recuitment, selection, and appoitment

Recruitment, Selection and appointmentContents: (8 Hrs)

-(2 hrs) Meaning and significance of recruitment, process of recruitment, sources of recruitment, cost-benefit analysis of recruitment.-(2 hrs)Meaning and significance of selection, process of selection, selection techniques – Test, interviews and salary negotiation.-(2 hrs)Meaning and significance of appointment, process of appointment, legal aspects of employment contract, joining formalities and induction.-(2 hrs) – Practical. Ask students to create a job profile, personal profile, advertisement etc. Give a case and ask the students to prepare the recruitment advertisement for a news paper, Prepare an appointment letter for the post of office manager of a company known to you.

RECRUITMENT• The process of getting

potential applicants for actual or anticipated organizational vacancies

Meaning and Definition of Recruitment:• It is a process to discover or identify the sources of

manpower to meet the requirements of staffing schedule and to employ effective measures for attracting the manpower in adequate numbers to facilitate effective selection of an efficient work force.

• Edwin B.Flippo defined recruitment as “ the process of searching for prospective employees and stimulating them to apply for jobs in the organization.”

• Recruitment is the process of finding and attracting capable applicants for employment. The process begins when new recruits are sought and ends when their applications are submitted. The result is a pool of applicants from which new employees are selected.

Overview of the Recruitment

Process : Organization view

6–5

Overview of the Recruitment Process: Applicant View

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 levels of the organization.• To develop an organizational culture that attracts

competent people.• To search or head hunt/head pouch people whose

skills fit the company’s values.

Purposes & Importance (Significance) of Recruitment:• The general purpose of recruitment is to provide a pool

of potentially qualified job candidates. Specifically, the purposes are to:

1. Determine the present and future requirements of the firm in conjunction with its personnel-planning and job-analysis activities.

2. Increase the pool of job candidates at minimum cost.

3. Help reduce the probability that job applicants, once recruited and selected, will leave the organization after an average period of time.

4. Meet the organization's legal and social obligations regarding the composition of its workforce.

Factors affecting the recruitment policy:

Internal:• Company’s pay package• Quality of work life• Organizational culture• Career planning and growth• Company’s size• Company’s product and service• Company’s growth rate• Role of trade union• Cost of recruitment

Factors affecting the recruitment policy:

External Factors:

• Socio-economic factors

• Supply & demand factors

• Employment rate

• Labour market condition

• Political legal and government factors

• Employment exchange

Sources of Recruitment:

Internal Sources: Present Employees (Transfers,

Promotions) Employee Referrals Former Employees Previous Applicants

Sources of Recruitment:

External Sources: Advertisements (Radio, Television, News

papers, Magazines, Posters, Banners, Internet etc)

Employment ExchangesProfessional or Trade Associations / ConsultantsCampus RecruitmentWalk-in’s and Write-in’sContractorsCompetitorsE-Recruitment (Job portals)

Recruitment Process:

Evaluation and Control

Job Analysis

Job Vacanci

es

Personnel

Planning

Recruitment Planning – (Numbers,

Types)

Employee Requisitio

n

Strategy Development

(Sources, Where, How and When)

Applicant Populatio

n

Searching Activation “Selling”

(Message, Media)

Applicant Pool

Screening

Potential Hires

Selection

Process

Cost-benefit analysis of recruitment (Evaluation and Control)

• Evaluation and control is necessary as considerable cost are incurred in the recruitment process. The costs generally incurred are;– Time (Management and professional time spent on

preparing job description, job specifications, advertisements, agency liaison etc.,)

– Money (Cost of advertisements, cost of producing supporting literature, administrative expenses, Salaries for recruiters, cost of outsourcing while the vacancies remain unfilled etc.)

– Resources (Forms, Formats, stationary, travel expenses, agency charges, etc )Questions should always be asked as to whether the recruitment methods used are valid and whether the recruitment process itself is effective or not.

