5-step Recruitment Strategy for Hiring Family Services Staff

Family services staff are essential to engaging parents and family members in your Head Start program. Thoughtful and intentional recruitment strategies can help you find and hire qualified candidates who are a good fit for the role.

As a grant recipient, you can use the following five-step recruitment strategy to help plan your recruitment efforts to hire family services staff:

Build a recruitment team for a family services workforce
Identify the talent pool and recruitment area
Develop the recruitment materials and resources
Identify recruitment channels and tactics
Implement continuous quality improvement in the recruitment and hiring process

1. Build a Recruitment Team for a Family Services Workforce

Recruiting family services professionals is essential for Head Start grant recipients. Spending time on your recruitment strategy to fill this role can help ensure that you hire the right candidates for the job. In turn, making the right hires can increase your staff retention.

To develop your family services workforce, consider building a recruitment team that focuses specifically on strategies that will attract and recruit candidates to the role. A team with a singular focus often can generate new and creative ideas — and distribute the work.

The size and composition of the team and the extent of their engagement will depend on the structures and systems of your program (e.g., the presence and role of a human resources department). Whatever your program’s structure, you will want to gather team members from a variety of backgrounds and with different experiences and training to ensure diversity and inclusion in the recruitment and hiring process.

Strategies for building a diverse, multidisciplinary team involve recruiting members from:

Program staff
Recruitment experts (e.g., local colleges and universities, career planning and placement departments or agencies, community partners, local businesses, local workforce board, job center)
The program’s board of directors, community partners, Policy Council, and staff

Strategies for building an effective team involve:

Informing the team members of their roles and responsibilities
Providing training on the program’s recruitment and hiring policies and procedures
Providing training on diversity, equity, and inclusion practices in recruitment and hiring
Equipping the team with the right tools and technology to communicate and organize their work effectively

The recruitment team may include the following:

Human resources representative
Current and former parents of the Head Start program
Policy Council members
Current family services professionals and home visitors (peer representatives)
Members of the management team
Staff from community partner agencies

Tip
It is important to have diverse voices on the team and to create opportunities for members to provide input and feedback in different ways, for example, during meetings, via surveys or feedback forms, or through narrative write-ups.

Learn more in Developing a Search Strategy: Your Road Map for Hiring.

2. Identify the Talent Pool and Recruitment Area

Think about who is in your talent pool. Who are the individuals with the right qualifications and experience who may be interested in applying for a family services position?

The talent pool for the family services workforce includes:

Current and former staff and family members
Staff at nonprofit organizations or other Head Start programs in the local community, state, region, and nation
Students at technical schools, community colleges, and universities
Second career seekers, veterans, retired staff, and individuals with disabilities
Individuals who represent the linguistic and cultural backgrounds of the families in the program and community

Consider specific strategies, needs, and benefits of recruiting and hiring Head Start parents as family services professionals.

Your recruitment area extends from the local community to the internet, which includes online national job boards and social media. Practically speaking, you will want to focus on your specific geographical area. Your recruitment budget, data from prior recruitment efforts, and program priorities also help identify the recruitment area.

Tips
If your program’s community assessment data have identified families or community members who have recently moved to your community from outside the United States, be sure to consider members of this group as potential candidates. This group may include individuals with experience working in human or family services or those who are interested in a career in family services.
Consider outreach and recruitment strategies that include information about education and training requirements and accommodations for those with degrees from outside the United States.

3. Develop Recruitment Materials and Resources

Recruitment materials are a potential candidate’s first impression of your program. These materials are key to attracting and engaging qualified candidates.

Strategies to consider include:

Developing and designing job postings or descriptions that are clear and concise. Be sure to include the following:
- An outline of the main responsibilities
- Qualifications
- Expectations of the person in the role
- Benefits
- The vision and mission of the Head Start program
Creating recruitment materials in the different languages and cultures represented in your program and community. Make sure these materials include images that reflect the diversity of the community, including racial/ethnic identities, gender, age, disability, etc.
Creating recruitment materials that are compliant with the Americans with Disabilities Act (ADA).
Developing a written or digital “Realistic Job Preview (RJP)”. An RJP provides potential employees with stories that current or previous staff tell about the rewards and challenges of the position. RJPs can be short videos posted on the program’s website or social media posts; they can be easily recorded on a phone, tablet, or computer. RJPs can also include the personal and professional benefits of being part of a Head Start program, as well as the impact a Head Start employee can have in the community. Staff who were Head Start parents can also share their employment journey in an RJP.
Including in the recruitment materials the skills that family services staff gain through their role and that can be useful in a variety of other work settings and industries — skills such as relationship building, collaboration, communication, and problem solving.

