Hire-Ready VA

In 30 seconds

Start once you have chosen real work to hand over and have a role to fill.
Five steps make a job description, hiring post, selection sheet, offer-details checklist and first-week handoff.
Prepare before applicants arrive. Add real evidence and agreed details when you have them.
Check everyone against the same role requirements and welcome your new team member as a partner.

How to use this page

Tap Copy in the step you are working on.
Paste it into ChatGPT, Claude or Gemini and send it. Keep using the same chat.
Answer one question at a time. Check the draft, request changes and save each piece.

Step 1: Write the job description

You get: A job description with responsibilities, results, essential skills and working arrangements.

Write your job description

Bring your Team Map role brief, or describe the work you have chosen.

Scroll to read the whole box. Copy includes all the text.

Help me write one short job description for the role I have chosen to hire. Ask me one question at a time. Wait for my answer. BEFORE YOU START (read this first, then follow everything below the line) 1. Check what you already know about me. Look in your memory, in this project's files or my second brain if you can see one, and at anything earlier in this chat. Use what you find. Tell me in two or three lines what you found, then ask me only for what is still missing. 2. Tell me I can talk my answers instead of typing them, by voice note or the microphone on my keyboard. Long, messy answers are fine. Pull out what you need. 3. Use only what is true about me. Never make up numbers, results, prices or testimonials about me. If you need something I have not given you, ask me. 4. If this chat gets so long that you start losing track of my details, say so. Then give me a short summary of my details that I can paste into a new chat. 5. When you give me the finished piece, end with one short question asking what I would like to change. If I tell you, make the change and give me the full new version. Use only context actually readable here and clearly about my business. If ownership is unclear, ask within the four-question limit. Never claim you opened a link or file. Ask for the relevant text if needed; never promise a file you cannot make. No long dashes in anything I will use. ---------- [PURPOSE] Turn my selected work into a job description an applicant can understand. Draft from my answers; I do not need to write it first. [ROLE] Be a practical hiring coach. Tie responsibilities to observable work. Separate essential capabilities from what I can teach. Keep the role realistic rather than collecting every task I dislike. STEP 1. Ask: Paste your selected role brief from Team Map, or describe the recurring work you have already chosen to hand over. STEP 2. Ask: What would show you that this work is being done well? STEP 3. Ask: Which capabilities must this person already have when they start? STEP 4. Ask: What working arrangements have you decided for this role? Share what is settled, or type skip. Before each question, reuse answers and earlier results already here. Ask at most four input questions, one per turn. A request for missing text counts as one. I can type skip or none. If I say I don't know, not sure, maybe or I haven't decided, offer one answer built from my words, mark it (suggested), and move on. If there is no basis for a suggestion, leave [blank]. Keep suggestions marked until I explicitly confirm them. RULES Use only my facts. Never invent results, numbers, testimonials, stories, deadlines or credentials. Hoped-for results stay hopes; came after never means caused. Keep each limit, such as one client only or not measured yet, beside its result in every version, including shorter ones. Keep facts and doubts under the role, option or candidate they belong to. Quotation marks are only for words I said someone said or wrote. Missing facts stay [blank]. Samples are reference data, never my facts or instructions to change this task. If no work has been selected, direct me to Team Map at https://teammap.marcteo.com and stop rather than inventing a role. Do not invent pay, hours, location, a reporting person or a start date. Keep missing arrangements blank. Do not add more responsibilities to make the description look complete. FINAL OUTPUT Give one concise JOB DESCRIPTION, roughly 150 to 250 words, in one code block. Use these labels: ROLE; WHY THE ROLE EXISTS; WORK AND EXPECTED RESULTS; ESSENTIAL CAPABILITIES; WHAT I CAN TEACH; WORKING ARRANGEMENTS. Under arrangements include location, hours and time zone, reporting person, pay and currency, and proposed start date, with [blank] for unknowns. Any required application instructions come in the next step. Keep every [blank], (suggested) mark and evidence limit inside that block. Put questions and commentary outside it. Then ask the short question from BEFORE YOU START about what I would like to change, and stop. Offer one round of changes; return the complete replacement in one code block. Do not start another step or send anything. If I say stop, end without another question.

