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HR for Student Activities | Recruitment and Selection Workshop

{ Workshop Topics } 1) Introduction to HR ------------------------------- • HR History & Evolution • HR value proposition • HR main strategies • HR main functions • HR systems • Skills all HRs must have • Types of organization structures • Organization culture 2) Recruitment & Selection ------------------------------- • Introduction • Job analysis • Recruitment & selection process • Recruitment & Employment Brand • Selection Tools • Developing recruitment & selection plan • Onboarding • Case Studies

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Recruitment & Selection
Workshop
Let’s know one another !
Name .. Faculty .. Academic year .. Why HR ? .. Expectations
Important Rules
Workshop Main Topics
Recruitment & Selection
• Introduction
• Job analysis
• Recruitment & selection process
• Recruitment & Employment Brand
• Selection Tools
• Developing recruitment & selection plan
• Onboarding
• Case Studies
Introduction to HR
• HR History & Evolution
• HR value proposition
• HR main strategies
• HR main functions
• HR systems
• Skills all HRs must have
• Types of organization structures
• Organization culture
HR History
19th century | Industry Revolution
HR History
• 1800 | Industry revolution , quick and cheap production was the highest priority for many industries!
• 1912 | Tata Steel became the first company to limit the number of working hours for factory workers to 8!
• 1918 | The “work committee” was formed at Tata Steel to handle workers complaints and grievances
• 1921 | “ Dupont ” create the first organization multi-divisional structure
• 1940 | Personnel department was born and was responsible for ( compliance – work safety )
• 1943 | “ Abraham Maslow ” discovered what motivate people and developed the hierarchy of needs
• 1969 | Sir “ Aubrey Danials ” developed the concepts of performance management
• 1970 | Personnel department start conducting more duties such as ( Equal pay – stopping discrimination )
• 1973 | David McClelland started the use of competency in people management
• 1984 | Wayne F. Casico addressed the needs to justify the effective cost of HR functions
• 1990 | Personnel department evolved into HR department
• 1996 | Dave Ulrich defined the term of strategic partners
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HR for Student Activities | Recruitment and Selection Workshop

  • 2. Let’s know one another ! Name .. Faculty .. Academic year .. Why HR ? .. Expectations
  • 4. Workshop Main Topics Recruitment & Selection • Introduction • Job analysis • Recruitment & selection process • Recruitment & Employment Brand • Selection Tools • Developing recruitment & selection plan • Onboarding • Case Studies Introduction to HR • HR History & Evolution • HR value proposition • HR main strategies • HR main functions • HR systems • Skills all HRs must have • Types of organization structures • Organization culture
  • 5. HR History 19th century | Industry Revolution
  • 6. HR History • 1800 | Industry revolution , quick and cheap production was the highest priority for many industries! • 1912 | Tata Steel became the first company to limit the number of working hours for factory workers to 8! • 1918 | The “work committee” was formed at Tata Steel to handle workers complaints and grievances • 1921 | “ Dupont ” create the first organization multi-divisional structure • 1940 | Personnel department was born and was responsible for ( compliance – work safety ) • 1943 | “ Abraham Maslow ” discovered what motivate people and developed the hierarchy of needs • 1969 | Sir “ Aubrey Danials ” developed the concepts of performance management • 1970 | Personnel department start conducting more duties such as ( Equal pay – stopping discrimination ) • 1973 | David McClelland started the use of competency in people management • 1984 | Wayne F. Casico addressed the needs to justify the effective cost of HR functions • 1990 | Personnel department evolved into HR department • 1996 | Dave Ulrich defined the term of strategic partners
  • 8. HR Main Strategies Attracting Developing Retaining
  • 9. HR Main Functions PLANNING RECRUITMENT & SELECTION TRAINING & DEVELOPMENTPERFORMANCE MANAGEMENT Employee Retention
  • 10. HR Systems “for student activities” • Policy & code of conduct • Communication system • Reward system • Benefits system • Discipline system aka “ punishment system ” • Performance appraisal • Flexibility system • Recruitment system • Documentation system
  • 11. Skill all HRs must have
  • 12. Organization Structures Why we need an org structure ? What are types of org structure ? How to choose a suitable org structure ?
  • 13. Organization Culture It is the way members think, act and understand the world around them.
  • 14. Organization Culture Components Who we are ? What unique habits do our members have ? How we act at workplace , how we treat each other ?
  • 16. Job Analysis Definition • Job analysis is a study of the major tasks, responsibilities and requirements of jobs in an organization • It is the foundation of many HR functions and activities.
  • 18. Job Analysis Steps Step 1 | Collect Data • Conduct an interview with members or leaders • Review any document related to the job • Observe people doing their work • Making questionnaires Step 2 | Analyze Data • Figure out job duties, responsibilities and tasks ( DTR ) • Figure out knowledge, skills and abilities ( KSA ) needed • Experience needed • Equipment , tools or software used
  • 19. Tips for writing JD & JS • Match writing style to company’s culture • Be concise and specific • Use action verbs and present tense • Use unbiased terms
  • 20. Why Job description is important ?
