to hire. 🕒
Hiring = Exciting and Terrifying 😵💫🎉
Hiring someone is a big deal. You’re not just delegating. You’re becoming responsible for someone’s paycheck. 💸 That’s a lot.
Even if the numbers look good now, your inner critic might still be yelling, “What if this goes south in three months?” 😨
I hear you. I’ve been in business a long time, and it still gives me that fluttery nervous energy. 🦋
But here’s the thing:
You’ll never feel completely ready.
There’s a saying in business: “Don’t hire when you’re desperate.” You hire before you think you’re ready.
That doesn’t mean wing it. It means plan it.
How I Decide When It’s Time to Hire 🧭
Let me walk you through how I make the call. I used to run a small but mighty event management agency. We had three people on the client side and three handling behind-the-scenes magic.
We were niche. We were picky. And we tried everything not to overbook ourselves.
But in July 2022, I looked at the pipeline and knew: we were heading for a train wreck if we didn’t bring in help. It was definitely time to hire, or at least think seriously about it. 🚂💥
Here’s the process I use:
Step 1: Check the Pipeline 🔍
The first thing I look at is what’s coming down the track. 🛤️
For us, it starts with a 60-minute planning call. If the fit’s right, we pencil in the client’s date. Once they confirm, that “maybe” turns into a definite “it’s on.”
This gives me a quick visual of how busy we’re going to be in the next few months. In July, I could already see that November was going to be madness.
So if your calendar is giving “incoming storm” energy, it might be time to hire. 🌪️
Step 2: Look at the Accountability Chart 📋
Next, I pull out our accountability chart.
If you’re not familiar, it’s basically a map of your business that shows who’s responsible for what, both now and in the future.
It keeps everyone on the same page and stops the “I thought you were doing that” drama. 🎭 It also shows whether you’re the bottleneck (hint: you probably are). 🫣
Looking at ours, I could clearly see that our current team was already at full capacity. And more importantly, I could pinpoint the kind of role we needed next.
So when the pipeline's full and the accountability chart says your team is maxed out, it’s definitely time to hire. 🚨
Step 3: Do the Hiring Math ➗
Once I knew we needed someone, it was time to work out the timeline.⏳
Here’s my simple formula:
- 2 weeks for the job ad to do its thing
- 1 week to sort through applicants
- 1 week for interviews
- 2–4 weeks’ notice (standard in NZ)
- Plus a buffer, because life happens
So if we’re slammed in November, we need to start hiring back in July or August. That’s how I time things so we’re not scrambling last-minute. 🏃♀️
This step is crucial because knowing when it's time to hire is just as important as knowing who you need.
TL;DR – How to Know It’s Time to Hire 🧠
Hiring can feel like a leap, but with the right prep, it becomes a smart, strategic move. Not a desperate scramble. 🧗♀️
Let’s recap:
- Check your pipeline – Too much work incoming? Time to hire.
- Use an accountability chart – Team maxed out? Time to hire.
- Plan your timeline – Got a crunch coming in 3 months? Time to hire now.
The truth is, if your gut is already whispering “it’s time to hire,” you’re probably closer to the right time than you think.
Scary? Yes.
But also?
Game-changing.💥