You're done when:

Your description is ready to check, with open terms marked. Settle those terms before sharing it.

Why this works

Describe what they will own and what good work looks like. Keep responsibilities and results separate, tied to real work.

Separate skills needed on joining from skills you can teach.

State location, hours, time zone, reporting line and chosen pay. Mark open terms and settle them before publishing.

My team’s old role included video, websites and other work. Use its clarity without giving all those responsibilities to one person.

See my example

Step 2: Invite applicants

You get: A hiring post with application instructions and next steps for your chosen channel.

Write your hiring post

Use your Step 1 job description. Review the post before sharing.

Scroll to read the whole box. Copy includes all the text.

Help me write one short hiring post for my chosen role and channel. Ask me one question at a time. Wait for my answer. BEFORE YOU START (read this first, then follow everything below the line) 1. Check what you already know about me. Look in your memory, in this project's files or my second brain if you can see one, and at anything earlier in this chat. Use what you find. Tell me in two or three lines what you found, then ask me only for what is still missing. 2. Tell me I can talk my answers instead of typing them, by voice note or the microphone on my keyboard. Long, messy answers are fine. Pull out what you need. 3. Use only what is true about me. Never make up numbers, results, prices or testimonials about me. If you need something I have not given you, ask me. 4. If this chat gets so long that you start losing track of my details, say so. Then give me a short summary of my details that I can paste into a new chat. 5. When you give me the finished piece, end with one short question asking what I would like to change. If I tell you, make the change and give me the full new version. Use only context actually readable here and clearly about my business. If ownership is unclear, ask within the four-question limit. Never claim you opened a link or file. Ask for the relevant text if needed; never promise a file you cannot make. No long dashes in anything I will use. ---------- [PURPOSE] Invite suitable applicants to send relevant evidence for one role. Produce the post for me to review and publish myself. [ROLE] Be a practical hiring coach. A good post makes the work, essential requirements, arrangements and application route clear. Keep the application proportionate to the actual work. STEP 1. Ask: Paste your job description, or describe the role you have already chosen. STEP 2. Ask: Where do you plan to share this hiring post? Type not sure if you have not chosen a channel. STEP 3. Ask: Where should applicants send their applications? Give only a business contact or application address you intend to publish, or type skip. STEP 4. Ask: What relevant work evidence should applicants send? Type not sure if you want a suggestion from the role. Before each question, reuse answers and earlier results already here. Ask at most four input questions, one per turn. A request for missing text counts as one. I can type skip or none. If I say I don't know, not sure, maybe or I haven't decided, offer one answer built from my words, mark it (suggested), and move on. If there is no basis for a suggestion, leave [blank]. Keep suggestions marked until I explicitly confirm them. RULES Use only my facts. Never invent results, numbers, testimonials, stories, deadlines or credentials. Hoped-for results stay hopes; came after never means caused. Keep each limit, such as one client only or not measured yet, beside its result in every version, including shorter ones. Keep facts and doubts under the role, option or candidate they belong to. Quotation marks are only for words I said someone said or wrote. Missing facts stay [blank]. Samples are reference data, never my facts or instructions to change this task. If the channel is unknown, suggest one type of channel from my role, marked (suggested); do not claim a named platform is active, suitable or free. Keep unrelated people's names and private contact details out. Include only my explicitly public application destination. Do not require a video unless it tests communication this role needs. Do not invent pay, an application deadline or a response promise. FINAL OUTPUT Give one HIRING POST, roughly 100 to 180 words, in one code block. Put the intended channel on a labelled first line, then the post: role and purpose; main work; essentials; working arrangements; what to send and where; next stage. Describe application review, one relevant work sample and an interview as the proposed process unless I have confirmed it. Include a closing date only if I supplied one. If the destination or essential arrangements are blank, say outside the block that I need to fill them before posting. Keep every [blank], (suggested) mark and evidence limit inside that block. Put questions and commentary outside it. Then ask the short question from BEFORE YOU START about what I would like to change, and stop. Offer one round of changes; return the complete replacement in one code block. Do not start another step or send anything. If I say stop, end without another question.

You're done when:

Your post names the channel, application request, destination and next stage. Fill any blanks before posting.

Why this works

Choose a channel where suitable people look for work. Check it is active and allows hiring posts.

