How to run great intro calls with potential senior hires as an early-stage founder?

Preparation Before the Call

Before diving headfirst into any intro call, take a moment to gear up. Remember, first impressions are not just for candidates. As an early-stage tech founder, you're also under the microscope. Ensuring you're well-prepared can make all the difference between snagging a game-changing senior team member and watching them slip through your fingers.

Dive into Their Story: Start with a thorough review of the candidate's resume. But don't just skim it—really dig into the details. Look for the narrative behind the bullet points. What journey has the candidate been on? How have their experiences shaped them? This will not only help you ask more insightful questions but also show the candidate you're genuinely interested in their background.

Craft Your Questions Wisely: With the candidate's journey in mind, tailor your questions to their experiences. This isn't about sticking to a generic script. You want to explore how their specific skills and accomplishments could translate to success in the role you're hiring for. Think about what you really need to know to assess their fit—both in terms of capabilities and how they might mesh with your startup's culture.

Set Clear Objectives: What are you aiming to achieve with this call? Beyond assessing fit, you might be looking to sell the candidate on your vision, or understand their career aspirations to see how they align with your company's growth. Having clear objectives will keep the conversation focused and productive. It's like setting the destination for a road trip; knowing where you're headed ensures you take the right turns along the way.

Remember, this prep work isn't just about ticking boxes. It's about laying the groundwork for a call that could ultimately convince a top-tier talent to join your journey. So, take that extra time to prepare—it could very well be the key to assembling a dream team that propels your startup to new heights.

Building Rapport

As an early-stage founder, your ability to quickly build rapport with potential senior team members can set the tone for your entire relationship. Here's how you can turn those initial awkward moments into the foundation of a strong connection:

Ease Into the Conversation: Start the call with a bit of light-hearted small talk. This isn't about wasting time but warming up the virtual room. Ask about their day, comment on something interesting you noticed in their resume (like a unique hobby or achievement), or even share a brief, relatable anecdote from your own experiences. This human touch can help lower defenses, making the conversation flow more naturally.

Show Genuine Interest: Listening is just as important as asking the right questions. When candidates talk about their experiences or aspirations, show genuine interest. This means more than just nodding along; ask follow-up questions that demonstrate you're really paying attention. It's about engaging with their story, not just auditing their professional credentials.

Create a Comfortable Atmosphere: The goal is to make the intro call feel like a conversation, not an interrogation. Ensure your tone is inviting and open. Encourage candidness by sharing your own thoughts and challenges related to the role they're applying for or the industry at large. This mutual vulnerability fosters a sense of partnership from the get-go.

Use Their Name: It's a simple trick, but using the candidate's name throughout the conversation can make it feel more personal and engaging. It's a signal that you see them as an individual, not just another item on your to-do list.

Smile, Even If They Can't See It: Even if you're not on a video call, smile when you speak. People can hear a smile through the tone of your voice, and it can make the conversation feel friendlier and more positive.

Reflect Their Communication Style: Pay attention to the candidate's communication style and try to mirror it. If they're formal, keep your tone professional. If they're more laid-back, you can afford to be a bit more informal. Matching their style can make the conversation more comfortable for them.

Building rapport is about making a genuine connection. As you look to bring senior talent into your startup, remember that these initial interactions lay the groundwork for future collaboration. By making candidates feel understood and valued from the first call, you're not just evaluating them; you're already starting to integrate them into your team's culture.

Exploring Company Culture Fit

Finding someone with the right skills is just part of the equation. As you're on the lookout for senior team members to join your early-stage tech venture, ensuring they mesh well with your company's culture is crucial. Here's how to peel back the layers and see if there's a true cultural fit:

Define Your Culture: Before you can assess if a candidate fits into your culture, you need a clear understanding of what that culture is. Are you all about innovation and pushing boundaries? Or does your team thrive on collaboration and open communication? Having a solid grasp of your core values and work environment will guide your questioning.

Ask Value-Revealing Questions: Dive into questions that reveal a candidate's core values and whether they align with those of your company. For example:

• "Can you describe an ideal work environment where you feel most productive and happy?"
• "How have you handled a disagreement with a team member in the past?"
• "What's your approach to work-life balance, and how should a company support that?"

