PROCUREMENT FUNCTION- RECRUITMENT

- SELECTION- ORIENTATION

AGENDA1. Recruitment Purpose of Recruitment Factors governing Recruitment Recruitment Process Sources of Recruitment

2. Selection Recruitment VS Selection Outcomes of Selection Selection Process Barriers to Effective Selection

3. Placement Benefits of Proper Placement

4. Induction Steps in Induction Programme

HR PROCESSES – AN EMPLOYEE LIFE CYCLE

RECRUITMENT

&

SELECTION

RECRUITMENT & SELECTION NEEDS

Human Resource Planning

Determine Recruitment and

Selection Needs

Job Analysis

RECRUITMENT

Meaning: In simple terms, recruitment is understood as the

process of searching for & obtaining applicants for jobs, from among whom the right people can be selected.

Definition: “It is the process of finding & 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 form which new employees are selected.”

CONTD……

William F Glueck – Recruitment acts set of activities and organization uses to attract job candidates possessing appropriate characteristics to help the organization reach its objectives.

Byars & Rue – Recruitment involves seeking & attracting a pool of people from which qualified candidates for job vacancies can be chosen

PURPOSE & IMPORTANCE

1. Determine the present & future requirements of the organization.

2. Identifying potential job applicants.

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

4. Help increase the success rate of the selection process by reducing the number of visibly under qualified or overqualified job applicants.

5. Help reduce the probability of candidates leaving the organization.

6. Meet the organization’s legal & social obligations regarding the composition of its workforce.

7. Increase organizational & individual effectiveness

Identify vacancy Prepare job description and person specification Advertising the vacancy Managing the response Short-listing Arrange interviews Conducting interview and decision making The recruitment process is immediately followed by

the selection process i.e. the final interviews and the decision making, conveying the decision and the appointment formalities.

FACTORS GOVERNING RECRUITMENT

External Factors

•Supply & Demand

•Unemployment rate

•Labour Market

•Political – social

•Image

Recruitment

Internal Forces

•Recruitment Policy

•HRP

•Size of the Firm

•Cost

•Growth & Expansion

RECRUITMENT PROCESS

PersonnelPlanning

RecruitmentPlanning

- Numbers- Types

JobAnalysis

Job Vacancies

EmployeeRequisition

Screening

Strategy Development

-Where-How

-When

ApplicantPool

Potential Hires

Selection

Evaluation &

Control

Headhunting refers to the approach of finding and attracting the best experienced person with the required skill set. Headhunting is also a recruitment process involves convincing the person to join your organization.

SOURCES OF RECRUITMENT

INTERNAL SOURCES OF RECRUITMENT

Persons who are already working in an organization constitute the ‘internal sources’. It includes the existing employees, the retrenched & retired employees & dependents of deceased employees.

The way of internal recruitment is generally through transfers, promotions, & other job changes.

Merits: Demerits

- Economical - Limited Choice

- Suitable - Inbreeding

- Reliable - Inefficiency

- Satisfying - Bone of Contention

1.PROMOTIONS & TRANSFERS

• Promotion involves the movement of employees from a lower level to a higher level with changes in duties, responsibilities, status & value.

• Transfer, however, involves lateral or horizontal movement within the same grade from one job to another. It might lead to changes in duties & responsibilities & sometimes the working conditions but the status & salary are not affected.

2. EMPLOYEE REFERRALS:

• It means making use of recommendations from a current employee regarding a job applicant. The logic is that they serve as a reliable source.

• Companies offer rich rewards to employees whose recommendations are accepted.

• For E.g.: Citibank offers Rs. 50,000 to its employees for every vacancy filled up by the bank on the basis of their referral.

3. JOB POSTING

It means notifying the vacant positions, circulating publications, or announcing at staff meetings inviting the employees to apply for the positions available within the organization.

It offers a chance to highly qualified candidates working with the organization to look for growth opportunities within the organization itself.