Cost-benefit analysis of recruitment (Evaluation and Control)

Cost and Benefit analysis of recruitment might include:

• Return rate of applications sent out.

• Number of suitable candidates for selection

• Retention and performance of the candidates selected.

• Cost and Benefit ratio of recruitment process

• Comments on image projected.

Selection: Meaning & Definitions.

• After the receipt of appropriate number of applications through various sources of recruitment, selection process starts. The purpose of selection process is to determine whether a candidate is suitable for employment in the organization or not.

• Definitions: Selection is the process of picking up individuals (out of pool of job applicants) with requisite qualifications and competence to fill jobs in the organization.

Selection:• Selection is the process of choosing the most

suitable persons out of all the applicants. • Selection is a process of matching the qualifications

of applicants with the job requirements. • It is the process of weeding out unsuitable

candidates and finally identify the most suitable candidate.

• The purpose of Selection is to pick up the right person for every job.

• Selection is negative process as it rejects a large number of unsuitable applicants from the pool.

Significance of selection:

“Selection” process is very vital in an organization:• The ability of an organisation to attain its goals

effectively and to develop in a dynamic environment largely depends upon the effectiveness of its selection program.

• If right personnel are selected, the remaining functions of personnel management become easier, the employee contribution and commitment will be at optimum level and employee-employer relations will be good.

• Right person will be an valuable asset to the organisation and if faulty selection is make, the employee will become a liability to the organisation.

Selection Process:Preliminary Interview

Selection Tests

Employment

Employment / final Interview

Reference and background analysis

Selection Decision

Physical Examination

Job OfferEvaluation

Reje

cted

Ap

pli

can

ts

EXTERNAL ENVI RONMENT

INTERNAL ENVI RONMENT

Selection Techniques: Test, Interview and Salary Negotiation

Test : A test may be defined as a systematic and standardised procedure for sampling human behaviour. The general theory behind testing in selection is that human behaviour can be forecasted by sampling it. The test creates a situation in which the applicant reacts. Reactions are regarded as useful clues to his/her likely behaviour in the work for which he is applying.

Purpose of Tests: According to Wendell French, tests are used in business for these primary purposes:

• For selection and placement of new employees• For appraising employees for employment potentials• For counselling employees

1. Aptitude Tests: Intelligence Test ( IQ) Emotional Quotient Skill Tests Mechanical Aptitude Psychomotor Tests Clerical Aptitude Test

2. Achievement Tests:Job Knowledge TestWork Sample Test

3. Situational Tests:Group DiscussionIn Basket

5. Personality Tests:Objective TestProjective Test

6. Multi-Dimensional Test

4. Interest Test

Types of

Tests

Interview:

Type Nature of Interview/ Type of Questions

Usual Applications

Structured A predetermined checklist of questions, usually asked of all applicants.

Useful for valid results, especially when dealing with large number of applicants.

Unstructured

Few, (if any, planned questions) Questions are made up during the interview.

Useful when the interviewer tries to probe personal details of the candidate to analyze why they are not right for the job

Mixed A combination of structured and unstructured questions, which resembles what is usually done in practice.

A realistic approach that yields comparable answers plus in-depth insights.

Interview:

Type Nature of Interview/ Type of Questions

Usual Applications

Behavioral Questions limited to hypothetical situations. Evaluation is based on the solution and approach of the applicant.

Useful to understand applicant’s reasoning and analytical abilities under modest stress.

Stressful A series of harsh, rapid fire questions intended to upset the applicant

Useful for stressful jobs, such as handling complaints.

Salary Negotiation:

• Negotiation is a discussion between two individuals regarding a contract, agreement or relationship.

• Negotiation is “the process of two individuals or groups reaching joint agreement about differing needs or ideas”.

• Good salary negotiation is a win-win for you and the employer. The key is that it involves both employee and the employer.

