Dear Toby: HR Advice Column: Hiring Woes

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Dear Toby,

I know I’ll need to hire in the new year, but I’ve been putting off planning because we’re slammed right now. How early do I actually need to start recruiting if I want someone in the role by January or February?

- Growing Pains in Edmonton

Dear Growing Pains,

Ah, the great “I’ll deal with that in January” trap - we’ve all been there. But here’s the truth: if you’re hoping to have someone working for you by January or February, you actually need to start recruiting now.

Let’s break it down.

1. Hiring takes longer than most people think.

   
   

Even in a candidate-rich market, it typically takes 6–10 weeks to go from job posting to a signed offer - and that’s before factoring in notice periods (usually 2–4 weeks).

So if you post a role in early January, you’re likely not onboarding until March or April - just in time for that “why are we still short-staffed?” conversation.

If you start your planning and posting in November, you can:

• Lock in your job description and approvals before the holiday slowdown

• Begin shortlisting candidates before offices (and inboxes) go quiet in December

• Be ready to interview as soon as everyone’s back in January

That kind of preparation puts you miles ahead of the post-holiday hiring scramble.

2. Use your November wisely.

   
   

   You don’t need to launch the hiring process overnight — just get strategic:

   • Review your org chart: Who’s staying? Who’s shifting? Where are the gaps?

   • Confirm your 2025 budget: What salary range, benefits, or training funds are available?

   • Map your timelines: Work backward from your ideal start date. If you want someone in the seat by mid-January, you should post the role by mid-November.

   • Prep your job posting: A well-crafted posting saves time later (and keeps your pipeline high-quality).

   This prep work can all happen now - even if interviews wait until early January.

3. Don’t underestimate the December slowdown.

   
   

   Between vacation time, year-end wrap-ups, and general mental checkouts, December recruiting is notoriously slow. Candidates are distracted, hiring managers are out of office, and momentum can vanish.

   By starting now, you’re getting ahead of that lull - and ensuring your January isn’t spent playing catch-up.

4. You don’t have to do it alone.

   
   

   If hiring support would make this process easier, Recruitment Process Outsourcing (RPO) is a great way to lighten the lift. Think of it as having your own in-house recruiter - minus the overhead.

5. 
   

   They’ll help you write postings, screen candidates, and manage communication, so you can keep your focus where it needs to be.

   Even better? An RPO team (like ours 😉) can help you plan your hiring before it’s urgent - meaning smoother starts and stronger hires when January rolls around.

The bottom line:

If you want someone in the role by January or February, you should be recruiting yesterday. But since time travel isn’t an HR-approved perk, now is the next best thing.

Start small, plan smart, and don’t wait for the new year to think about new talent.

You’ll thank yourself later - likely while sipping coffee in February next to your fully staffed team. ☕

- Toby

Got a thorny people problem of your own? Ask Toby.  We don’t sugarcoat it, but we do help you get unstuck - with straight talk and smart HR. 

Disclaimer: The "Dear Toby" advice column is designed to provide general HR insights and guidance but should not be taken as legal advice. Every business and situation is unique, and employment laws vary by jurisdiction. Before implementing any advice from this column, we recommend consulting with a qualified HR professional or legal expert to ensure it aligns with your specific circumstances.