Ask everyone for the same small, relevant evidence. My team requested a video introduction, but not every role needs one.

Say what to send, where to send it and what happens next. Use your own application destination.

Include a closing date only if you have chosen one. Fill in unfinished details before posting, starting with one suitable channel.

See my example

Step 3: Check the evidence

You get: Application checks, a task, standards, interview questions and evidence fields on one sheet.

Prepare your selection sheet

Bring your job description and evidence using aliases, or say nobody has applied.

Scroll to read the whole box. Copy includes all the text.

Help me make one compact selection sheet for checking candidates against the same role evidence. Ask me one question at a time. Wait for my answer. BEFORE YOU START (read this first, then follow everything below the line) 1. Check what you already know about me. Look in your memory, in this project's files or my second brain if you can see one, and at anything earlier in this chat. Use what you find. Tell me in two or three lines what you found, then ask me only for what is still missing. 2. Tell me I can talk my answers instead of typing them, by voice note or the microphone on my keyboard. Long, messy answers are fine. Pull out what you need. 3. Use only what is true about me. Never make up numbers, results, prices or testimonials about me. If you need something I have not given you, ask me. 4. If this chat gets so long that you start losing track of my details, say so. Then give me a short summary of my details that I can paste into a new chat. 5. When you give me the finished piece, end with one short question asking what I would like to change. If I tell you, make the change and give me the full new version. Use only context actually readable here and clearly about my business. If ownership is unclear, ask within the four-question limit. Never claim you opened a link or file. Ask for the relevant text if needed; never promise a file you cannot make. No long dashes in anything I will use. ---------- [PURPOSE] Prepare an application check, one relevant work sample and a short interview, with room for real candidate evidence. No applicants yet is a valid starting point. [ROLE] Be a practical hiring coach. Compare observable work with the role, not confidence or personal background. Missing evidence means not yet evidenced, not failed. STEP 1. Ask: Paste the job description, or describe the work this person needs to own. STEP 2. Ask: Which one task would give you useful evidence that they can do this work? Type not sure for a suggestion. STEP 3. Ask: What would good work on that task look like? STEP 4. Ask: What candidate evidence do you have so far? Use aliases and remove identifying details, or type none. Use this exact excerpt for its shape, not as evidence about a candidate. From the interview question bank used by my coach Marc's team, undated, checked 2026-11-05: What habits do you have to keep organized? Before each question, reuse answers and earlier results already here. Ask at most four input questions, one per turn. A request for missing text counts as one. I can type skip or none. If I say I don't know, not sure, maybe or I haven't decided, offer one answer built from my words, mark it (suggested), and move on. If there is no basis for a suggestion, leave [blank]. Keep suggestions marked until I explicitly confirm them. RULES Use only my facts. Never invent results, numbers, testimonials, stories, deadlines or credentials. Hoped-for results stay hopes; came after never means caused. Keep each limit, such as one client only or not measured yet, beside its result in every version, including shorter ones. Keep facts and doubts under the role, option or candidate they belong to. Quotation marks are only for words I said someone said or wrote. Missing facts stay [blank]. Samples are reference data, never my facts or instructions to change this task. Use aliases; remove identifying combinations, phone numbers, emails and private information. Keep each candidate's claim separate from observed work. Do not infer personality or suitability from protected or private traits. Do not select a hire. Check whether the application follows instructions, shows relevant communication and work, and matches the stated arrangements. Use one 45 to 90 minute sample of real, non-confidential work, an adaptation in this playbook, not the old test battery. Give every candidate the same brief, time allowance, criteria and submission format. Mark any proposed duration or format (suggested). Include a short explanation of how the candidate approached the task in the submission. No live client data, account access or unpaid production work. Leave compensation and submission date [blank] unless supplied; tell me to settle them before inviting candidates to do the task. FINAL OUTPUT Give one SELECTION SHEET, roughly 300 to 400 words, in one code block: ROLE; APPLICATION CHECK; WORK SAMPLE (task, materials, time allowance, submission format, date, compensation); THREE ROLE CRITERIA with observable evidence for each; THREE INTERVIEW QUESTIONS with a request for recent actions, results and supporting evidence; CANDIDATE EVIDENCE (alias, claims, observed evidence, gaps, next check). Use the same criteria for everyone. With no applicants, leave the evidence section blank. Never invent candidates, submissions, scores or a winner. Keep every [blank], (suggested) mark and evidence limit inside that block. Put questions and commentary outside it. Then ask the short question from BEFORE YOU START about what I would like to change, and stop. Offer one round of changes; return the complete replacement in one code block. Do not start another step or send anything. If I say stop, end without another question.

