It states about HRP, Recruitment - Types, Advantages- Disadvantages, and Selection, procedure for selection, Importance.

1. Human Resource
Planning-
Recruitment and
Training
Unit III
-By Isha Mundada Chandak
City Premier College, Nagpur

2. Content
• Definitions and Objectives of Human Resource
Planning
• Process of Human Resource Planning
• Factors Influencing Estimation of Human Resources
• Recruitment
• Selection

3. • Human Resource Planning has got an
important place in the arena of
industrialization. Human Resource
Planning has to be a systems approach
and is carried out in a set procedure.
The procedure is as follows :

4. Slide Title

5. • Key to managerial functions- The four managerial functions, i.e., planning, organizing, directing and
controlling are based upon the manpower. Human resources help in the implementation of all these
managerial activities. Therefore, staffing becomes a key to all managerial functions.
• Efficient utilization- Efficient management of personnel's becomes an important function in the
industrialization world of today. Setting of large scale enterprises require management of large scale
manpower. It can be effectively done through staffing function.
• Motivation- Staffing function not only includes putting right men on right job, but it also comprises of
motivational programmers, i.e., incentive plans to be framed for further participation and employment of
employees in a concern. Therefore, all types of incentive plans becomes an integral part of staffing function.
• Better human relations- A concern can stabilize itself if human relations develop and are strong. Human
relations become strong trough effective control, clear communication, effective supervision and leadership
in a concern. Staffing function also looks after training and development of the work force which leads to
co-operation and better human relations.
• Higher productivity- Productivity level increases when resources are utilized in best possible manner.
higher productivity is a result of minimum wastage of time, money, efforts and energies. This is possible
through the staffing and it's related activities ( Performance appraisal, training and development,
remuneration)
Importance of Manpower Planning

6. Need of Manpower Planning
• Shortages and surpluses can be identified so that quick action can be taken
wherever required.
• All the recruitment and selection programmes are based on manpower planning.
• It also helps to reduce the labour cost as excess staff can be identified and thereby
overstaffing can be avoided.
• It also helps to identify the available talents in a concern and accordingly training
programmes can be chalked out to develop those talents.
• It helps in growth and diversification of business. Through manpower planning,
human resources can be readily available and they can be utilized in best manner.
• It helps the organization to realize the importance of manpower management
which ultimately helps in the stability of a concern.

7. Recruitment
• Recruitment is the process of actively
seeking out, finding and hiring
candidates for a specific position or
job. The recruitment definition includes
the entire hiring process, from
inception to the individual recruit's
integration into the company.

8. Internal Recruitment
• Recruitment which takes place within the concern or organization. Internal sources of
recruitment are readily available to an organization. Internal sources are primarily
three - Transfers, promotions and Re-employment of ex-employees.
• Internal recruitment may lead to increase in employee’s productivity as their
motivation level increases. It also saves time, money and efforts. But a drawback of
internal recruitment is that it refrains the organization from new blood. Also, not all
the manpower requirements can be met through internal recruitment. Hiring from
outside has to be done.
• Internal sources are primarily 3
• Transfers
• Promotions (through Internal Job Postings) and
• Re-employment of ex-employees - Re-employment of ex-employees is one of the
internal sources of recruitment in which employees can be invited and appointed to
fill vacancies in the concern. There are situations when ex-employees provide
unsolicited applications also.

9. Merits of Internal Sources of Recruitment
1. Higher Motivation level: Internal recruitment may help the employees to boost their
performance. Promotions at a higher level lead to a chain of promotions at the lower levels.
This also increases their status and pay, and motivates the employees to improve their
performance. This increases their motivation and commitment to the organization. The
employees, thus remain loyal and satisfied with the organization.
2. Simple Process: Internal recruitment makes the process of selection and placement simple.
The working of the employees can be evaluated in a better way. This type of recruitment is
better as the employees know about the organization well.
3. Develops future managers: Transfer is a method through which employees are trained for
higher jobs. The people who are transferred within the organization do not need induction or
orientation training.
4. No over or under staffing: Another benefit of transfers is that the organization can shift
employees from one department to another where there is a shortage.
5. Economical: The process of internal recruitment is cheaper in comparison with external
sources.