Explore Their Work Style: Since you're hiring for a senior position, understanding their work style is pivotal. Ask about their approach to leadership, teamwork, and decision-making. For instance:

• "How do you prioritize tasks when everything seems urgent?"
• "Can you give an example of a successful project you led and what made it successful?"
• "How do you approach giving feedback to team members?"

Discuss Handling Challenges: Every startup faces its set of challenges. Understanding how a candidate deals with obstacles can shed light on their fit within your culture. Questions like these can be insightful:

• "Tell me about a time you faced a significant challenge at work. How did you overcome it?"
• "How do you handle stress or pressure, especially in a fast-paced environment?"
• "Can you share an experience where you had to adapt to a significant change at work?"

Encourage Questions About Your Culture: Finally, give the candidate space to ask questions about your company culture. Their questions can be very telling about what they value and whether they see themselves fitting in.

Assessing for cultural fit is a two-way street. It's about ensuring the candidate's values, work style, and approach to challenges align with your startup's ethos. But it's also about transparency—giving them a clear picture of your culture so they can assess if it's a match for them too. This mutual understanding is key to building a strong, cohesive team that will drive your venture forward.

Discussing Career Progression and Development Opportunities

For ambitious candidates, especially those eyeing a role in a dynamic early-stage tech company, the path forward is just as important as the position they're stepping into. Here's how to effectively communicate the growth opportunities within your startup:

Highlight the Growth Trajectory: Start by painting a clear picture of how you envision the role evolving over time. Share your thoughts on potential career paths within the company, emphasizing the opportunities for taking on more responsibility, leading larger projects, or growing into a leadership position. For instance:

"As we scale, we see this role expanding to oversee more strategic initiatives, possibly growing into a director-level position. How does that align with your career goals?"

Emphasize Learning and Development: Talented individuals are always looking to learn and grow. Discuss the learning opportunities available, whether it's through formal training programs, mentorship, or hands-on experience. Be honest about what you can offer and how you support your team's professional development. For example:

"We're a small team, so you'll have the chance to wear many hats and learn rapidly. We also allocate a budget for external training and conferences. What areas are you looking to develop in?"

Share Success Stories: If possible, share examples of current employees who have grown within the company. This provides concrete evidence of career progression and the company's commitment to employee development.

Discuss the Support System: Talk about the support system in place for new hires, especially in terms of onboarding and continuous learning. Highlight how senior team members, including yourself, are accessible for guidance and mentorship. For example:

"We have a culture of open doors and minds. Everyone, including myself, is available to share insights and support each other's growth. How important is mentorship in your professional development?"

Encourage Questions About Growth: Invite candidates to ask questions about career progression and development opportunities. Their questions can give you insights into their ambitions and priorities, and whether they're likely to find the growth they seek within your company.

Set Realistic Expectations: While it's important to highlight opportunities, it's equally crucial to be realistic. Make sure candidates understand the pace at which they can expect to grow and the challenges they might face. This honesty helps set the stage for a mutually beneficial relationship built on trust and transparency.

By discussing career progression and development opportunities, you not only showcase your startup as a place where ambitious professionals can thrive but also signal your investment in your team's long-term success. This can be a key differentiator for candidates choosing between opportunities, especially in the competitive tech industry.

Handling Sensitive Topics

Navigating sensitive topics during intro calls requires a blend of tact, empathy, and transparency. As you delve into areas like employment gaps, job hopping, or reasons for leaving a previous role, your approach can significantly impact the candidate's comfort and openness. Here's how to handle these discussions with care:

Frame Your Questions Positively: Start by framing your questions in a positive light, focusing on understanding the candidate's journey rather than judging their decisions. For example, instead of asking, "Why did you leave your last job so quickly?" you might say, "I noticed you've had the opportunity to experience different roles. What were you looking for in those transitions?"

Emphasize the Desire to Understand: Make it clear that your intention is to understand their experiences and motivations better, not to scrutinize their choices. You could say, "We recognize that every career path is unique, and we're interested in how your experiences have shaped your professional journey."