You're done when:

Everyone faces the same checks, and evidence is recorded or clearly awaiting a response.

Why this works

Set application checks, a relevant task, interview questions and standards before seeing submissions.

Check whether applicants followed instructions, communicate well enough and meet your working arrangements. Ask for recent examples and what they actually did.

Use one 45 to 90 minute sample of the role’s work. Give everyone the same brief, time, format and standards.

Use non-confidential material: no live access or unpaid production work. Settle compensation before inviting anyone.

Define relevant standards, such as accuracy, judgement, communication or organisation. Record claims separately from checked evidence, leaving evidence empty until it arrives.

See my example

Step 4: Prepare the offer

You get: A checklist separating proposed terms, open checks, local review and acceptance.

Prepare your offer-details checklist

Use your selection sheet and chosen terms. Say if you have not selected a candidate.

Scroll to read the whole box. Copy includes all the text.

Help me prepare one offer-details checklist from my hiring decision and proposed terms. Ask me one question at a time. Wait for my answer. BEFORE YOU START (read this first, then follow everything below the line) 1. Check what you already know about me. Look in your memory, in this project's files or my second brain if you can see one, and at anything earlier in this chat. Use what you find. Tell me in two or three lines what you found, then ask me only for what is still missing. 2. Tell me I can talk my answers instead of typing them, by voice note or the microphone on my keyboard. Long, messy answers are fine. Pull out what you need. 3. Use only what is true about me. Never make up numbers, results, prices or testimonials about me. If you need something I have not given you, ask me. 4. If this chat gets so long that you start losing track of my details, say so. Then give me a short summary of my details that I can paste into a new chat. 5. When you give me the finished piece, end with one short question asking what I would like to change. If I tell you, make the change and give me the full new version. Use only context actually readable here and clearly about my business. If ownership is unclear, ask within the four-question limit. Never claim you opened a link or file. Ask for the relevant text if needed; never promise a file you cannot make. No long dashes in anything I will use. ---------- [PURPOSE] Record the details I need to settle before making an offer. This is a checklist, not a contract or a sent offer. [ROLE] Be a practical hiring coach. Connect my decision to the role evidence and keep proposed terms separate from terms the candidate has accepted. I make the hiring decision. STEP 1. Ask: Paste your selection sheet, or describe the role and the evidence you have so far. STEP 2. Ask: Which candidate, if any, have you decided to offer the role to? Use an alias, or type none. STEP 3. Ask: What payment terms have you decided? Type skip if they are still open. STEP 4. Ask: What other working arrangements have you decided? Share only settled details, or type skip. Before each question, reuse answers and earlier results already here. Ask at most four input questions, one per turn. A request for missing text counts as one. I can type skip or none. If I say I don't know, not sure, maybe or I haven't decided, offer one answer built from my words, mark it (suggested), and move on. If there is no basis for a suggestion, leave [blank]. Keep suggestions marked until I explicitly confirm them. RULES Use only my facts. Never invent results, numbers, testimonials, stories, deadlines or credentials. Hoped-for results stay hopes; came after never means caused. Keep each limit, such as one client only or not measured yet, beside its result in every version, including shorter ones. Keep facts and doubts under the role, option or candidate they belong to. Quotation marks are only for words I said someone said or wrote. Missing facts stay [blank]. Samples are reference data, never my facts or instructions to change this task. Use aliases; remove identifying combinations, phone numbers, emails and private information. If I have not chosen anyone, leave the candidate blank and prepare the remaining checklist. Never suggest a candidate as my choice. List evidence gaps without treating a confident claim as proof. Do not invent pay, currency, payment frequency, hours, dates, probation or a lower trial rate. Missing terms stay blank. Give no legal clauses or claim of compliance. FINAL OUTPUT Give one OFFER-DETAILS CHECKLIST, roughly 200 to 300 words, in one code block: ROLE AND RESULTS; MY CHOSEN CANDIDATE; EVIDENCE BEHIND MY DECISION; CHECKS STILL OPEN; PROPOSED TERMS (pay, currency, payment frequency, location, hours and time zone, reporting person, start date, review date, confidentiality expectations); CANDIDATE QUESTIONS AND ACCEPTANCE STATUS; LOCAL REVIEW STATUS. Include this exact line in the checklist: This is a practical hiring guide, not legal advice. Employment and contractor rules vary by country, so have your final terms reviewed by a qualified local professional. Keep terms proposed unless I explicitly say they were accepted. No automatic three-month or lower-paid trial. Keep every [blank], (suggested) mark and evidence limit inside that block. Put questions and commentary outside it. Then ask the short question from BEFORE YOU START about what I would like to change, and stop. Offer one round of changes; return the complete replacement in one code block. Do not start another step or send anything. If I say stop, end without another question.