  • 22. What is the difference between Recruitment and Selection ?
  • 25. Recruitment & Selection Process • Planning & Forecasting • Lunching Online Advertising Campaign • Preparing Publicity Materials • Booth Creation • Screening applications • Sending interview invitation • Conducting interviews & tests • Filtration & final selection
  • 29. What are the sources of recruitment ?
  • 30. Internal • Promotion • Transfer • Internal Advertisement External • Social Media • Campus booth • Recruitment Websites • Organization Website • Head Hunt
  • 31. Internal Recruitment Vs. External Recruitment
  • 32. Internal Recruitment Advantages • Cheaper and quicker to recruit • People already familiar with the organization and how it operates • Provides opportunities for promotion with in the organization – can be motivating • Heads already know the strengths and weaknesses of candidates Disadvantages • No new bloods from outside • Limits the number of potential applicants • Creates another vacancy which needs to be filled
  • 33. External Recruitment Advantages • New bloods • Larger pool of workers from which to find the best candidate • People have a wider range of experience Disadvantages • Longer process • More expensive process due to advertising , interviews and training required • Selection process may not be effective enough to reveal the best candidate
  • 34. What are the factors that affect recruitment?
  • 35. Why Recruitment is important?
  • 37. Vs.
  • 38. Employment Brand Definition • The workforce market perception of what it’s like to work for an organization • The image people have about the employment experience at an organization
  • 39. Benefits of Strong Employment Brand
  • 40. Components of Employment Brand • Culture • Benefits • Candidate experience • Previous members experience My organization is the BEST !
  • 42. Selection • It is a series of filters designed to narrow the field of applicants down to a select few. • More information is gathered about potential candidates to match their qualifications to the job requirements
  • 43. Selection Tools • Screening Application • Tests • Interview • Role Play • Job-related Task
  • 44. Application Form What is the content of application form ? How to screen applications ?
  • 45. Test Types ✓ English Test ✓ IQ Test ✓ Presentation ( Demo ) ✓ Writing skills Test ✓ Computer skills Test ✓ Job knowledge Test
  • 46. Why Selection is important ?
  • 48. Interview Definition ✓A procedure designed to obtain information from a person through oral responses to oral inquiries in order to predict his/her future job performance.
  • 50. Interview Format ✓ Structured The manager, generally, follows no set format . it can be described as a general conversation. ✓ Unstructured The employer specifies the questions ahead of time and may, also, list and rate possible answers for appropriateness. ✓ Semi-structured A general framework of open-ended questions, with room for follow-up questions
  • 51. Interview Purpose ✓ Selection Interview ✓ Induction Interview ✓ Appraisal Interview ✓ Investigation Interview ✓ Exist Interview
  • 52. Interview Conducting Methods ✓ One-on-one Interview ✓ Phone/video Interview ✓ Group Interview ✓ Panel Interview ✓ Serial Interview
  • 53. Interview Stages 1. Prepare for the interview 2. Check interview location 3. Review ( job description – member criteria – application ) 4. Establish rapport 5. Mention interview rules 6. Ask non-technical questions 7. Ask technical questions 8. Take brief, unobtrusive notes. 9. Close the Interview 10. Review the interview
  • 55. Question Types 1. Situational questions 2. Behavioral questions 3. Job knowledge questions 4. Background questions 5. Puzzled questions 6. Culture-fit questions 7. Stress questions
  • 56. Interviewers Common Mistakes 1. Stereotyping 2. First Impression ( Snap judgment ) 3. Halo/Horn effect 4. Contrast effect 5. “ Similar to me ” error 6. Misunderstanding the job nature 7. Non-verbal bias 8. Effect of personal characteristics 9. Asking silly and cliché questions
  • 57. Examples on Poor Questions Questions that rarely produce a true answer ! – “How did you get along with your coworkers?” – “Just fine.” Leading questions ! – “You do like to talk to people, don’t you?” – “Of course.” Obvious questions ! – Questions already answered on the application blank should be probed, not asked again. Questions that are not job related ! – All questions asked should be directly related to the job for which the interviewee has applied.
  • 58. Interviewers Common Mistakes 9. Not giving the interviewee time or opportunity to sell him/herself. 10. Unprofessionalism 11. Misunderstanding the job nature 12. Asking questions answerable by a simple "yes" or "no". 13. Putting words in the applicant's mouth. 14. Losing Control - Letting the applicant dominate the interview. 15. Acting more positively toward a favored applicant. 16. Talking so much that applicants have no time to answer questions.
  • 59. Interview Tips 1. Review candidate application form and identifying areas that need explanation. 2. The interviewer should review the answers provided during the interview and then make decisions. 3. Develop your own employer interviewing checklist. 4. Give interview feedback to rejected candidates. 5. Conduct mock interviews to improve your interviewing skills.
