When (and How) to Hire Your First Employee as an Architecture Business Owner

Hiring your first employee isn’t just a practical decision. It’s also an emotional one. You’ve built your business from scratch, you’ve sketched every drawing, juggled every client, and worn all the hats.

But now, things are getting real. You’re booked out (maybe even burnt out), and the idea of handing off some of the work is starting to sound...necessary.

So how do you know it’s the right time? And once you’re ready, how do you actually do it without turning into the kind of boss you never wanted to be?

This guide walks you through when to hire your first employee, what kind of support to look for, and how to build your small-but-mighty dream team from the ground up.

Signs You’re Ready to Hire Your First Employee

Hiring isn’t about ego or growth for growth’s sake. It’s about sustainability. Here are some crystal-clear signs you might be ready to take the leap:

• You’re constantly turning down projects: Because your calendar is packed for the next three months, you seem to be saying no more than you’d like.

• You’re spending more time on admin: Emails, invoicing, and scheduling takes up much of your schedule than actually designing or building.

• Client communication or deliverables are slipping: You’re starting to feel the pressure and have been experiencing lags or hiccups on some of your work.

• You're working nights and weekends: More than you’d like to admit, burnout is on the horizon.

• Your revenue has been steady: Your revenue has been growing or stable for at least 6 months and you’re starting to build a financial cushion.

Do a time audit for one week. Track what you’re doing in 30-minute blocks. If more than 40% of your time is spent on non-billable tasks, that can be a good sign.

What Role Should You Hire First?

Your first hire doesn’t have to be another architect. In fact, the best first hire is someone who solves your biggest bottleneck.

To help you decide, list everything that you do in a week and highlight the tasks that only you can do, such as working on the creative direction of the project or strategic planning. You can potentially delegate everything else.

Additionally, if you can’t budget for a full-time employee yet, then maybe start with part-time contractors or freelancers. You can even consider hiring for project-based contracts as a trial run. Here are your options:

1. Billable Help

• Junior Designer or Drafter: A junior designer can help if you’re swimming in production work but need someone to execute your vision.

• Project Manager: If client management and coordination are eating your day alive, then you may need someone specially equipped in handling such tasks.

2. Non-Billable Support

• Virtual Assistant: A virtual assistant can help you handle inbox management, scheduling, document filing, and light marketing tasks.

• Bookkeeper: If invoicing is falling through the cracks or you’re behind on paying your bills, a bookkeeper can help you stay on top of your finances.

The Financial Readiness Checklist

Before you pop that “We’re Hiring” banner on your Instagram, let’s talk numbers. You’re financially ready if:

• You can comfortably cover 3–6 months of the new hire’s salary without jeopardizing business operations, using either savings or reliable revenue projections.

• You’re consistently hitting your monthly revenue targets.

• You’ve got a predictable sales pipeline and projects aren’t drying up after one good month.

Hidden Costs to Budget For:

• Employer payroll taxes (varies by country/state)

• Software licenses for tools they’ll need access to

• Time investment in onboarding and training (your time has a cost, too)

• Bonuses, benefits, or a coworking stipend

A quick meeting with a bookkeeper can help you crunch the numbers and project your hiring budget with confidence.

Legal + Administrative Steps You Can’t Skip

This part isn’t always exciting, but it’s essential. Before you bring someone on board, make sure you’re legit as an employer. Here's what you'll need if you’re in the U.S.:

• Register as an employer: Get an Employer Identification Number (EIN), which functions like a Social Security number for your business.

• Decide on the type of workers you will hire: Are you hiring an employee or a contractor? Employees need a W-2 form, and you’ll be responsible for the taxes, benefits and labor law compliance. Contractors need a 1099 form and will give you more flexibility, but you have limited control over how or when they work. Note that misclassifying a contractor as an employee can lead to penalties. When in doubt, consult a legal or HR expert.

• Prepare an employment contract: You should draft an offer letter with clearly defined terms.