Provide Space for Their Story: Give candidates ample time to explain their circumstances without interruption. This shows respect for their experience and acknowledges that career paths can be complex.

Be Empathetic: Approach sensitive topics with empathy. Acknowledge that there are many valid reasons for employment gaps or changes, such as personal growth, family commitments, or seeking a better fit. For instance, "We understand that there are many reasons someone might have a gap in their employment. We'd love to hear more about your story during that time."

Maintain Confidentiality and Respect: Ensure the candidate that their responses will be treated with confidentiality and respect. This reassures them that sharing their story won't negatively impact their application.

Avoid Making Assumptions: It's crucial not to jump to conclusions based on employment gaps or frequent job changes. Instead, focus on the skills and experiences the candidate brings to the table.

Discuss Learnings and Growth: Encourage candidates to share what they've learned from their experiences. Questions like, "What valuable lessons did you learn during that period?" can turn a potentially sensitive topic into a positive discussion about personal and professional growth.

Reinforce a Non-Judgmental Atmosphere: Remind candidates that the tech industry values diverse experiences and that you're looking for the right fit for both sides. This sets a tone of mutual respect and understanding.

Handling sensitive topics with grace underscores your company's values and can significantly enhance the candidate's experience. It shows that you're not just looking for a set of skills but a person whose experiences and values align with your team. This approach not only helps you gather valuable insights but also builds trust and rapport with potential hires.

Feedback and Follow-Up

In the fast-paced world of early-stage tech startups, providing timely and constructive feedback to candidates can set your company apart. Whether it's during the intro call or as part of a structured follow-up, feedback is a critical component of the hiring process. Here's how to ensure your feedback and follow-up communications are impactful and appreciated:

Timeliness is Key: Aim to provide feedback as soon as possible after the intro call. This not only shows respect for the candidate's time but also keeps your company fresh in their mind. A prompt response, whether it's positive news or a decision to not move forward, is always best.

Be Specific and Constructive: When offering feedback, be as specific as possible. If a candidate is not moving forward in the hiring process, explain why in a way that is constructive and helpful. For example, "We were really impressed with your background in X, but we're looking for someone with more experience in Y at this time."

Highlight Positives: Even if the candidate isn't a fit for the current role, make sure to highlight the strengths you observed during the call. This can help maintain a positive relationship and leave the door open for future opportunities. For instance, "Your passion for innovation and problem-solving was evident, and we'd love to keep in touch for potential roles that better match your skills."

Offer Actionable Advice: If appropriate, provide actionable advice that can help the candidate in their job search or professional development. This could be related to skills they might want to develop further or experiences they could seek out to strengthen their candidacy in the future.

Encourage Questions: Invite candidates to ask questions about the feedback or seek clarification. This fosters an open dialogue and demonstrates your commitment to their growth, even if they're not joining your team.

Keep the Door Open: For candidates who impress you but aren't a fit for the current role, make it clear that you're open to considering them for future opportunities. Encourage them to stay in touch and consider sending updates about new openings that might be a better fit.

Automate When Necessary, Personalize When Possible: While automation can help manage follow-ups, personalized feedback is invaluable. Whenever possible, tailor your messages to reflect the individual conversations you've had. This personal touch can significantly enhance the candidate's experience.

Practice Empathy: Remember that job searching can be a stressful and emotional process. Approach your feedback and follow-up communications with empathy, aiming to offer support and encouragement regardless of the outcome.

Providing thoughtful feedback and follow-up is not just about the individual candidate's experience; it reflects on your company's brand and can influence how candidates—and the broader tech community—perceive your startup. Taking the time to communicate effectively and kindly can help build a positive reputation, attract top talent, and ultimately contribute to your company's success.

Leveraging Technology

In today's digital age, technology plays a pivotal role in enhancing and streamlining the hiring process, especially during the introductory call stage. For early-stage tech startups, using technology smartly can not only save time but also create a more engaging experience for candidates. Here's how to leverage technology to your advantage:

Video Calls for a Personal Touch: While phone calls are efficient, video calls add a layer of personal connection that can make all the difference. Tools like Zoom, Google Meet, or Microsoft Teams allow you to pick up on non-verbal cues, foster a stronger rapport, and give a face to the names, making the conversation more memorable. Ensure both you and the candidate are comfortable with video and provide guidelines for a smooth experience, such as recommending a quiet, well-lit space.

