Recruitment process

1. Recruitment and
Selection
Report by: Group 2 Pat and Friends

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Recruitment
• Definition of Recruitment
• Factors Affecting
Recruitment
• Recruitment Process
• Types of Recruitment
• Approaches to Recruitment
• Being Fair
• Policy and Procedure of
Recruitment
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Objectives:
The student should be able
to:
• Identify the roles and
methods of recruitment.

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Recruitment is a process of identifying, screening, shortlisting and
hiring potential resource for filling up the vacant positions in an
organization. It is a core function of Human Resource Management.
Recruitment is the process of choosing the right person for the right
position and at the right time. Recruitment also refers to the process
of attracting, selecting, and appointing potential candidates to meet
the organization’s resource requirements.
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Factors Affecting Recruitment
INTERNAL FACTORS EXTERNAL FACTORS
• External factors are those that
cannot be controlled by an
organization.
• Demographic factors
• Labor market
• Unemployment rate
• Labor laws
• Competitors
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• Organizations have control over the
internal factors that affect their
recruitment process.
• Size of Organization
• Recruiting Policy
• Image of Organization
• Image of Job

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Internal Factors
• Size of Organization
The size of the organization is one of the most important factors affecting the recruitment
process. To expand the business, recruitment planning is mandatory for hiring more
resources, which will be handling the future operations.
• Recruiting Policy
Recruitment policy of an organization, i.e., hiring from internal or external sources of an
organization is also a factor, which affects the recruitment process. It specifies the objectives
of the recruitment and provides framework for the implementation of recruitment programs.
• Image of Organization
Organizations having a good positive image in the market can easily attract competent
resources. Maintaining good public relations, providing public services, etc., definitely helps
an organization in enhancing its reputation in the market, and thereby attract the best possible
applicants as well as resources.
• Image of Job
Just like the image of organization, the image of the job plays a critical role in recruitment.
Jobs having a positive image in terms of better remuneration, promotions, recognition, good
work environment with career development opportunities are considered to be the
characteristics to attract qualified candidates.
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External Factors
• Demographic factors
Demographic factors are related to the attributes of potential employees such as
their age, religion, literacy level, gender, occupation, economic status, etc.
• Labor market
Labor market controls the demand and supply of labor.
• Unemployment rate
If the unemployment rate is high in a specific area, hiring of resources will be simple
and easier, as the number of applicants is very high. In contrast, if the
unemployment rate is low, then the recruiting tends to be very difficult due to less
number of resources.
• Labor laws
Labor laws reflect the social and political environment of a market, which are
created by the government. These laws dictate the compensation, working
environment, safety and health regulations, etc., for different types of employments.
• Competitors
When organizations in the same industry are competing for the best qualified
resources, there is a need to analyze the competition and off er the resources
packages that are best in terms of industry standards.
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Recruitment is the activity concerned with searching and
attracting qualified applicants for positions that are
vacant or will be vacant.
Recruitment process is a process of identifying the jobs
vacancy, analyzing the job requirements, reviewing
applications, screening, shortlisting and selecting the
right candidate.
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Recruitment Planning
Strategy Development
Searching
Screening
Evaluation & Control