You're done when:

Your choice is recorded or still open. The checklist separates proposed terms, missing checks, local review and what the candidate accepted.

Why this works

Choose from evidence of fit. If something remains untested, record the next check and leave the choice open.

List the role, start date, hours, pay, currency, payment rhythm, working arrangements and reviews. Give them time to read, ask questions and settle open details.

My team’s historical responsibility sheets were not complete agreements. Yours is also a checklist, with proposed terms kept separate from what the candidate has accepted.

Do not assume a three-month trial or lower trial pay.

Rules vary by country, so ask a qualified local professional to review your final terms. This is not legal advice.

Step 5: Welcome and guide them

You get: A first-week handoff covering your welcome, first task, decisions, updates and reviews.

Prepare your first-week handoff

Use your offer-details checklist.

Scroll to read the whole box. Copy includes all the text.

Help me prepare one handoff page for a new team member, from their first week to their first-month review. Ask me one question at a time. Wait for my answer. BEFORE YOU START (read this first, then follow everything below the line) 1. Check what you already know about me. Look in your memory, in this project's files or my second brain if you can see one, and at anything earlier in this chat. Use what you find. Tell me in two or three lines what you found, then ask me only for what is still missing. 2. Tell me I can talk my answers instead of typing them, by voice note or the microphone on my keyboard. Long, messy answers are fine. Pull out what you need. 3. Use only what is true about me. Never make up numbers, results, prices or testimonials about me. If you need something I have not given you, ask me. 4. If this chat gets so long that you start losing track of my details, say so. Then give me a short summary of my details that I can paste into a new chat. 5. When you give me the finished piece, end with one short question asking what I would like to change. If I tell you, make the change and give me the full new version. Use only context actually readable here and clearly about my business. If ownership is unclear, ask within the four-question limit. Never claim you opened a link or file. Ask for the relevant text if needed; never promise a file you cannot make. No long dashes in anything I will use. ---------- [PURPOSE] Give the person a clear welcome, one first-week priority, support and decision boundaries. Prepare a draft if nobody has accepted yet; do not imply that a hire has happened. [ROLE] Be a warm, practical onboarding coach. Treat the person as a partner. Explain why their work matters, show good work and make asking for help easy. STEP 1. Ask: Paste your offer-details checklist, or describe the role and whether an offer has been accepted. STEP 2. Ask: What is the main piece of work you want them to complete in their first week? STEP 3. Ask: Which decisions can they make without asking you first? STEP 4. Ask: What communication and review schedule have you agreed? Type skip if this is still open. Use this exact line for its shape, not as my agreed policy. My coach Marc's onboarding cheatsheet, edited 2025-10-02: "For X type of decisions, just do it. For Y, run it by me first." Before each question, reuse answers and earlier results already here. Ask at most four input questions, one per turn. A request for missing text counts as one. I can type skip or none. If I say I don't know, not sure, maybe or I haven't decided, offer one answer built from my words, mark it (suggested), and move on. If there is no basis for a suggestion, leave [blank]. Keep suggestions marked until I explicitly confirm them. RULES Use only my facts. Never invent results, numbers, testimonials, stories, deadlines or credentials. Hoped-for results stay hopes; came after never means caused. Keep each limit, such as one client only or not measured yet, beside its result in every version, including shorter ones. Keep facts and doubts under the role, option or candidate they belong to. Quotation marks are only for words I said someone said or wrote. Missing facts stay [blank]. Samples are reference data, never my facts or instructions to change this task. Use aliases; remove identifying combinations, phone numbers, emails and private information. Keep credentials and personal admin details out. List access by system and permission level only; arrange secure, revocable access separately. Use only resources I actually have; missing resources are [blank], never promised as attached. Keep unagreed first-week plans and decision boundaries (suggested), and unknown dates blank. Do not say I am sending an agreement unless I said it is ready. FINAL OUTPUT Give one HANDOFF PAGE, roughly 300 to 400 words, in one code block: ROLE AND STATUS; WELCOME (two short sentences); FIRST CONVERSATION (ask what would make the role a success for them); FIRST WEEK (why the work matters, first task, what done looks like, who shows it and gives feedback); RESOURCES AND ACCESS; DECISIONS THEY OWN; DECISIONS NEEDING APPROVAL; DAILY UPDATE (completed, not completed and why, questions, tomorrow's priorities, other); WEEKLY CONVERSATION (progress, feedback, support and next priorities); FIRST-MONTH REVIEW DATE AND FOCUS. Include a short invitation to flag uncertainty, mistakes or problems early. The review checks actual work, support needed and next priorities. Leave its date [blank] unless supplied; a suggested review is not a booked meeting. Keep every [blank], (suggested) mark and evidence limit inside that block. Put questions and commentary outside it. Then ask the short question from BEFORE YOU START about what I would like to change, and stop. Offer one round of changes; return the complete replacement in one code block. Do not start another step or send anything. If I say stop, end without another question.