Scheduling Tools to Simplify Logistics: Coordinating schedules can be one of the most time-consuming aspects of setting up intro calls. Leverage scheduling tools like Cal.com, Calendly, Doodle, or Google Calendar's appointment slots to simplify this process. These tools allow candidates to pick a time that works best for them within your availability, reducing back-and-forth emails and speeding up the scheduling process.

Collaboration Tools for Team Input: If your hiring process involves multiple team members, use collaboration tools like Slack, Trello, or Asana to share insights and feedback about candidates efficiently. These platforms can help keep everyone on the same page, streamline decision-making, and ensure a cohesive approach to evaluating candidates.

Document Sharing for Transparency: Use cloud-based document sharing platforms like Google Drive or Dropbox to share relevant company information with candidates ahead of the call. This could include role descriptions, company culture decks, or product overviews. Providing this information beforehand can help candidates prepare and lead to more productive discussions.

AI and Analytics for Improved Insights: Consider using AI-powered tools to gain insights from your intro calls. Platforms like Chorus.ai or Gong.io can analyze calls to provide feedback on talk-to-listen ratios, question effectiveness, and candidate engagement levels. While not necessary for every startup, these insights can be invaluable for refining your approach over time.

Feedback and Survey Tools for Continuous Improvement: After the call, use survey tools like SurveyMonkey or Google Forms to gather feedback from candidates about their experience. This can help you continuously improve your process and ensure it's as candidate-friendly as possible.

Automated Follow-Up Systems: Utilize CRM (Customer Relationship Management) tools or automated email systems to ensure timely follow-up communications with candidates. Personalized email templates can save time while still providing a customized experience based on the candidate's stage in the hiring process.

By thoughtfully integrating technology into your intro call process, you can create a more efficient, engaging, and personal experience for candidates. This not only helps you stand out as an employer but also sets the stage for a successful hiring process.

Case Studies or Examples

To bring our advice to life, let's explore some real-life examples of successful intro calls. These case studies highlight how early-stage tech startups have navigated the intro call process, leveraging best practices to identify and attract top talent.

Case Study 1: Streamlining Scheduling and Building Rapport

Startup: A fintech startup in the early stages of developing a blockchain-based payment platform.

Challenge: Coordinating intro calls with top-tier talent across different time zones, while ensuring a personal connection from the start.

Solution: The startup used Calendly to streamline scheduling, allowing candidates to choose a convenient time for their intro call within the founder's availability. For a personal touch, the founder sent a brief video message along with the meeting invite, introducing themselves and expressing excitement about the conversation. This not only made scheduling easier but also helped build rapport before the call even started.

Outcome: Candidates appreciated the personal touch and the respect for their time, leading to more engaged and open conversations during the intro calls. The startup successfully hired two senior developers who mentioned the initial communication as a key factor in their positive experience.

Case Study 2: Leveraging Video Calls and Collaboration Tools

Startup: An early-stage healthtech startup focusing on AI-driven diagnostic tools.

Challenge: Creating a strong personal connection with candidates and facilitating efficient team collaboration in the hiring process.

Solution: The startup opted for video calls for all their intro calls to create a more personal connection. They used Zoom, ensuring both parties were comfortable with the technology beforehand. Additionally, they utilized Slack for internal team discussions post-call, allowing them to quickly gather input and make decisions on next steps.

Outcome: The video calls helped candidates feel more connected to the team and the mission of the startup. The efficient collaboration among team members enabled quick consensus on candidates, speeding up the hiring process. The startup filled a critical senior scientist role much faster than anticipated.

Case Study 3: Focusing on Culture Fit and Career Progression

Startup: A SaaS startup specializing in project management tools for remote teams.

Challenge: Ensuring candidates were not only skilled but also a great cultural fit and interested in long-term growth with the company.

Solution: During intro calls, the founder focused heavily on discussing company culture and values, using specific questions to gauge alignment. They also outlined clear career progression paths within the startup, sharing examples of current employees who had grown with the company.

