How much does an employee actually cost you?
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.
- Time off: TED and How to find a job on LinkedIn, Facebook, Twitter & other social networksI have never felt miserable as I have felt over...

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.
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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