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How much does an employee actually cost you?

Published: 5 July 2007 by CA

I am "CA" Atreya (PMP, MBA), the author of this blog. I help businesses in Atlantic Canada achieve their BHAG successfully. You may subscribe to this blog using a feed reader (RSS).

It is a no-brainer that the recruitment process is expensive. But exactly how expensive is it? Have you ever paused to calculate it? When you get down to it, do you take into account both the direct and indirect costs. Here is a spreadsheet that you might find useful in your calculations. If you need the Excel version, contact me and I will mail it to you. Remember to customize it for your organization.

Task # of people involved in hiring process Estimated average time/person Average cost/hour/person Total task cost
Direct Costs        
  Salary costs        
  Vacation time costs        
  Cost of paid sick leaves        
  Cost iof insurance benefits        
  Cost of social security/CPP/EI benefits        
  Administration overhead costs        
  Other benefits unique to your organization        
Indirect Costs        
  Decision to hire        
  Write a job description        
  Networking        
Internal Recruiting        
  Posting the position internally        
  Responding to resumes received        
  Entering resumes into the database        
  Sorting resumes into skill categories        
  Interviewing internal candidates        
  Referral bonus to employee if selected        
External Recruting        
  Deciding to place an ad in various media        
  Reading resumes and entering them into a database        
  Sorting resumes based on skillsets        
  Telephone interviews        
  Face to face interviews        
  Evaluating candidate tests (skill tests, etc)        
  Reference checks        
  Meeting between decision makers to decide on candidates        
Candidate choice        
  Presenting offer to the first candidate of choice        
  Compensation negotiation, if any        
If first choice candidate accepted        
  Print business cards        
  Furniture        
  Purchase tools of trade for the candidate        
  Orientation and training        

Here is the kicker: what if the person you hire does not work out? What if s/he does not perform to expectations? Now you have to go through the same process all over again. It is a risk. But if you do not knowhow it cost you in the first place, how would you evaluate the risk-return.

In another case, there is only so much you can do with the existing manpower you have. You need to get in more people while keeping an eye on your overheads. When your small business reaches this point, do you hire an employee or an independent contractor?

I’ll go over the pros and cons of each of two in my next post. Meanwhile, get a handle on your recruitment costs.

[Update 6 July]: Once you fill out your numbers, do a similar spreadsheet on the revenue side. Every investment or expense you make has a cost and benefit. Preparing a similar spreadsheet on the revenue side will enable you to objectively evaluate your hiring process.

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2 Comments »

  • Darrell A. Williams said:

    I think that you have done a great job at showing businesses how much it costs to hire an employee. It helps make the point for my industry - Virtual Assistants. We are private contractors and when you work it all out, we are cheaper than in-house employees.

  • CA said:

    Thanks for your vote. I hope you can use the spreadsheet to convince your prospects about the value you bring in.

    All the best

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