Tip
Make sure all recruitment materials include the contact information of a staff member who can respond to inquiries from potential candidates.

4. Identify Recruitment Channels and Tactics

A channel is a path used to share job postings and related resources. A tactic is an activity within the channel used to reach potential candidates. The recruitment team should be familiar with the budget to identify and prioritize channels and tactics for reaching potential candidates.

Some expenditures to consider include:

Production costs for designing and printing flyers
Fees associated with posting on job boards or listservs
Honoraria for volunteers (e.g., parents or community members)
Event sponsorship or fees (e.g., booths or tickets at a job fair)
Material costs or supplies for outreach events (e.g., banners, tablecloths, computers, reimbursements for staff travel, staff time)

The following table provides examples of channels and tactics you can consider in your efforts to recruit family services staff.

Channels	Recruitment Tactics Examples
Digital channels help you promote your program’s job opportunities online to reach your audience. Examples of digital channels include: The websites of Head Start programs and their community partners Texting and email services Online job boards (e.g., Head Start Job Center, online career centers at community colleges or universities) The social media accounts of Head Start programs or community partners (e.g., Facebook, Instagram, X, LinkedIn)	Tactics for digital channels: Post job openings on your website and those of your community partners. Advertise job openings through all-staff emails, staff and parent digital newsletters, and job boards. Create digital content to share on social media or during in-person presentations, such as: Digital stories or videos (e.g., Prezi, Instagram) about the program and the work of the family services staff; include these stories with the job posting. Videos with your program’s executive director or other leadership staff sharing information about your program and job opportunities. Testimonial videos from parents. Compelling social media graphics and captions to let potential candidates know you’re hiring.
In-person channels bring you into the physical presence of potential candidates. Examples of in-person channels include: Job fairs Chamber of Commerce meetings/events State workforce agencies and local workforce centers Community colleges and universities Libraries, health centers, grocery stores, laundromats Community centers State or local agencies that serve children and families (e.g., TANF and WIC) Agencies working with veterans and adults with disabilities Apprenticeship programs	Tactics for in-person channels: Attend community events, such as family recruitment events and health clinics, to share job opportunities. At these events, distribute your print materials and share informational and testimonial videos. Sponsor a table or booth, if possible. Make presentations about family services careers in Head Start programs. Use your digital stories or videos in these presentations. Create awareness about your program by setting up a table at job fairs, where you can meet potential candidates and begin the hiring process with an initial screening. Create a family services apprenticeship and register it with the Department of Labor. Use the apprenticeship program to attract new staff with an industry-recognized credential. This tactic has the potential of providing your program with a consistent talent pool.
Print channels allow you to share information in a format that can be physically distributed to your key audience. Examples of print channels include: Flyers Brochures Posters	Tactics for print channels: Post flyers on bulletin boards or the lobby displays at your center or program. Design recruitment materials to share with potential candidates during in-person events. Give print materials to community partners to share in their waiting areas. Design tips for print channels: Add a QR code to all recruitment materials so potential candidates can easily access your program’s job posting, contact information, or application form. On recruitment materials, use images that reflect the diversity of the community, including racial/ethnic identities, gender, age, and disability.
Word-of-mouth channels offer an effective way to share information with your key audiences through sources they trust. This channel can be used in person or through digital tactics. Examples include: Community partners sharing information about job openings with their clients. Program staff sharing information about job openings with friends and families.	Tactics for word-of-mouth channels: Ask individuals who are familiar with the family services component of Head Start programs to become key messengers to help you spread the word in your community about job openings. Share job opportunities and key messages about your program with staff, and ask them to share the information with parents, friends, and family members (e.g., “Phone two friends” campaign). Encourage current employees to recruit within their networks through social media, email, and phone calls. Offer a referral bonus as an incentive. Connect with current or past volunteers and share the job posting with them. Reach out to former staff and previous job applicants to explore the possibility of reapplying for a position. Invite current staff and interns to apply.

