How to Safely Hire Help for Your Growing Shopify Store in 7 Steps

Is your Shopify store experiencing explosive growth? That's fantastic! But with success comes new challenges, especially when you're juggling admin tasks, marketing, and everything in between. Many eCommerce entrepreneurs face the same dilemma: they need help, but they're hesitant to hand over the keys to their business. This guide will walk you through, step-by-step, how to safely and effectively hire help for your Shopify store.

What You'll Learn

This tutorial will help you:

• Identify when it's time to hire help for your Shopify store.
• Understand different roles and responsibilities you can delegate.
• Create a secure hiring process that protects your store's data.
• Find reliable and trustworthy candidates.
• Set clear expectations and manage your team effectively.

Prerequisites

Before you start, make sure you have:

• A clear understanding of your current workload and pain points.
• A list of tasks you want to delegate.
• A budget allocated for hiring and salaries.
• Access to your Shopify store's admin panel.

Step 1: Assess Your Needs and Identify Pain Points

Before you start searching for help, take a good, hard look at your current situation. What tasks are consuming the most time? Which ones are you struggling with? Where are you falling behind?

Sound familiar?

Consider these questions:

• What tasks are taking up too much of your time? Are you spending hours on order fulfillment, customer service, or product uploads?
• What tasks are you not good at or don't enjoy? Focusing on your strengths is key to business growth.
• What tasks are critical for growth but are being neglected? Marketing, SEO, and content creation often fall by the wayside when you're stretched thin.

Identifying your pain points is the first step toward finding the right help. According to a study by Oberlo, 61% of small businesses struggle with time management. Recognizing this is crucial for making informed hiring decisions.

Step 2: Define the Role and Responsibilities

Once you know what you need help with, it's time to define the role. Be specific about the tasks, responsibilities, and expected outcomes. A well-defined role helps attract qualified candidates and sets clear expectations.

Here's what most guides get wrong: they're too vague. Avoid that by considering these points when defining the role:

• Job Title: Choose a title that accurately reflects the role (e.g., Shopify Virtual Assistant, Customer Service Representative, Marketing Assistant).
• Responsibilities: List the specific tasks the person will perform (e.g., order processing, customer inquiries, social media posting).
• Required Skills: Specify the skills needed for the role (e.g., Shopify experience, excellent communication skills, graphic design knowledge).
• Reporting Structure: Determine who the person will report to and how their performance will be evaluated.

Step 3: Determine Access Levels and Permissions

This is where the safety aspect comes into play. You don't want to give someone full access to your store without knowing them well. Shopify offers granular control over user permissions, which is crucial for protecting your store's data and preventing unauthorized access.

Here's how to manage access levels:

• Shopify Staff Accounts: Create staff accounts for each new hire. This allows you to control their access to specific areas of your store.
• Permission Settings: Customize permissions based on the role. For example, a customer service representative might only need access to the Orders and Customers sections.
• Avoid Sharing Passwords: Never share your main Shopify admin password. Always create individual staff accounts.
• Two-Factor Authentication (2FA): Enable 2FA for all staff accounts to add an extra layer of security.

Step 4: Choose Your Hiring Method

There are several ways to find qualified help for your Shopify store. Each has its pros and cons. Consider your budget, time constraints, and the specific skills you need.

Here's a comparison table to help you decide:

Pro Tip: Start with a trial period or a small project to assess a candidate's skills and work ethic before committing to a long-term contract.

Step 5: Screen and Vet Candidates

Once you've chosen your hiring method, it's time to start screening candidates. Thorough vetting is essential to ensure you're hiring someone trustworthy and capable. Take the time to conduct interviews, check references, and assess their skills.

Here's how to screen and vet candidates:

• Review Resumes and Portfolios: Look for relevant experience and skills. Pay attention to the candidate's communication style and attention to detail.
• Conduct Interviews: Ask questions about their experience, problem-solving skills, and how they handle challenges. Ask detailed questions about their understanding of Shopify and eCommerce best practices.
• Check References: Contact previous employers or clients to verify their work history and reliability.
• Assess Skills: If possible, give candidates a small task or project to assess their skills in practice. For example, ask them to create a simple product listing or respond to a customer inquiry.

Step 6: Onboard and Train Your New Hire

Once you've selected a candidate, it's time to onboard them. Provide them with the necessary resources, training, and support to s쳮d in their role. A well-onboarded employee is more likely to be productive and stay with your company.

This isn't always easy, but here's how to onboard and train your new hire:

• Provide Access: Grant the new hire access to the necessary Shopify admin sections and any other relevant tools or platforms.
• Documentation: Provide clear documentation of your store's processes, policies, and expectations. This can include SOPs (Standard Operating Procedures) for tasks like order fulfillment or customer service.
• Training: Offer training on Shopify, any specific software or tools you use, and your brand's values.
• Communication: Establish clear communication channels and expectations. Encourage open communication and feedback.
• Initial Tasks: Start with small, well-defined tasks to build confidence and ensure they understand the processes.

Step 7: Manage and Monitor Performance

Once your new hire is up and running, it's essential to manage their performance and ensure they're meeting your expectations. Regular monitoring and feedback will help you identify areas for improvement and ensure a successful working relationship.

Let's be honest—managing performance is ongoing. Here's how to do it:

• Set Clear Goals and KPIs: Define specific, measurable, achievable, relevant, and time-bound (SMART) goals for the role. This could include metrics like order processing time, customer satisfaction scores, or social media engagement.
• Regular Check-ins: Schedule regular check-ins to discuss progress, provide feedback, and address any challenges.
• Performance Reviews: Conduct formal performance reviews to assess their overall performance and identify areas for growth.
• Monitor Key Metrics: Keep an eye on the key metrics relevant to their role to ensure they are contributing to your store's success.

Tip: Use project management tools like Asana or Trello to track tasks, deadlines, and progress.

Troubleshooting

• Communication Issues: If you're experiencing communication problems, establish clear communication channels, set expectations for response times, and encourage open dialogue.
• Performance Issues: If your new hire is not meeting expectations, provide constructive feedback, offer additional training, and set clear goals for improvement.
• Security Concerns: If you suspect any security breaches or unauthorized access, immediately change passwords, review access permissions, and contact Shopify support.

Next Steps

Hiring help for your Shopify store can be a game-changer, freeing you up to focus on growth and strategy. By following these steps, you can create a safe, effective, and productive hiring process.

Here's what to do next:

1. Assess Your Needs: Determine what tasks you need help with.
2. Define the Role: Create a clear job description.
3. Manage Access: Set up staff accounts and permissions.
4. Choose a Hiring Method: Select the best approach for your needs.
5. Screen and Vet: Conduct thorough background checks.
6. Onboard and Train: Provide the necessary resources.
7. Manage Performance: Monitor progress and provide feedback.

Ultimately, by taking these steps, you'll be well on your way to building a strong team and growing your Shopify store. Remember, the key is to be proactive, prioritize security, and communicate effectively.

Takeaway: Hiring the right help can significantly improve your store management and boost your bottom line. By following a structured, secure process, you can find reliable help and scale your eCommerce business effectively.