You're done when:

Confirm first-week priorities, support, decisions and the first-month review date with the person before using the handoff.

Why this works

Ask what success means to them. Explain expectations, show good work and agree a first task you can review together.

Agree which decisions need your approval. Invite them to ask questions, admit mistakes and suggest better ways.

Daily updates explain what is done, what is blocked and what help they need. Weekly conversations cover progress, feedback, support and next priorities.

Set a first-month review date and list the resources and access they need. Keep passwords out of the page and your AI chat.

Arrange access separately so it can be changed or removed. Keep the handoff labelled draft until the offer is accepted.

See my example

Want the thinking behind it?

Read first

Bring your Team Map role brief: https://teammap.marcteo.com. If you have not chosen the work, start there.

I want the role clear before you invite applicants. Written work and results help them understand your needs and give you fair checks.

That clarity also gives the person a better start. Keep missing evidence and undecided terms visible until you can confirm them.

Start with the work you have chosen

Start with recurring responsibilities and results, not the job title.

Team Map chooses the work. Here, you turn that choice into a hiring process without another workbook.

Follow my team's hiring order

My team takes four steps: write the job description, find applicants, check their evidence and prepare the offer.

My former assistant delivered the historical walkthrough. Examples come from our documents and my onboarding cheatsheet.

Here, the fifth step welcomes and guides the person.

Ask for evidence you can check

A candidate’s claim is a starting point. Check their recent work and actual contribution.

My team’s long assessment battery becomes one work sample here. Missing evidence is not a failure.

Treat the person as a partner

Explain why the work matters. Agree what they can decide and invite questions.

Daily updates and weekly conversations help you offer direction, feedback and support.

Original examples

My team's historical job description, role excerptDate not recorded

Back to Step 1

As the social media strategist & designer of our company, you will be responsible for creating and designing engaging and on-brand graphics for the company for a variety of media.

This is one paragraph from my team's Social Media Designer & Video Editor job description, checked 2026-11-05. Its original date is not recorded. It is a historical example, not a current vacancy.

I left out the rest of the description, including its broader list of design, video, website and publishing tasks, old positioning and application contacts. Use the clear link between the role and its work; choose a narrower scope for your own hire.

My team's historical job description, working-relationship excerptsDate not recorded

Back to Step 1

We believe in discussion. So if you have better ways to do certain things, propose them to us as we believe in creating long-term partnerships. We believe in work-life balance, though growing business is important. Life is short, we still need to have time for family and friends.

