Recruitment+process

Recruitment

The Complete

January 1, 2010
Authored by: Meyyappan

Recruitment - Author - Meyyappan.Vr

Do Manpower Conduct an Give Challenging Job
resource planning assessment Center assignment
based on job
analysis feedback
Screen applications Psychometric test
Prepare
Specification of
people task job Advertise post Assess Result
requirements internally

Develop Employee Internal Satisfactory Promote within the
Profile Recruitment organization

Select recruitment
If Not
Method

External
Recruitment

Job analysis

Campus Through
Search Firms /
Recruitment Advertisement
Consultancies

Application
Offer Letter Referral Check

Written
Follow Up
Examination Induction

Preliminary Interview/Technical Negotiation
Interview

Emotional Medical
Interviw/ Case Examination
situation/ 1
Psychometric test


Recruitment:

“The process of searching for prospective employees and stimulating them to apply for jobs in
the organization” - Edwin B. Flippo

Objectives of recruitment:

To attract people with multi-dimensional skills and experiences that suit the present and
future organizational strategies
To induct outsiders with a new perspective to lead the company
To infuse fresh blood at all level of the organization
To develop an organizational culture that attract competent people to the company
To search or head hunt/head pouch people whose skill fit the companies values To
devise methodologies for assessing psychological trait
To seek out non-conventional development ground of talent
To search for talent globally and not just with the company
To design entry pay that competes on quality but not on quantum
To anticipate and find people for position that do not exist yet

Factors affecting recruitment

Internal factors External factors
Companies Pay package Socio-Economic factors
Quality of work-life Supply and demand factors
Organizational culture Employment rate
Career planning and growth Labour market condition
Companies size Political legal government
Companies product services factors like reservation for
Geographical spread of the SC/ST/BC and son-of-soil
company’s operations Information system like
Companies growth rate employment exchange/Tele
Role of trade union recruitment like internet
Cost of recruitment
Companies name and fame

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Recruitment Process:

Manpower planning:

Manpower Planning which is also called as Human Resource Planning consists of putting right
number of people, right kind of people at the right place, right time, doing the right things for
which they are suited for the achievement of goals of the organization. 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:

Analyzing the current manpower inventory
Making future manpower forecasts
Developing employment programs
Design training programs

Analyzing the current manpower inventory:

Before a manager makes forecast of future manpower, the current manpower status has to be
analyzed. For this the following things have to be noted-

1. Type of organization
2. Number of departments
3. Number and quantity of such departments
4. Employees in these work units

Once these factors are registered by a manager, he goes for the future forecasting.

Making future manpower forecasts:

Once the factors affecting the future manpower forecasts are known, planning can be done for the
future manpower requirements in several work units.

The Manpower forecasting techniques commonly employed by the organizations are as
follows:

i. Expert Forecasts: This includes informal decisions, formal expert surveys and
Delphi technique.
ii. Trend Analysis: Manpower needs can be projected through extrapolation
(projecting past trends), indexation (using base year as basis), and statistical
analysis (central tendency measure).
iii. Work Load Analysis: It is dependent upon the nature of work load in a
department, in a branch or in a division.
iv. Work Force Analysis: Whenever production and time period has to be analyzed,
due allowances have to be made for getting net manpower requirements.

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v. Other methods: Several Mathematical models, with the aid of computers are
used to forecast manpower needs, like budget and planning analysis, regression,
and new venture analysis.

Developing employment programs- Once the current inventory is compared with future
forecasts, the employment programs can be framed and developed accordingly, which will
include recruitment, selection procedures and placement plans.

Design training programs- These will be based upon extent of diversification, expansion plans,
development programs, etc. Training programs depend upon the extent of improvement in
technology and advancement to take place. It is also done to improve upon the skills,
capabilities, knowledge of the workers.

Recruitment methods:

The two methods of recruitment are as follows:

Internal Recruitment :

It is a 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. 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.

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 three types

a. Transfers
b. Promotions (through Internal Job Postings) and
c. 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.

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.

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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.

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 serve 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 help 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.