10. Demerits of Internal Sources of Recruitment
1. Lack of fresh talent: The internal sources reduce the opportunity of
getting fresh talents. Therefore, being completely dependent on internal
sources can give rise to the danger of inbreeding by not letting new
people join the organization.
2. Decrease in enthusiasm level: The employees tend to become lazy
because they know that they will be promoted.
3. Low productivity: The productivity of the organization may get hampered
due to the frequent transfer of employees.
4. Lack of competition: The employees may lose their motivation and spirit
of competition as there is no competition from the outside world.
5. Limited choice: All the organizations cannot fill in all their vacancies
through internal sources of recruitment, especially new organizations.

11. External Recruitment
• External sources of recruitment have to be solicited from outside the organization. External sources are external to a
concern. But it involves lot of time and money. The external sources of recruitment include - Employment at factory
gate, advertisements, employment exchanges, employment agencies, educational institutes, labour contractors,
recommendations etc.
– Employment at Factory Level - This a source of external recruitment in which the applications for vacancies are
presented on bulletin boards outside the Factory or at the Gate. This kind of recruitment is applicable generally
where factory workers are to be appointed. There are people who keep on soliciting jobs from one place to
another. These applicants are called as unsolicited applicants. These types of workers apply on their own for their
job. For this kind of recruitment workers have a tendency to shift from one factory to another and therefore they
are called as “badli” workers.
– Advertisement - It is an external source which has got an important place in recruitment procedure. The biggest
advantage of advertisement is that it covers a wide area of market and scattered applicants can get information
from advertisements. Medium used is Newspapers and Television.
– Employment Exchanges - There are certain Employment exchanges which are run by government. Most of the
government undertakings and concerns employ people through such exchanges. Now-a-days recruitment in
government agencies has become compulsory through employment exchange.
•

12. – Employment Agencies - There are certain professional organizations which look towards
recruitment and employment of people, i.e. these private agencies run by private individuals
supply required manpower to needy concerns.
– Educational Institutions - There are certain professional Institutions which serves as an external
source for recruiting fresh graduates from these institutes. This kind of recruitment done through
such educational institutions, is called as Campus Recruitment. They have special recruitment
cells which helps in providing jobs to fresh candidates.
– Recommendations - There are certain people who have experience in a particular area. They
enjoy goodwill and a stand in the company. There are certain vacancies which are filled by
recommendations of such people. The biggest drawback of this source is that the company has to
rely totally on such people which can later on prove to be inefficient.
– Labour Contractors - These are the specialist people who supply manpower to the Factory or
Manufacturing plants. Through these contractors, workers are appointed on contract basis, i.e. for
a particular time period. Under conditions when these contractors leave the organization, such
people who are appointed have to also leave the concern.

13. Merits of External Sources
1. Qualified Personnel: With the help of external sources of recruitment, the
management can get skilled and trained candidates who are qualified for that
particular job which is vacant in the organization.
2. Wider Choice: When advertisements regarding vacancies are made widely, several
applicants from outside the organization apply. Therefore, the management has a
wide variety of choices.
3. Fresh Talent: Sometimes, the present employees in the organization may not be
enough or able to fulfil the requirements of the organization. Therefore, external
sources are very useful in bringing new and fresh talents to the organization.
4. Competitive Spirit: If an organization utilizes external sources, the existing
employees will have to compete with outsiders. They will be motivated to work
harder to perform better.

14. Demerits of External Sources
1. Dissatisfaction among existing staff: External recruitment may result in
dissatisfaction and frustration among present employees. The employees
may feel deprived of their chance to get a promotion.
2. Lengthy process: Recruitment from external sources follow long
procedures and thus, can be time-taking. The organizations have to
evaluate and give notice about any vacancy available, and then wait for
the applications to be processed.
3. Costly process: The process of recruitment through external sources can
be quite expensive. Advertisement and evaluation of applications for
selection can be costly as a lot of money has to be spent.