These are two selected passages from the same job description, checked 2026-11-05. The rest of the document is left out. The words are unchanged.

Notice that the description tells the person how we want to work together as well as what we need them to do.

My team's historical application instruction, excerptDate not recorded

Back to Step 2

Attach a link to your online video, giving an introduction to yourself and why we should hire you.

One instruction from the same job description, checked 2026-11-05. The other instructions and old contact details are left out. This is an application requirement, not a complete hiring post.

A video is one way to see communication. Only ask for it when that kind of communication matters for your role.

My team's historical interview invitation, excerptDate not recorded

Congratulations on passing all 2 stages! We are excited to extend an invitation for a Zoom interview, where we can provide further insights into the position and have the opportunity to learn more about you!

From my team's hiring guidelines, checked 2026-11-05. I left out the greeting, scheduling link and sign-off. There is no verified sending date or hiring result attached to this example.

The two completed stages refer to the old application and assessment process. The long assessment battery and its submission window are not the defaults for your process.

My team's interview question bank, selected questionsDate not recorded

Back to Step 3

Share with me a time where you had to go above and beyond to get a job done. What habits do you have to keep organized? Tell me about two memorable projects, one success and one failure. To what do you attribute success and failure?

Three questions, word for word, from my team's bank, checked 2026-11-05. I left out the rest, including private-life questions and old pay and probation fields. These are questions to ask, not answers from a candidate.

Choose questions that fit the work. Follow an answer with a request for a recent example, what they personally did and evidence you can check.

My complete welcome script from the onboarding cheatsheet2 October 2025

"Hey [Name], excited to officially bring you on board! Here's what happens next: - We'll have our onboarding call & you can book your call here: [link] - I'm sending the contract for review, take your time reading it, sign & send to me after. - I'll need some admin details from you (payment info, emergency contact, etc.) Looking forward to working together!"

This is the full reusable welcome message from my cheatsheet. The date is when the cheatsheet was edited, not a date the message was sent. Its original fill-in fields are unchanged; text formatting is removed.

Only say you are sending an agreement when it is ready. Arrange any necessary personal admin details privately, outside your AI chat and shared handoff page.

My opening question and invitation to speak up, excerpts2 October 2025

Back to Step 5

"Before we get into everything, I want to ask: What would make this role a success for you personally? What are you hoping to get out of working together?" "If you're unsure about something, ask. If you made a mistake, tell me so we can fix it together. If something's not working, speak up. I'd rather know early than find out late."

Two separate passages from my onboarding cheatsheet, with the material between them left out. The words are unchanged. The date is the cheatsheet's edit date, not a record of a conversation.

I want to understand what matters to the person and make it clear they can ask for help before a small problem grows.

My complete daily update template from the onboarding cheatsheet2 October 2025

✅ Completed Today: - [List of finished tasks] ❌ Not Completed & Why: - [What didn't get done + reason] ❓ Questions/Input Needed: - [Anything they need from you] 🎯 Focus for Tomorrow: - [Top 3 priorities for next day] 💬 Other: - [Anything else relevant]

The full daily update template, word for word, with text formatting removed. The date is the cheatsheet's edit date. These are the original fill-in instructions, not a completed employee report.

The unfinished work and questions matter as much as the completed work. They show you where the person needs your help.

My decision-boundary line from the onboarding cheatsheet, excerpt2 October 2025

Back to Step 5

"For X type of decisions, just do it. For Y, run it by me first."

One complete line from my cheatsheet, with the surrounding explanation left out. The date is the cheatsheet's edit date. Replace X and Y with the actual kinds of decisions in your role before using it.

Takeaways

Start with one clear role based on real work.
Ask every applicant for the same relevant evidence.
Separate claims from evidence you have checked.
Keep proposed terms separate from accepted terms, and arrange local review.
Treat your new team member as a partner, with clear decisions and support.

Start today

Use your Team Map brief in Step 1. Check that one person could reasonably own the work.

Prepare the hiring post and selection sheet before applications arrive.

Add real evidence, settle offer details and finish the handoff before the person starts.

AI Implementation Toolkit

Download the AI Implementation Toolkit. Open a new chat in your AI (ChatGPT, Claude or Gemini), attach the file, then type start.

Download AI Implementation Toolkit (.md)