Channels

Recruitment Tactics Examples

Digital channels help you promote your program’s job opportunities online to reach your audience. Examples of digital channels include:

The websites of Head Start programs and their community partners
Texting and email services
Online job boards (e.g., Head Start Job Center, online career centers at community colleges or universities)
The social media accounts of Head Start programs or community partners (e.g., Facebook, Instagram, X, LinkedIn)

Tactics for digital channels:

Post job openings on your website and those of your community partners.
Advertise job openings through all-staff emails, staff and parent digital newsletters, and job boards.
Create digital content to share on social media or during in-person presentations, such as:
- Digital stories or videos (e.g., Prezi, Instagram) about the program and the work of the family services staff; include these stories with the job posting.
- Videos with your program’s executive director or other leadership staff sharing information about your program and job opportunities.
- Testimonial videos from parents.
- Compelling social media graphics and captions to let potential candidates know you’re hiring.

In-person channels bring you into the physical presence of potential candidates. Examples of in-person channels include:

Job fairs
Chamber of Commerce meetings/events
State workforce agencies and local workforce centers
Community colleges and universities
Libraries, health centers, grocery stores, laundromats
Community centers
State or local agencies that serve children and families (e.g., TANF and WIC)
Agencies working with veterans and adults with disabilities
Apprenticeship programs

Tactics for in-person channels:

Attend community events, such as family recruitment events and health clinics, to share job opportunities. At these events, distribute your print materials and share informational and testimonial videos. Sponsor a table or booth, if possible.
Make presentations about family services careers in Head Start programs. Use your digital stories or videos in these presentations.
Create awareness about your program by setting up a table at job fairs, where you can meet potential candidates and begin the hiring process with an initial screening.
Create a family services apprenticeship and register it with the Department of Labor. Use the apprenticeship program to attract new staff with an industry-recognized credential. This tactic has the potential of providing your program with a consistent talent pool.

Print channels allow you to share information in a format that can be physically distributed to your key audience. Examples of print channels include:

Flyers
Brochures
Posters

Tactics for print channels:

Post flyers on bulletin boards or the lobby displays at your center or program.
Design recruitment materials to share with potential candidates during in-person events.
Give print materials to community partners to share in their waiting areas.

Design tips for print channels:

Add a QR code to all recruitment materials so potential candidates can easily access your program’s job posting, contact information, or application form.
On recruitment materials, use images that reflect the diversity of the community, including racial/ethnic identities, gender, age, and disability.

Word-of-mouth channels offer an effective way to share information with your key audiences through sources they trust. This channel can be used in person or through digital tactics. Examples include:

Community partners sharing information about job openings with their clients.
Program staff sharing information about job openings with friends and families.

Tactics for word-of-mouth channels:

Ask individuals who are familiar with the family services component of Head Start programs to become key messengers to help you spread the word in your community about job openings.
Share job opportunities and key messages about your program with staff, and ask them to share the information with parents, friends, and family members (e.g., “Phone two friends” campaign).
Encourage current employees to recruit within their networks through social media, email, and phone calls. Offer a referral bonus as an incentive.
Connect with current or past volunteers and share the job posting with them.
Reach out to former staff and previous job applicants to explore the possibility of reapplying for a position.
Invite current staff and interns to apply.

Tip
Post your program’s job announcements in the Head Start Job Center for free!

5. Implement Continuous Quality Improvement in the Recruitment and Hiring Process

Recruitment and hiring processes should be reviewed and refined using data and experiences of the hiring team and newly hired staff. A recruitment and hiring process informed by experience will ensure that you build on your successes, avoid past mistakes, and maintain institutional memory.

A data-driven approach helps you make your recruitment and hiring efforts more strategic, streamlined, and impactful. At the same time, a systematic approach to improving these efforts allows for continuous quality improvement that responds to the changing needs and contexts of your program and the talent pool for family services staff. This process aligns with the Continuous Learning and Quality Improvement element of the Parent, Family, and Community Engagement (PFCE) Framework. The PFCE Framework is a road map for progress, which guides leaders and staff on using data to continually improve family engagement practices.

Continuous quality improvement for the family services recruitment and hiring process could include the following strategies:

Providing structured opportunities for the recruitment and hiring team members to give feedback on the process.
Providing an opportunity for newly hired staff to share feedback about their experience during the hiring process.
Collecting and analyzing data on each of the four preceding steps in the recruitment and hiring process. The goal of this strategy is to identify which efforts were effective and which could be improved upon or would benefit from a different approach — for example, gathering and analyzing data about the program’s recruitment channels and tactics to identify which have most effectively reached potential and diverse candidates.
Collecting and reviewing data on the tenure and turnover rates of family services staff. If applicable, conduct this data review in collaboration with the grant recipient’s human resources department.