15. Basis for Comparison Internal Recruitment External Recruitment
Meaning
Internal Recruitment involves recruiting
candidates from those who are already
in employment within the organization.
When the recruitment of candidates is
done externally, then this type of
recruitment is known as external
recruitment.
Basis Merit cum seniority Merit cum qualification
Time taken Saves time in recruiting officials It is a time consuming Process.
Induction training Not required Must
Cost It is a cost effective process. It is a costly process.
Choice of candidates
Minimizes the chances of taking fresh
talent
Maximizes the chances of recruiting
fresh talent. Increases the chance of
getting innovative ideas in an
Organization
Sources Transfer, Promotion, References etc.
Advertisement, casual callers,
employment agencies, management
consultant, recommendations etc.

16. Recruitment Process
• Comparing different types of job recruitment software to
find the ideal fit.
• Establishing clearly defined standards and expectations
for the ideal job applicant.
• Taking proactive steps to integrate new employees with
comprehensive “on-boarding.”
• Staying ahead of the latest trends and best practices in
recruiting.

17. Employee selection Process
The Employee selection Process takes place in following order-
• Preliminary Interviews- It is used to eliminate those candidates who do not meet the minimum eligiblity criteria
laid down by the organization. The skills, academic and family background, competencies and interests of the
candidate are examined during preliminary interview. Preliminary interviews are less formalized and planned than
the final interviews. The candidates are given a brief up about the company and the job profile; and it is also
examined how much the candidate knows about the company. Preliminary interviews are also called screening
interviews.
• Application blanks- The candidates who clear the preliminary interview are required to fill application blank. It
contains data record of the candidates such as details about age, qualifications, reason for leaving previous job,
experience, etc.
• Written Tests- Various written tests conducted during selection procedure are aptitude test, intelligence test,
reasoning test, personality test, etc. These tests are used to objectively assess the potential candidate. They should
not be biased.
• Employment Interviews- It is a one to one interaction between the interviewer and the potential candidate. It is
used to find whether the candidate is best suited for the required job or not. But such interviews consume time
and money both. Moreover the competencies of the candidate cannot be judged. Such interviews may be biased at
times. Such interviews should be conducted properly. No distractions should be there in room. There should be an
honest communication between candidate and interviewer.
• Medical examination- Medical tests are conducted to ensure physical fitness of the potential employee. It will
decrease chances of employee absenteeism.
• Appointment Letter- A reference check is made about the candidate selected and then finally he is appointed by
giving a formal appointment letter.

18. Advantages of Recruitment
1. Provides Higher Quality Candidates: it provides higher quality candidates for the specific post.
The Organization takes time to time to release notifications for the hiring, and the recruiter of the
organization takes the recruitment task. The recruiter arranges the process and develops the test
suited for the job. And after clearing all the necessary tests, the individual hired.
2. Ensures Faster Hiring: The process of hiring is a very long and tedious task. It involves a variety of
things which makes the recruitment process very long and sometimes leads to a loss of interest
among the applicant. The recruitment process provides solutions to the long process of hiring
and maintaining the applicant's interest. Recruitment ensures the faster hiring of individuals for
several posts. With the proper usage of a recruitment agency or recruiter, organizations can shift
the workload towards them.

19. 3. Helps Hire Applicants with Specialist Knowledge: Today's world is witnessing
rapid growth and development in almost every field, most importantly in the
technological domain. The need for specialists increased day by day. To fulfill
this, recruiters have to hire individuals with specialist knowledge. Recruitment
agencies hire individuals with certain skills suited to the need of the task,
knowledge of technology, and other specialties.
4. Promotes Business Growth and Innovation: Currently, the world is
dominated by technology in almost every field. Now companies need a
person with better skills to cope with society's changing needs. The role of
recruitment in business growth and innovation is very important as it forms
the company's backbone. The organization is because of its employees and
employees selected through recruitment.