Outcome: This approach attracted candidates who were not just looking for a job but were genuinely interested in growing with the startup. It led to the hiring of a marketing lead who became instrumental in shaping the company's brand and culture.

These case studies illustrate the importance of personalization, efficiency, and clarity in the intro call process. By streamlining scheduling, leveraging technology for personal connections, focusing on culture fit, and clearly communicating growth opportunities, startups can significantly enhance their ability to attract and retain top talent.

Legal Considerations

Navigating legal considerations is crucial during the hiring process, especially in the initial introductory calls. Being mindful of legal requirements and avoiding discriminatory practices not only ensures compliance with employment laws but also fosters a fair and respectful hiring environment. Here are key legal considerations to keep in mind:

Avoid Discriminatory Questions: It's imperative to steer clear of questions that could be considered discriminatory. This includes inquiries about a candidate's age, marital status, national origin, disability, race, religion, gender, or pregnancy status. Instead, focus questions on the candidate's skills, experiences, and ability to perform the job duties.

Be Mindful of Privacy Laws: When discussing previous employment or personal experiences, respect the candidate's privacy. Avoid delving into details that are not directly relevant to the job. Additionally, be aware of laws regarding the collection and storage of personal information, especially under regulations like GDPR in Europe.

Understand Equal Employment Opportunity (EEO) Laws: Familiarize yourself with the Equal Employment Opportunity (EEO) laws that apply in your jurisdiction. These laws prohibit employment discrimination and aim to ensure fair treatment throughout the hiring process.

Fair Labor Standards Act (FLSA): If discussing potential salaries or working hours, keep in mind the Fair Labor Standards Act (FLSA) and similar state laws, which regulate minimum wage, overtime pay, and other employment standards.

Accommodations for Disabilities: Be prepared to discuss accommodations for candidates with disabilities, in compliance with the Americans with Disabilities Act (ADA) or similar legislation in your country. Focus on the candidate's ability to perform job functions with or without reasonable accommodation.

Consent for Recording Calls: If you plan to record the intro call for review or training purposes, you must obtain the candidate's consent beforehand. The legality of recording conversations varies by location, with some regions requiring all parties to consent.

Offer Letters and Employment Agreements: While not typically part of the intro call, be cautious when making promises or offers of employment. Ensure any offers are contingent upon satisfactory completion of the hiring process and are documented in written employment agreements that comply with local laws.

Provide Training for Interviewers: Ensure that everyone involved in the hiring process is trained on what questions to avoid and how to conduct interviews in a legally compliant manner. This can help prevent unintentional discrimination or bias.

Navigating these legal considerations with care not only helps protect your startup from potential legal challenges but also contributes to a more equitable and inclusive hiring process. It signals to candidates that your company values fairness and legal compliance, enhancing your reputation as an employer.

Customizing the Call for Different Roles

Tailoring your introductory calls to the specific role you're hiring for is crucial in identifying the best candidates. Each position, whether it's in engineering, marketing, or sales, comes with its unique set of skills, experiences, and personality traits that are critical for success. Here's how to customize your intro calls to effectively evaluate candidates for different roles:

For Technical Roles (e.g., Developers, Engineers)

Focus on Problem-Solving Skills: Incorporate questions that delve into the candidate's technical problem-solving process. Ask about challenging projects they've worked on and how they overcame obstacles.

Discuss Technical Tools and Languages: Get specific about the technologies the candidate has experience with. Ask them to rate their proficiency in the key tools and languages your company uses and provide examples of projects where they've applied these skills.

Evaluate Collaboration in Technical Environments: Since technical roles often require close collaboration with other team members, ask about their experience working in agile environments, participating in code reviews, or collaborating on projects with cross-functional teams.

For Creative Roles (e.g., Designers, Content Creators)

Explore Creativity and Inspiration: Ask about the projects they're most proud of and where they draw inspiration from. This can give you insight into their creative process and how they stay innovative.

Assess Portfolio and Project Impact: Request a walk-through of their portfolio, focusing on specific projects that align with your company's needs. Discuss the impact of their work on business outcomes or user experience.