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• Recruitment Planning
Recruitment planning is the first step of the recruitment process, where the vacant
positions are analyzed and described. It includes job specifications and its nature,
experience, qualifications and skills required for the job, etc.
• Identifying Vacancy
The first and foremost process of recruitment plan is identifying the vacancy. This process begins with
receiving the requisition for recruitments from different department of the organization to the HR
Department, which contains -
 Number of posts to be filled
 Number of positions
 Duties and responsibilities to be performed
 Qualification and experience required
When a vacancy is identified, it the responsibility of the sourcing manager to ascertain whether the
position is required or not, permanent or temporary, full-time or part-time, etc. These parameters should
be evaluated before commencing recruitment. Proper identifying, planning and evaluating leads to hiring
of the right resource for the team and the organization.
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• Job Analysis
Job analysis is a process of identifying, analyzing, and determining the duties,
responsibilities, skills, abilities, and work environment of a specific job. These factors help
in identifying what a job demands and what an employee must possess in performing a
job productively.
The following steps are important in analyzing a job -
 Recording and collecting job information
 Accuracy in checking the job information
 Generating job description based on the information
 Determining the skills, knowledge and skills, which are required for the job
The immediate products of job analysis are job descriptions and job specifications.
• Job Description
Job description is an important document, which is descriptive in nature and contains the
final statement of the job analysis. This description is very important for a successful
recruitment process.
Job description provides information about the scope of job roles, responsibilities and the
positioning of the job in the organization. And this data gives the employer and the
organization a clear idea of what an employee must do to meet the requirement of his job
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Job Description
Job description is generated for
fulfilling the following processes
 Classification and ranking of jobs
 Placing and orientation of new
resources
 Promotions and transfers
 Describing the career path
 Future development of work
standards
A job description provides
information on the following
elements
 Job Title/Job Identification /
 Organization Position
 Job Location
 Summary of Job
 Job Duties
 Machines, Materials and Equipment
 Process of Supervision
 Working Conditions
 Health Hazards
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Job Specifications
Job specification focuses specifications of the candidate, whom the HR on the
team is going to hire. The first step in job specification is preparing the list of all
jobs in the organization and its locations. The second step is to generate the
information of each job.
This information about each organization is
as follows -
 Physical specifications
 Mental specifications
 Physical features
 Emotional specifications
 Behavioral specifications
A job specification document provides
information on the following elements -
 Qualification
 Experiences
 Training and development
 Skills requirements Work responsibilities
 Emotional characteristics
 Planning of career
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• Job Evaluation
Job evaluation is a comparative process of analyzing, assessing, and determining the relative
value/worth of a job in relation to the other jobs in an organization.
The main objective of job evaluation is to analyze and determine which job commands how
much pay. There are several methods such as job grading, job classifications, job ranking,
etc., which are involved in job evaluation. Job evaluation forms the basis for salary and wage
negotiations.
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• Recruitment Strategy
Recruitment strategy is the second step of the recruitment process, where a strategy is
prepared for hiring the resources. After completing the preparation of job descriptions and
job specifications, the next step is to decide which strategy to adopt for recruiting the
potential candidates for the organization.
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• While preparing a recruitment strategy, the
HR team considers the following points -
 Make or buy employees
 Types of recruitment
 Geographical area
 Recruitment sources
The development of a recruitment strategy
is a long process, but having a right
strategy is mandatory to attract the right
candidates.
• The steps involved in developing
recruitment strategy include -
 Setting up a board team
 Analyzing HR strategy
 Collection of available data
 Analyzing the collected data
 Setting the recruitment strategy

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Searching the Right Candidate
Searching is the process of recruitment where the resources are sourced depending
upon the requirement of the job. After the recruitment strategy is done, the searching
of candidates will be initialized. This process consists of two steps –
Source activation - Once the line manager verifies and permits the existence of the vacancy, the search for candidates
starts.
Selling - Here, the organization selects the media through which the communication of vacancies reaches the prospective
candidates.
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Internal Sources
Internal sources of recruitment refer to hiring employees
within the organization through -
 Promotions
 Transfers
 Internal Advertisements (Job Posting)
 Employee Referrals
• External Sources
• External sources of recruitment refer to
hiring employees outside the
organization through
 Direct Recruitment
 Employment Exchanges
 Employment Agencies
 Advertisements