20. Disadvantages of Recruitment
1. Recruitment May Stagnate the Company's Culture: The recruitment process saves lots
of time, energy, and resources for the organization but also has some drawbacks. The
most notable disadvantage of recruitment is that it leads to the stagnation of the work
in the organization. Generally, existing employees are resistant to the new workforce;
they try to maintain the status quo in the company. They work less effectively as they
think the newly hired workforce does all the work. And the old workforce does work
inefficiently.
2. Increases Training Costs of the New Applicants: The newly recruited employees may
need additional training. If the applicant is hired through recruitment, he may possess
only some of the desired qualities. They need additional training. And to teach new
skills to the new applicants, an additional cost is required. If a recruiter doesn't possess
desired qualities, they must work hard to sustain themselves in the company. And this
creates a financial burden on the company and the individual too.

21. 3. Lack of Communication
One of the main reasons recruiters have a bad reputation is because of their lack of
communication. A few concerns from candidates include:
• They apply for jobs and never hear back
• They get contacted about irrelevant job roles
• Recruiters don’t listen to what they need and want e.g. salary, location
• Recruiters are impersonal and don’t care about your career goals
• It's the clients that pay the recruitment agencies. Some recruiters are so focused on
achieving sales, they forget to provide a great candidate experience. This lack of
communication creates a lack of trust with recruitment agencies.
• Sometimes a delay in communication may happen because of external issues. For
example, the candidate or client may not be responsive. When this happens,
recruitment agencies should keep in touch with this update anyway.

22. 4. Recruitment Agencies have Limited Choices: Recruitment is a very long process that takes lots of
time to complete. Companies need individuals for specific posts and specific work. And
according to the needs of the company recruitment agency hire individuals and suggests names
to the organization. But sometimes these could be more efficient. The recruitment agency has to
choose from a small pool of options as limited individuals possess the desired skills. And from
this individuals recruiter have to make choices. Sometimes recruiters hire individuals who have a
low category of skills with degrees or certificates.
5.Quantity vs Quality
• Lots of people believe that recruitment agencies are out for money. They think that these
agencies treat their candidates as another number. For recruiters to meet their targets, they
send across any old CV to the client. Try to avoid these profit-motivated recruitment agencies.
6. May Leads to Workplace Hostility: There is a hierarchy in the workplace; from top to bottom,
every post is accorded to the person with enough skills and abilities to handle that post.
Recruitment leads to the addition of new members to the company, and sometimes it leads to
hostility. For instance, if a new applicant is hired for a certain post, but that post is of a higher
rank, this recruitment creates different attitudes among lower employees.

23. Importance of Recruitment
1. Determines the Present & Future Requirements
The recruitment process assists a company in evaluating its present and future staffing
requirements. It conducts a methodical examination of company operations to determine the
right number of recruits necessary.
2. Prevents Disruption of Business Activities
The process of recruitment ensures that the daily activities of your organization are carried out
seamlessly. It provides businesses with all necessary human resources regularly for various job
positions. The recruitment process selects individuals from a variety of backgrounds to meet
the organization's needs.
3. Increases Success Rate of Hiring
This approach is effective in stimulating the success percentage of the company’s selecting process.
It analyzes all the job applications to minimize the frequency of unqualified and exaggerating
candidates. Only qualified employee’s applications are advanced to the next stage of the
recruitment process.

24. 4. Expands Talent Pool
The goal of recruitment is to create a wide pool of qualified candidates from which one has to
choose the most qualified individual for the job. This approach draws big groups of individuals
and encourages them to apply for open opportunities in a company.
5. Cost-Effective
It focuses on minimizing total costs and time spent on finding suitable employees. Recruitment is a
well-organized and methodical approach in which a large number of people are given a
detailed description of a job opening. A good job description attracts a large number of people
at a lower cost.
6. Improves the Credibility of the Organisation
A business organisation’s reputation is bolstered by a strong recruitment process. It assesses the
validity of job openings and reflects the professionalism and authenticity of the company. The
adoption of a good application method by a company organisation will aid in increasing the
trust of job applicants. This, in turn, attracts the attention of highly qualified applicants for
your company.