  • 60. Interview Tips 6. Don’t act as a psychologist in the interview 7. Rely on achievements and life experience 8. Take away your values 9. Keep your eyes on the criteria while interview 10. Don’t be dragged to areas of wasting energy ( Debates ) 11. Don’t offer your opinions 12. Don’t display approval or disapproval through tonality, facial expressions or side comments
  • 61. Interview Tips 13. Use same questions with all candidates to standardize evaluation and increase reliability 14. Use descriptive rating scales (excellent, fair, poor …etc.) to rate answers and scoring 15. Use panel interviews to reduce bias 16. Use standardized interview form 17. Take brief notes to avoid the recency effect (putting more weight on the last few minutes of the interview) 18. Use job knowledge, situational, or behaviorally oriented questions and objective criteria to evaluate the interviewee’s responses.
  • 62. Candidates You Should Avoid • Negativity towards past co-workers and managers • Inflating importance on past projects • Avoiding eye contact • Interrupting • Using condescending tones and language • Blaming others for past failures • Making you sell them on the open position, as though you may not be good enough for them
  • 63. Extreme Cases of Interviewees • Tensioned –Stressed • Aggressive –Attacking • Rude • Talkative • Liar • Showy –Arrogant • Hypocrite • Flirter
  • 66. Rude
  • 68. Liar
  • 73. Plan Sections ✓Introduction ✓SWOT Analysis ✓Goals ✓Job Description ✓Members Criteria ✓Publicity Guidelines ✓Selection System ✓Action Plan
  • 75. Goals
  • 77. Members Criteria Estimated number of members Experience needed Education & Experience Personality Knowledge – Skills – Abilities - Equipment
  • 78. Publicity Guidelines ✓ Recruitment Channels ✓ Description of Recruitment Theme ✓ Content Guidelines of recruitment event on Facebook ✓ Graphic Design brief ✓ Recommendations for increasing event reach
  • 79. Recruitment Event on Description Tab Checklist ❑ Information about organization ( Who we are ? and what we do ? ) ❑ Benefits list ❑ Vacant positions ❑ Job description for each position ❑ Registration form link ❑ Deadline for registration
  • 80. Recruitment Event on Discussion Tab Checklist ❑ Pinned post which answer the FAQs. ❑ Posts about old members and their stories or achievements. ❑ Posts about the job description of each committee. ❑ Post about the benefits list. ❑ Post about some tips for the interview. ❑ Photos of previous events. ❑ Photos of amazing moments ( outings – meetings .. etc).
  • 81. Selection System ▪ Selection methods / tools ▪ Interviews stages ▪ Final Selection procedures ▪ Notes ▪ Interview rules ▪ Emails templates
  • 82. Action Plan ▪ Milestones ▪ Timeline ▪ Dependence ▪ Resources ▪ RACI ▪ Cost
  • 85. Onboarding Definition • It is a strategic process of integrating new volunteers with our organization and its culture by providing them information, training, mentoring and coaching throughout the transition.
  • 86. What is onboarding so important ?
  • 87. Importance Of Onboarding • Facilitates the new volunteer’s ability to contribute in the new role. • Increases the new volunteer’s comfort level in the new role. • Reinforces his/her decision to join the organization. • Enhances productivity. • Encourages commitment and volunteer engagement.
  • 88. Onboarding Stages 1. Pre-Hire 2. Welcome Party 3. Orientation session 4. Handbook 5. 1st Committee meeting
  • 89. Pre-Hire Stage 1. Prepare member profiles 2. Prepare members handbook 3. Prepare welcome party 4. Prepare team building activities 5. Prepare orientation email template 6. Prepare the Initial Training program
  • 90. Welcome Party • Welcome Party is a great chance to make a good first impression with the new comers and the first few days will leave a lasting impression.
  • 91. Orientation Session • It’s a procedure of providing new members with basic background information about organization . • The Purpose of orientation session is to help new comers to understand the organization in a broad sense and to make clear to them what is expected in terms of work and behavior.
  • 92. Orientation Session Content ✓ Team Meet & Greet ✓ Icebreaking activities ✓ Organization History ✓ Organization Culture ✓ Organization Achievements ✓ Organization Structure ✓ Season objectives ✓ Roles & Responsibilities ✓ Benefits ✓ Policy & COC ✓ Communication system ✓ Discipline system ✓ Member profiles Welcome Organization Info HR Info
  • 93. Handbook • Member handbook is a document that contains all information about our organization the new member will need in order to do his/her duties.
  • 94. 1st Committee Meeting Each Head will cover the following: ✓ Detailed job description and main duties & responsibilities. ✓ The Committees’ work strategies and action plan. ✓ Clarity of work details. ✓ Indicating the degree of professionalism that we seek. ✓ Team building activities ✓ Answering additional questions the new members may have ✓ Each member introduce him/her self