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SCREENING/SHORTLISTING
• Screening is the process of filtering the applications of the candidates for further selection process.
Screening is an integral part of recruitment process that helps in removing unqualified or irrelevant
candidates, which were received through sourcing.
The screening process of recruitment consists of three (3) steps -
1. Reviewing of Resumes and Cover Letters
Reviewing is the first step of screening candidates. In this process, the resumes of the candidates are
reviewed and checked for the candidates' education, work experience, and overall background
matching the requirement of the job.
While reviewing the resumes, an HR executive must keep the following points in mind, to ensure better
screening of the potential candidates -
 Reason for change of job
 Longevity with each organization
 Long gaps in employment
 Job-hopping
 Lack of career progression
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2. Conducting Telephonic or Video Interview
Conducting telephonic or video interviews is the second step of screening candidates. In this process, after
the resumes are screened, the candidates are contacted through phone or video by the hiring manager.
screening process has two outcomes -
 It helps in verifying the candidates, whether they are active and available.
 It also helps in giving a quick insight about the candidate's attitude, ability to answer interview questions
and communication skills.
3. Identifying the top candidates
Identifying the top candidates is the final step of screening the resumes/candidates. In this process, the
cream/top layer of resumes are shortlisted, which makes it easy for the hiring manager to take a decision.
This process has the following three outcomes -
 Shortlisting 5 to 10 resumes for review by the hiring managers
 Providing insights and recommendations to the hiring manager
 Helps the hiring managers to take a decision in hiring the right candidate
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EVALUATION AND CONTROL
Evaluation and control is the last stage in the process of recruitment. In this process, the
effectiveness and the validity of the process and methods are assessed.
The costs incurred in the recruitment process are to be evaluated and controlled effectively. These
include the following -
 Salaries to the Recruiters
 Advertisements cost and other costs incurred in recruitment methods, i.e., agency fees.
 Administrative expense and Recruitment overheads
 Overtime and Outstanding costs, while the vacancies remain unfilled
 Cost incurred in recruiting suitable candidates for the final selection process
 Time spent by the Management and the Professionals in preparing job description, job
specifications, and conducting interviews.
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Types of Recruitment
INTERNAL
• Transfer
• Promotion
• Recruiting Former Employees
• Internal Advertisement (Job
Posting)
• Employee referrals
EXTERNAL
• Media Advertisement
• Employment Exchange
• Direct Recruitment
• Casual Callers
• Educational Institution or Campus
Replacement
• Labor Contractors
• Walk-Ins
• E-recruiting
• Management Consultant
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Internal Factors
• Internal Recruitment - is a recruitment which takes place within the concern or organization.
• Transfer
Transfer means shifting an employee from one job to another, typically of similar nature, without any
change in his rank and responsibility.
• Promotions
Promotions are the most common form of internal recruitment wherein the employees are moved to
the upper levels of the organization with more responsibility and prestige.
 Recruiting Former employees
Recruiting former employees is a process of internal sources of recruitment, wherein the ex-
employees are called back depending upon the requirement of the position.
 Internal Advertisement (Job Posting)
Internal advertising means that the business will only advertise the job to existing employees.
Internal job adverts are usually placed on noticeboards within the business or in internal intranets
so that only existing employees can see them.
 Employee referrals
Employee referral is a structured program that companies and organizations use to find talented
people by asking their existing employees to recommend candidates from their existing networks.
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External Factors
External Recruitment - refers to a firm seeking a preferred candidate
outside the organization to fill the existing position.
 Media Advertisement
The advertisement is the most common and preferred source of external
recruiting. The ads in social media, give a comprehensive detail about the
organization, type, and nature of job position, skills required, qualification and
experience expected, etc.
 Employment Exchange
The employment exchange is the office run by the government wherein the
details about the job seekers such as name, qualification, experience, etc. is
stored and is given to the employers who are searching for men for their
organizations.
 Direct Recruitment
Direct recruitment refers to the external source of recruitment where the
recruitment of qualified candidates are done by placing a notice of vacancy on
the notice board in the organization. This method of sourcing is also called as
factory gate recruitment, as the blue-collar and technical workers are hired 22

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External Factors
• Casual Callers
The casual callers, also called as unsolicited applications are the job seekers who come
to the well-renowned organizations casually and either mail or drop in their job
applications seeking the job opportunity.
• Educational Institution or Campus Replacement
Creating a close liaison with the educational institutes for the recruitment of students
with technical and professional qualifications has become a common practice of
external recruitment.
• Labor Contractors
This is the most common form of external recruitment wherein the labor contractors
who are either employed with the firm or have an agreement to supply workers to the
firm for the completion of a specific type of a task. This method is again used for hiring
the unskilled and semi-skilled workers.
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External Factors
 Walk-Ins
This is again a direct form of recruitment wherein the prospective
candidates are invited through an advertisement to come and apply for
the job vacancy. Here, the specified date, venue, and time are
mentioned, and the candidates are requested to come and give
interviews directly without submitting their applications in advance.
 E-recruiting
The e-recruiting means searching and screening the prospective
candidates electronically. There are several online job portals that enable
the job seekers to upload their resume online which are then forwarded
to the potential hirers. Such as naukri.com, monster.com, shine.com, etc.
are some of the well renowned online job portals.
 Management Consultants
There are several private management firms that act as a middleman
between the recruiter and the recruit. These firms help the organization
to hire professional, technical and managerial personnel, and they 24

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Recruitment and selection is one of the key
processes of any business. It is the means by
which the business sources and acquires its
most precious asset, its people. When it is
carried out hastily, it is fraught with dangers.
When it is carried out with skill, it can be one of
the most important investments you ever
make. Here are some of the key
considerations in your approach to
recruitment.
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ApproachestoRecruitment

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Approaches to Recruitment
• Your Aims in Recruitment
• Being Fair
• Personal Liking
• A Flexible Approach
• The Systems Approach
• Personal and Systematic
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Approaches to Recruitment
Your Aims in Recruitment
The chief aim of recruitment is to appoint someone to your team who can do the job you
want filled to the required standard of performance. While this is the chief aim of
recruitment, there are 5 other aims which affect the way you meet the chief aim. These
are:
1. to be cost-effective
2. to be fair
3. to meet future needs as well as present ones
4. to be consistent
5. to manage the public face of the organization.
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Approaches to Recruitment
Being Fair
As R.Kandola and J.Fullerton in their book “Managing the Mosaic: Diversity in Action” show, a
fairness policy in recruitment attracts a wider and better choice of candidate, retains your best
talent, (and so reduces your turnover and the need to recruit), and creates better teamwork.
An Equal Opps Policy
An equal opportunities policy starts at the highest levels with the formulation of a statement such
as the following:
“The organization is an equal opportunity to both employee and employer.“
Personal Liking
The recruitment process is a personalized one. We like to get to know candidates; we like to find
out about their life and work histories; we want to know what sort of employees they will make;
and we want to be as sure as we can that this will be a relationship that will benefit both of us.
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Approaches to Recruitment
A Flexible Approach
One private business in the world of high technology talks like this about its approach to
recruitment:
“It’s a demand market at present so we have our pick of the best. We’re always on the lookout for
talented people. We keep our ears to the ground and like to know who’s disgruntled, who’s
looking for a move. We see nothing wrong in luring good people from our competitors.
The Systems Approach
The systems approach is at the opposite end of the scale to personalized recruitment, where
people are taken on if they seem right and are liked. In a systems approach, there is a procedure
for every step in the process from job analysis to person specification, from marketing the job to
shortlisting candidates; from selection to making an offer. In the extreme, such an approach takes
human bias out of the equation and selects according to scientific matching of job and person.
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Approaches to Recruitment
Personal and Systematic
It is not necessary to make a choice between the highly-personalized approach to
recruitment of some organizations and the systems approach of others. You can aim for
both, the personalized approach of “gut feel” and the systems approach of matching
people to jobs. You simply need to recognize that organizations are more than just logic.
They are dynamic systems based on how people feel about each other and build this
into your recruitment approach.
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Being Fair
Problems in Being Fair
• Discrimination
There are 3 kinds of discrimination: prejudice, direct discrimination, and indirect
discrimination.
• Discrimination and Business
• Disadvantaged Groups
• a) Women in work
• b) Racial and ethnic minorities
• c) People with physical and mental disabilities
• d) Ex-offenders
• e) The young and the old.
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Passive and Active Measures
• When organizations need to comply with anti-discrimination legislation, it often means
they follow the letter rather than the spirit of the law. Passive compliance can mean doing
the minimum necessary. Active compliance, on the other hand, means identifying barriers
to equal access and removing them; setting targets and monitoring progress towards
them; and taking positive action. In recruitment, taking positive measures may include
letting under-represented groups know of vacancies; guaranteed interviews for under-
represented groups if they meet job requirements; and amending conditions to allow more
opportunities for disadvantaged groups (eg crèches for mothers; job share; wheelchair
access).
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Good Practice
• As a result of unfair discrimination cases, we now know what constitutes good
recruiting practice. They include the following Do’s and Don’ts:
• Do have a recruitment policy in writing
• Do train everyone who might recruit
• Do keep the same team throughout the process
• Do have an accurate job advert
• Do ask each candidate the same job-related questions
• Do keep a record of decisions about each candidate.
• Don’t introduce new conditions during the process
• Don’t entertain on-spec enquiries
• Don’t change criteria to fit a candidate
• Don’t take into account what you already know about the candidate.
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Monitoring Progress
• When you have an equal opportunities policy and actively apply it, it means monitoring
progress. In recruitment, this means assessing how you are currently doing, setting
targets based on realistic representation levels, and then monitoring progress towards
these targets. To do this, you will need to collect data on applicants, recruits, and leavers,
and identify appropriate action to fully achieve your fairness goals.
On Diversity
• Gene Griessman’s words on “On Diversity” are one of the most powerful statements on
diversity and fairness: “I believe that diversity is the natural order of things - as natural as
the trillion shapes and shades of the flowers of spring or leaves of autumn. I believe that
diversity brings new solutions to an ever-changing environment and that sameness is not
only uninteresting but limiting. Understand that those who cause no harm should not be
feared, ridiculed or harmed - even if they are different. Look for the best in others. Be just.
Be kind, remembering how fragile the human spirit is.Care.” (Gene Griessman)
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Policy and Procedure of Recruitment
• It is important to have a policy on recruitment for an organization. This ensures
everyone who is involved in recruitment campaigns is working consistently towards
the same goals, using the same procedures, and reviewing results with the same
criteria. In this way, the process can be better managed to achieve your business
aims.
• Who? You need to consider who carries out your recruitment, eg specialist, line
managers or an outside agency. You can even use the team.
• What? Are you wanting to be fair or effective?
• Why? Do we recruit on a regular basis or only when we need new people?
• How? What recruiting method do you use?
• Where and When? Do you go to them or do they come to you?
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THANKYOU
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