25. Selection
Selection is the process of identifying an individual from a pool of job applicants with
the requisite qualifications and competencies to fill jobs in the organization. This is
an HR process that helps differentiate between qualified and unqualified applicants
by applying various techniques.
The term ‘selection’ comes with the connotation of placing the right person in the right
job. Selection is the process in which various strategies are employed to help
recruiters decide which applicant is best suited for the job. Some activities include:
• Screening
• Eliminating unsuitable candidates
• Conducting an examination (aptitude test, intelligence test, performance test,
personality test, etc.)
• Interviews
• Checking references
• Medical tests

26. Selection Process
Preliminary Interview
• The organization set some minimum eligibility criteria for the
candidates to be selected. And those candidates who do not fit
in that criteria are eliminated from further selection process
through preliminary interview.
• This is basic interview which is conducted to eliminate the
candidates who are not suitable to work in the organization. It
helps the organization to move further for selection process
with potential fit employees to fill their vacancies by removing
the unsuitable candidates.

27. Receiving Applications
• Those candidates who have qualified the preliminary
interview, they are required to fill the application form in
the prescribed format. This application contains personal
information including name, father’s name, age, sex,
marital status, Qualifications, experience, hobbies etc,
• These information helps interviewers to obtain the clear
idea about the candidates which helps to formulate the
questions to get more information about him.

28. Screening Applications
• When all the applications are received once, then these
applications are screened by a special screening
committee who analyze and choose the desired and
suitable candidates from the applications to call for an
interview.
• Applicants could be selected through short listing criteria
like age, sex, qualifications, work, experience of an
individual, etc.

29. Employment Tests
• In this step all the candidates have to go through some
employment tests organized by the organization in order
to check their skills, talent and the mental ability.
• This is done through various employment tests like
intelligence tests, personality tests, aptitude tests, interest
tests, proficiency tests, etc. These tests help the
organization to decide and judge the suitable candidates
for the job.

30. Employment Interview
• Employment interview is an important step. It not only acts as a
check on the information already obtained but also provide the
opportunity to form a better understanding of the candidate to
motivate and inform him about the job and the company.
• Purpose of this interview is to analyze and find the suitability of a
candidate to the job. And provide him an idea about the job profile
and what are the expectation of the organization from the potential
employee.
• This step is critical because organization has to select the right
people for the right jobs. The communication skills and confidence
level can also be checked at this stage.

31. Checking References
• The organizations usually inquire for the references from
the candidates which help the organizations to cross
check authenticity of the information given by the
candidates.
• It is important source of information because through
these references, the organization come to know about
the capabilities, experience in the previous companies,
managerial skills and leadership ability of the candidates.

32. Medical Examination
• Medical examination of the candidate is required for several
reasons like to ensure that he/she is physically fit for the job
that he/she does not suffer from any latent disease and the
firm is not liable for any claim under Workmen Compensation
Act.
• The medical exam is very important step in the process of
selection. In some organizations, it is done at the beginning of
the process while in some cases it is done after the final
selection. Thus, this stage is not rigid and can take place
anywhere in the selection process.

33. Final Selection and Appointment Letter
• On completion of the selection process, the
candidates are finally selected and letters of
appointment are issued to them. This appointment
letter states the term and conditions of employment
including the pay scale, starting salary, allowances,
the period of probation, and other benefits etc.

34. Importance of Selection
1. Good Talent
Proper selection system enables the organization to appoint talented persons for various activities and
thereby leading to improved productivity and profitability of the organisation.
2. Better Efficiency
Selection of right person to the right job is sure to produce better quality of work and may facilitate
faster achievement of objectives. This will help in greater measure to tone up the overall efficiency
of organisation.
3. Reduced Cost of Training and Development
Better selection of candidates definitely reduces the cost of training because qualified personnel have
better grasping power. If they select suitable candidates for suitable job, they can easily understand
the techniques of the work better in quick time. Besides, the organization can develop different
training programmes for different persons on the basis of their individual differences, thus reducing
the time and cost of training considerably.