• Set up payroll: You can check out various software options, like Gusto, QuickBooks Payroll or ADP.

• Create a basic onboarding checklist: You may want to prepare the tools access, email set up, key documents, etc. to get your future employees to start working smoothly.

Note that even if you’re only hiring one person, a little structure goes a long way.

Culture, Expectations, and Communication

You may not be running a 10-person firm (yet), but your first hire shapes your entire company culture. That’s why clarity is key from Day 1.

Start With:

• A clear job description with key responsibilities.

• Weekly or bi-weekly check-ins to talk about progress and roadblocks.

• Using project management tools like ClickUp, Trello, or Asana to keep things organized.

• Having an open convo about work style, feedback, and communication preferences.

Set boundaries, be transparent, and remember that you’re not just hiring hands. You’re hiring brains. That means they’ll want autonomy, purpose, and a seat at the table (even if it’s a folding one in your coworking space).

Common Mistakes to Avoid When Hiring Your First Employee

Hiring your first team member is a high-stakes move. Avoid these common traps:

• Hiring out of panic: Just because you’re overwhelmed doesn’t always mean you’re ready. It’s best to have a plan in place.

• Being vague about what you need: “Help with projects” isn’t a job description. Be specific and clear, so your future employees can also understand what’s expected of them.

• Underestimating the time commitment: Your first hire will need you, especially in the beginning. Be ready to train and support.

• Waiting too long to part ways: If it’s not working out, dragging it on only hurts both sides.

• Only hiring for skill, not alignment: They need to vibe with your vision, your clients, and your communication style. A perfect portfolio means nothing if you dread hopping on a Zoom call with them.

How to Actually Find the Right Candidate

Hiring can feel like dating. You want someone you trust, who gets your style, and who’s in it for the long haul. Here’s where you can look:

• LinkedIn Jobs or Indeed: For general reach

• Archinect Jobs or Design Milk: For design-focused talent

• Local architecture schools: For intern or junior designer candidates

• Upwork or Fiverr Pro: For freelance admin or VA roles

You can also get referrals from past coworkers or local networks. This might even be better considering you’ll be getting first-hand feedback from those who have already worked with your potential candidates.

Your job post should include:

• Who you are (and your firm’s vibe)

• What the role is (title, hours, key duties)

• What kind of person you’re looking for (skills, values, work style)

• What they can expect (growth potential, mentorship, project types)

When searching for a candidate, remember to watch out for these red flags, too:

• Generic applications: Applications with no reference to your work can mean that the candidate didn’t have a specific reason why they’d want to work with your company. Finding someone who shares the same visions as you can make for a long-term employee.

• Unrealistic salary expectations: You can always negotiate a salary, especially if you really want to work with the candidate. However, ghosting you or your company after you bring up the conversation can be a bad sign.

• Poor communication skills: Say you’re hiring a project or account manager, then they may be facing clients from time to time. You’d want somebody who has good communication skills who can also represent your company well.

Aside from noting the red flags, take note of these green flags, too:

• Questions about your firm and projects: If a candidate asks questions about your company, then that’s a sign of their interest and can mean that they mindfully chose to apply on your job post, instead of sending hundreds of applications to random companies.

• Proactive communication: Similarly, proactively communicating with your business shows the candidate is truly interested in the position.

• Adaptability: Being adaptable is a skill that can be useful in the long-term. Considering that things don’t always go according to plan in design and construction, you’ll want a candidate who can follow through but still adapt as needed.

Wrapping It Up

Hiring your first employee as an architecture business owner is a major milestone. It signals that you're growing beyond yourself. Yes, it’s intimidating. Yes, it’ll stretch you. But it’s also the first step toward building a business that doesn’t just rely on you, but is fueled by a team you can trust.

Whether it’s a junior designer, a virtual assistant, or someone to wrangle project timelines, your first hire can be the catalyst for the business you’ve been dreaming about. Just don’t forget to consider the best practices written in this article for a smoother selection and onboarding process.