How To Build A Team From Scratch: A Guide For Entrepreneurs

Today, we’re diving into what it takes to build a team from scratch. Specifically, we’ll explore what it looks like for entrepreneurs and business owners to transition from being a one-person operation to leading a small team. While this post is tailored to those who’ve built their business from the ground up or are making the leap from solo entrepreneur to leading a team, there’s plenty of valuable information here for anyone hiring, growing, or expanding an existing team.

If you’re looking to hire and grow your team, this post is for you. Everyone’s welcome here! 😊

So, you took the big, scary leap and started your own business. 

You’ve poured in countless hours, along with your blood, sweat, and (let’s be honest) a few tears. Now your business is growing and gaining momentum. You know that by hiring and building a team, you can take things to the next level—whether that means expanding your reach, getting your business 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 your 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 actual production…not leading people.

If you are looking to make the move from a jack-of-all trades, one-man show to a small team with big impact, keep reading.

Know Your Who, What, and Why

Make sure you are clear on why you need to create and hire for any position on your new team. You should have a good idea of what the position will be responsible for, and a picture of the ideal person you would want to fill it.

Whether you’re creating a new position to assist you directly and take some duties off your plate or filling an entirely new role to take on tasks that will help grow your business, it’s important to have a clear understanding of why you are bringing on a new hire and expanding your team.

Get Your Financial and Legal Ducks In A Row

Employees are often the biggest expense for any company—and their cost goes well beyond their hourly rate or salary. It’s important to know your numbers and ensure you can afford to pay your team members a fair wage while also covering the additional costs associated with having employees.

You’ll also need to confirm that you’re meeting all legal requirements for employing people. This includes setting up systems to pay applicable taxes, providing insurance, and adhering to health and safety regulations, among other obligations. Keep in mind that requirements vary depending on the country and region you’re operating in.

Pro Tip: This may be worth consulting an accountant to ensure everything is set up correctly and to avoid potential penalties or legal unpleasantries down the road.

Hire for Fit. Every 👏🏻 Single 👏🏻Time 👏🏻

There are certainly some positions and skill sets where hiring someone with experience and formal training is essential. But more often than not, you can train for technical skills and focus on hiring for personality, attitude, and mindset—and that’s the ideal position to be in.

This is especially true when you’re just starting to build a new team while your business is growing. It’s an exciting opportunity to bring someone on who might have a little experience but, more importantly, has the right attitude and is a great fit to grow with your team and your business.

When making your first hire, it’s just you deciding, which simplifies the process. But as your team expands and more personalities come into play, consider involving your existing team in the hiring process. Hosting a meet-and-greet with one or two team members—or even including them in interviews, if appropriate—can help everyone get a sense of whether the new hire will be a good fit.

Pro Tip: Take your time. I know it can be hard, especially if you are feeling like you need to hire someone yesterday, but it really is best to wait until you’ve found a “good fit” to hire instead of using the warm body method. I promise you this will just creates a LOT of work down the road for you.

Put It In Writing…But Not In Stone

As a former HR Manager, I have to admit—I’m not the biggest fan of traditional job descriptions. They’re often outdated, full of vague buzzwords, and don’t really paint a clear picture of what someone’s job will actually entail.

That said, I do believe it’s important for your team to have a clear understanding of what’s expected of them. While something in writing can be helpful, I encourage you to ditch the cookie-cutter approach and write it in your own words and style. Expectations should be communicated in one of your initial conversations, and a written version can serve as additional support and clarity afterward. This way, your team member has the chance to ask questions or seek clarification right from the start.

It’s also important to communicate that the scope of their job may evolve (more on that later). Having a candid conversation about where you are in your business is crucial. Be honest and let them know that your business is in a period of growth, and as it grows and expands, their role may change too. A year from now, their position might look a little different—and that’s okay. For the right person, that potential for growth and change can be really exciting.

Onboarding (Please Don’t Skip This Step!)

Have you ever started a new job and felt completely abandoned? Like you were left to figure everything out on your own? Sure, maybe someone showed you where the lunchroom was or introduced you to a couple of coworkers, but then—poof—you were ghosted by your new manager.

Chances are, this left you fumbling through your first days (or even weeks), unsure of what you were supposed to do, simply because there wasn’t a proper onboarding process in place.

I have always found onboarding to be incredibly effective and sadly, grossly underutilized. Having a proper onboarding can have a massively positive impact on your new team member’s experience as they start with your company.

When you invest time and energy into properly welcoming your new hire, they’re much more likely to invest in you and your business in return. Beyond that, your new hires will feel welcomed, more connected, and confident as they learn their role and how they fit into your company. Overall this step will ensure they have a best possible understanding of their responsibilities and are equipped with everything they need to start off on the right foot.

Check In and Communicate Expectations Regularly

In the initial stages and as your team expands and grows from one to two, two to three, three to five, and so on, ensure you are regularly checking in and communicating who is responsible for what with the whole team. Growing pains in business are very real, and growth at any speed can lead to at least some confusion—often triggering the question, “Who’s doing what now?”

As you establish yourself as a team, it’s very likely that new tasks will come up that you hadn’t previously considered. You might also realize it makes more sense for certain tasks and responsibilities to shift to a different role. Some shuffling is normal, and that’s okay. What’s most important is that you communicate any changes clearly with your team.

Your team should have a very clear understanding of what they are responsible for and how their roles interact with other members of the team. They should have a clear understanding of how what they do, or don’t do, affects other roles and the big picture.

Be Prepared to Make Tough Cuts

The unfortunate reality is that, at some point, you may have to let go of a member of your newly formed team for both their sake and the sake of your business. As much as we strive to get it right, hiring is not an exact science, and sometimes we make a hire that just isn’t the right fit. If that’s the case, it’s truly in everyone’s best interest to part ways sooner rather than later.

The decision to let someone go versus investing time in coaching them can be tricky and highly nuanced, depending on the situation. Generally speaking, if someone is struggling to grasp the work but has a good attitude, is genuinely trying, and shows signs of improvement, don’t give up on them just yet. On the other hand, if someone is gossipy, toxic, or has a bad attitude, it’s probably time to say goodbye—no matter how good they are at their job.

I’m including this here because, when building a team, it’s vital to pay close attention to and protect your team dynamics and culture. The ripple effects of one bad apple on a small team can be significant.

Establish Your Team Culture

Once your team is in place (for now), focus on creating an environment that’s positive, collaborative, and encourages open communication. Build a culture where your team has fun together and wants to show up everyday. One where they work together to solve problems, move your business forward, share ideas and feedback, and support one another.

As their leader and the owner of the business, it's essential you are intentional and clear about the behaviors, attitudes, and principles that matter most to your business.

And have fun with this! Use your imagination and get creative. This is the business you spent so much time and energy creating…you need to enjoy it too! 

Enjoy the Process

This is a huge and exciting milestone in your entrepreneurial journey! 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—and give yourself a well-earned pat on the back.

You’ve worked hard to get here, so enjoy the process and focus on building your dream team.

And remember, great teams don’t happen overnight—they’re built with consistent, intentional effort. As you grow and develop your team, stay open to learning, adapting, and evolving. With that mindset, you'll be laying the foundation for long-term success.

I would love to know your thoughts as an entrepreneur. Have you started the process of growing your team? Or are you just about there?

What questions do you have about the process? Let me know in the comments.

Happy Leading!

Emily