Understand Collaboration with Non-Creative Teams: Creative roles often require working with marketing, sales, or product teams. Explore how they've collaborated with other departments to bring creative visions to life.

For Sales and Marketing Roles

Discuss Target Achievement: Inquire about their track record with meeting or exceeding sales targets or marketing KPIs. Ask for specific strategies they've employed to achieve their goals.

Evaluate Communication Skills: For roles that require strong communication, simulate a pitch or ask how they would explain a complex product to a potential customer. This assesses their ability to convey information clearly and persuasively.

Assess Analytical Skills: For marketing roles, discuss how they use data to inform strategies and decisions. Ask about tools they've used to measure performance and how they've adjusted strategies based on data insights.

For Leadership Roles (e.g., Managers, Executives)

Leadership Philosophy: Explore their leadership style and philosophy. Ask how they motivate and develop their teams, handle conflict, and drive strategic initiatives.

Vision Alignment: Discuss how their vision aligns with your company's mission and future direction. Understanding their long-term strategic thinking is crucial for leadership roles.

Change Management: Leadership roles often involve guiding teams through change. Ask for examples of how they've managed transitions or transformations within previous organizations.

Across All Roles

Cultural Fit: Regardless of the position, assessing cultural fit is crucial. Tailor questions to understand how the candidate's values align with your company's culture and how they approach teamwork and collaboration.

Tailoring your intro calls allows you to dive deeper into the competencies that matter most for each role, ensuring you identify candidates who not only have the right skills but also the right mindset and approach to thrive in your company's environment.

Interactive Elements

Incorporating interactive elements into your introductory calls can significantly enhance the evaluation process, giving you deeper insights into a candidate's problem-solving abilities, creativity, and how they perform under a bit of pressure. Here are some ways to integrate interactive components tailored to various roles:

For Technical Roles

Live Coding Challenge: Utilize platforms like HackerRank or CodeSignal to conduct a brief live coding session. Choose a challenge that is relevant to the role but not overly complex, allowing the candidate to showcase their coding skills and logical thinking process.

Debugging Exercise: Present a piece of code with deliberate bugs and ask the candidate to identify and fix them. This not only assesses their technical skills but also how they approach problem-solving and debugging.

For Creative Roles

On-the-Spot Design Feedback: Share a design piece related to your company's projects and ask for their critique. This can reveal their thought process, attention to detail, and ability to give constructive feedback.

Brainstorming Session: Propose a hypothetical project brief and brainstorm ideas together. This exercise can gauge their creativity, how they handle spontaneous tasks, and their ability to contribute valuable insights.

For Sales and Marketing Roles

Pitch Practice: Ask the candidate to prepare a short pitch for one of your products or services. This allows you to assess their persuasive skills, product knowledge, and ability to communicate value propositions effectively.

Scenario-Based Questions: Present a hypothetical marketing challenge or sales scenario and discuss how they would approach it. This can reveal their strategic thinking, problem-solving skills, and adaptability.

For Leadership Roles

Leadership Dilemma: Describe a complex leadership challenge you've faced or could foresee in your company. Ask them how they would handle it, providing insights into their leadership style, decision-making process, and crisis management abilities.

Strategy Discussion: Share a high-level overview of a project or initiative your company is considering. Invite them to discuss how they would approach the strategy, milestones, and team management, offering a glimpse into their strategic planning and execution skills.

General Tips for Incorporating Interactive Elements

Be Clear and Concise: Ensure the instructions for any interactive element are clear and concise to avoid confusion and to make the best use of time.

Allow Preparation Time: If the exercise requires significant thought, consider sending information ahead of the call or allowing a few minutes during the call for the candidate to prepare their response.

Encourage Open Thinking: Make it clear that you're interested in their thought process and that there are no "wrong" answers. This encourages openness and creativity.

Feedback Loop: After the exercise, share immediate feedback on their approach and performance. This not only provides valuable insights to the candidate but also fosters a two-way dialogue about their potential fit for the role.

Incorporating interactive elements into your introductory calls can transform them from simple Q&A sessions into dynamic evaluations of a candidate's real-world abilities, offering a more comprehensive view of their potential to contribute to your team.