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Job analysis:

Job analysis is the basis for selecting the right candidate. Every organization should finalize the
job description, job specification and employee specification before proceeding to the next step
of selection

Selection:

Employee Selection is the process of putting right men on right job. It is a procedure of
matching organizational requirements with the skills and qualifications of people. Effective
selection can be done only when there is effective matching. By selecting best candidate for the
required job, the organization will get quality performance of employees. Moreover,
organization will face less of absenteeism and employee turnover problems. By selecting right
candidate for the required job, organization will also save time and money. Proper screening of
candidates takes place during selection procedure. All the potential candidates who apply for
the given job are tested.

But selection must be differentiated from recruitment, though these are two phases of
employment process. Recruitment is considered to be a positive process as it motivates more of
candidates to apply for the job. It creates a pool of applicants. It is just sourcing of data.
While selection is a negative process as the inappropriate candidates are rejected here.
Recruitment precedes selection in staffing process. Selection involves choosing the best
candidate with best abilities, skills and knowledge for the required job.

The Employee selection Process takes place in following order-

1. 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.

2. 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.

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3. 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.

4. 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.

5. Medical examination

Medical tests are conducted to ensure physical fitness of the potential employee. It will
decrease chances of employee absenteeism.

Psychometric test:

Choosing a psychometric tool among the above, and the above tools are explained below

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MBTI
An internationally recognized psychometric tool specifically helpful for individuals and teams
needing to adapt quickly to new and changing environments, It gives knowledge on individual
personality preferences, which when applied to a team context shows diversity and
performance potential for teams. Ideal for individuals and teams in transition, new teams in a
tough climate, building trust, self-awareness and cultural awareness

TMSDI
The Team Management Profile is based on a 60-item questionnaire and provides you with
information about your work preferences. It is a starting point for consideration and discussion of
how you approach your work and your interactions with others in the work place.

SDI
The Strength Deployment Inventory (SDI) helps identify personal strengths in relating to others
and under two conditions:
1. When everything is going well.
2. When individuals are faced with conflict.
It also suggests ways that one can deploy personal strengths to greatest effect and improve
relationships with others. SDI will also indicate changes in motivation and related behaviors
when faced with conflict and opposition, giving conflict sequences.
This information is ideal for conflict awareness, prevention and management.

FIRO B
A powerful psychometric tool specifically helpful for teams focusing on their interpersonal
behavior, it builds trust and openness in a team and supports a team through different stages of
growth. Ideal for communication, trust, self-awareness, conflict and change

Reference check:

After compensation of the final interview and medical examination, the human resource
department will engage in checking reference. Candidates are required to give the name of
reference in their application form. That reference may be from the individual who are familiar
with the candidate’s academic achievement or from the applicant’s previous employer, who is
well versed with the applicant’s job performance, and something from co-workers. Referral
checks are taken as a matter of routine and treated casually or omitted entirely in many
organizations. But good referral check will fetch useful and reliable information to the
organizations.

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Placement:

When once the candidate reports for duty, the organization has to place him initially in that job
for which he is selected. Immediately the candidate will be trained in various aspects related to
job, Placement is a process of assigning a specific job to each of the selected candidates. It
involves assigning a specific rank and responsibility to an individual. It implies matching the
requirements of a job with the qualifications of the candidate.

The significances of placement are as follows: -

* It improves employee morale.
* It helps in reducing employee turnover.
* It helps in reducing absenteeism.
* It helps in reducing accident rates.
* It avoids misfit between the candidate and the job.
* It helps the candidate to work as per the predetermined objectives of the organization.

Induction:

Introducing the new employee who is designated in a job, job location, surrounding,
organization, organizational surrounding, introducing him to his relevant group is the final
process in recruitment. Induction is the process of receiving and welcoming an employee when he
first joins the company and giving him basic information he needs to settle down quickly and
happily and stars work.

The significances of Induction are as follows: -.

* To give new comer necessary information such as location of a café, rest period etc. *
To build new employee confidence in the organization.
* It helps in reducing labor turnover and absenteeism.
* It reduces confusion and develops healthy relations in the organization.
* To develop among the new comer a sense of belonging and loyalty to the organization.

A formal induction programme should provide following information: -

* Brief history and operations of the company.
* The company’s organization structure.
* Policies and procedure of the company.
* Products and services of the company.
* Location of department and employee facilities. *
Safety measures.

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* Grievances procedures.
* Benefits and services of employee.
* Standing orders and disciplinary procedures.
* Opportunities for training, promotions, transfer etc. *
Suggestion schemes.
* Rules and regulations.

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