Salary Negotiation Tips:

• Decide your priorities (Essentials, Trade offs)• Timing is everything (Wait till they make the

offer)• Know your worth (Be prepared to justify your

worth)• See the big picture ( Think of the total

package. It’s not all about salary)• Keep it a win-win situation.

Offer of Employment/Job Offer/Appointment

• An appointment letter is a written document to inform a person that he or she has been appointed for a particular position / post in an organization.

• The employment is offered to those applicants who have crossed all the hurdles which come across in the way of selection process. The offer of employment is made through a letter of appointment. Such a letter generally contains a date by which the appointee must report on duty. The appointee must be given reasonable time for reporting.

• This is particularly necessary when he or she is already in employment in this case the appointee is required to obtain a relieving certificate from the previous employer.

Process of appointment

• Selected Candidate (After Recruitment and selection process)

• Propose and negotiate employment conditions (designation, pay structure, probation, notice, travel, allowances and benefits, rules and regulations, work timings, facilities, policies, separation and termination etc.)

• Obtain approval to appoint.• Send letter of offer to applicant and issue a detailed

appointment letter on joining.• Prepare Induction

Significance of Appointment:

• When the job is offered and the candidates accepts the offer, certain documents need to be executed by the employer and the candidate. Once such document is the “Attestation Form”, which contains certain vital details about the candidate, which are authenticated an attested by him/her.

• Attestation form is a valid record for future reference.• Appointment letter is a way of binding the employee

and employer legally.

Legal aspects of employment contract:

• There is also a need for preparing a contract of employment. The basic information that should be included in a written contract of employment will vary according to the level of the job, but the following checklist sets out the typical headings:– Job Title– Duties, including a phrase such as “The employee will

perform such duties and will be responsible to such a person…..”

– Date or time period of probation, when the services will be made permanent)

– Rate of pay, allowances, overtime and shift rates, method of payments.

Legal aspects of employment contract:

– Hours of work including lunch brake and overtime and shift arrangements

– Holiday and leave (Public holidays,EL, CL, SL,Comp off, optional holiday, LOP) options.

– Length of notice due to and from employee– Grievance procedures– Disciplinary procedures / Terminations / Exit

policy / other policies, Rules & Regulations etc.

• Duty Reporting (Service Record Book)• Documentation and verification• Onboarding Activities• Induction / Orientation.

Joining Formalities:

• Induction/Orientation is a process of acquainting the new employees with the existing culture and practices of the new organization. It includes the activities of introducing a new employee to the organization and the work unit.

• During any orientation, it is important to convey that organization believes in continuous learning and improvement. It always pays substantially to the individual employee and the organization in terms of performance. Hence, induction/orientation process should get all the support while passing through this transition phase.

Joining Formalities - Induction and Orientation:

Information provided in induction/orientation program:

• Operations and products or services of the company

• Company’s organizational structure• Rules and regulations, daily routines • Employee benefits, rewards and recognition

programs• HR policies and procedures• Employee training and development activities• Location of departments and employee facilities• Safety Measures.

Objectives of Induction/Orientation:• Removes fear.• Creates a good impression.• Acts as a Valuable source of information.

Steps in Induction/Orientation:• General Orientation.• Orientation to a Department.• Orientation to a specific job.

Importance of Induction/Orientation:

• Promotes a feeling of belongingness.

• Builds new employee’s confidence.

• Gives company’s information to employees.

• Creates a sense of security.

Suggestions for effective Induction/Orientation:

• Gradual Introduction is recommended rather than superficial introduction.

• Sufficient time should be given to the new employee.

• Orientation must include all necessary information.

• Direction by experienced workers.

Assignment Questions

1. Define Recruitment and explain the process of recruitment.

2. Briefly explain various Recruitment Sources.

3. Define Selection and explain the process of selection.

4. Briefly explain various types of “Tests” and “Interview”

5. Discuss the Legal aspects of employment contract.