35. 4. Reduced Turnover
Proper selection of candidates contributes to high/low labour turnover. This will in turn
help the organization to minimize recruitment cost.
5. Job Motivation
If the right person is selected for the right job, it tends to motivate the person to work
more effectively and efficiently. They feel that their skills are properly used and they
tend to contribute more attention to the job.
6. Other Benefits
Proper selection of candidates reduces absenteeism. They would pay better attention
to their jobs and take safety precautions on their own accord would minimize the
occurrence of work place accidents.

36. Barriers of Effective Selection
1) Inefective Recruitment: Sometimes selection process gets affected due to ineffective
recruitment initiatives. If the recruiter fails to attract qualified candidates !in recruitment
process" then it is obvious that right candidate will not be selected !in selection process".
Therefore# ineffective recruitment will definite influence selection.
2) Perception: Our inability to understand others accurately$ is probably$ the most fundamental
barrier to select right candidate. Selection demands an individual or a group to assess a
candidate comparing competencies of others# in order to find out the right persons for the
jobs. 'ut our views are highly$ personalize(ed. )e all perceive the world differently. our limited
perceptual ability is obviously a stumbling block to the objective and rational selection of
people.
3) Halo Effect: Another barrier to selection is halo effect which can be negative or positive. In hallo
effect the personal characteristics influence or overwhelms the interviewers and this lead to
wrong selection

37. 4) Stereotyping: This is one of the most common barrier to selection. In stereotyping
we generally category(e the candidates such as:
• All professors and teachers are absent minded
• All females are basically$ sincere and honest
• All civil servants are boring
• Candidates with Science background are intelligent etc.
• This leads to biased selection of candidates.
5) Gender Issue: -Gender issue also hampers effective selection. In early days men
predominately held managerial jobs and if those jobs are viewed as being primarily
masculine in nature# such stereotyping ma$ produce negative reaction in selecting
right candidates.
6) Age/Race Issue: In many selections age and race of the candidates are considered
rather than their skills, abilities or experiences. This leads to bias selection.

38. Comparison Recruitment Selection
Meaning
An activity of searching for potential candidates and
encouraging them to apply.
A process of selecting the best candidates and offering
them the job.
Approach Positive – seeking out an increase in the applicant pool.
Negative – seeking out ways to reduce the applicant
pool until one ideal candidate is identified.
Objective Inviting more candidates to apply for a vacant position.
Choosing the most suitable candidate and rejecting the
rest.
Key Factor Advertising the job. Appointing the candidate.
Sequence First. Second.
Process
Vacancies are notified by the organization through
various sources, then an application form is made
available to candidates.
The organization makes an applicant go through various
levels (submitting a form, writing a test, undergoing an
interview, etc.) to deem whether they’re an
appropriate fit.
Specifications
The recruitment policy specifies the objectives of
recruitment, providing rules and regulations for the
implementation of the recruitment program.
The selection policy consists of a series of
methods/steps/stages by which the evaluation of the
candidate will be done.
Contractual Relation
Recruitment only implies communication of vacancies
and open positions – therefore, no contractual relation
is established.
Selection involves the creation of a contractual
agreement between the employer and employee.
Method Economical. Expensive.

39. Important Questions:
1. What is Human Resource Planning and state its Process
2. What is the Nature of HRP, factors influencing HRP
3. State the Advantages and Disadvantages of HRP
4. Define Recruitment, state the sources of Recruitment.
5. “Recruitment and selection Policies acts as the foundation for development of an organization”.
Discuss.
6. State Importance of Recruitment
7. “Selection is considered to be the most important procedure for any Organization, Why ?”
8. Define Selection and state its Process.
9. Barriers of Effective Selection
Notes on:
1. Transfer and Promotion
2. Campus Recruitment
3. Scouting
4. Internal Vs External Sources of Recruitment