EXTERNAL SOURCES OF RECRUITMENT

These include employees working in other organizations, job aspirants registered with employment exchanges, students from reputed educational institutions, candidates forwarded by search firms & contractors, candidates responding to advertisements issued by the organizations, unsolicited applications/walk-ins.

Merits: Demerits:- Wide Choice - Expensive- Injection of Fresh Blood - Time Consuming- Motivational Force - De motivating- Long Term Benefits - Uncertainty

1. CAMPUS RECRUITMENT

It is a way of recruitment by visiting & participating

in college campuses & their placement centers to

pick up job aspirants having the requisite technical

& professional skills. A preliminary screening is done within the campus

& the short listed candidates are then subjected to

the remainder of the selection process.

For Instance: Companies like Asian Paints, TCS, LG, Google are nowadays following this type of method where they select students from reputed educational institutions like IIT's & IIM's.

2. ADVERTISEMENTS

This source includes advertisements in newspapers; trade, professional & technical journals; radio & television etc.

This method is appropriate when:

(a) organization intends to reach a large target group

(b) organization wants a fairly good number of talented people who are geographically spread out.

3.EMPLOYMENT EXCHANGES

• It is an office setup by the government under the Employment Exchanges Act or compulsory Notification of Vacancies Act, 1959.

• These are created all over the country for helping the unemployed youth, ex-military personnel & physically handicapped people.

• According to the Act, the employer's are supposed to notify the vacancies arriving in their establishments from time to time to the prescribed employment exchanges before they are filled.

4. PRIVATE EMPLOYMENT SEARCH FIRMS

A search firm is a private employment agency which maintains a computerized list of qualified applicants & supplies these to employers willing to hire people from such a source.

These agencies charge some fees from both the applicant & the employer.

Firms like Arthur Anderson, ABC Consultants, KPMG, Noble & Hewitt, SB Billimoria & Ferguson Associates offer specialized employment-related services to corporate houses.

5. UNSOLICITED APPLICATIONS/WALK-INS

• Companies receive unsolicited applications from the job seekers which are generally maintained in a data bank or database & whenever suitable vacancy arises, the company would intimate the candidates to apply through a formal channel.

• They can prove a valuable source in times of need for the organization.

RECENT TRENDS IN RECRUITMENT  The following trends are being seen in recruitment:

OUTSOURCING

A company may draw required personnel from outsourcing firms. The outsourcing firms help the organization by the initial screening of the candidates according to the needs of the organization and creating a suitable pool of talent for the final selection by the organization. Outsourcing firms develop their human resource pool by employing people for them and make available personnel to various companies as per their needs. In turn, the outsourcing firms or the intermediaries charge the organizations for their services.

Advantages of outsourcing are: Company need not plan for human resources much in advance. Value creation, operational flexibility and competitive advantage turning the management's focus to strategic level processes of HRM Company is free from salary negotiations, weeding the unsuitable resumes/candidates. Company can save a lot of its resources and time

POACHING/RAIDING

“Buying talent” (rather than developing it) is the latest mantra being followed by the organizations today. Poaching means employing a competent and experienced person already working with another reputed company in the same or different industry; the organization might be a competitor in the industry.

A company can attract talent from another firm by offering attractive pay packages and other terms and conditions, better than the current employer of the candidate. But it is seen as an unethical practice and not openly talked about. Indian software and the retail sector are the sectors facing the most severe brunt of poaching today.

E-RECRUITMENT

Many big organizations use Internet as a source of recruitment. E-recruitment is the use of technology to assist the recruitment process. They advertise job vacancies through worldwide web. The job seekers send their applications or curriculum vitae i.e. CV through e mail using the Internet. Alternatively job seekers place their CV’s in worldwide web, which can be drawn by prospective employees depending upon their requirements.

Advantages of recruitment are: Low cost. No intermediaries Reduction in time for recruitment. Recruitment of right type of people. Efficiency of recruitment process.

SELECTION

Selection is the process of picking individuals with requisite qualifications & competence to fill jobs in the organization.

It is the process of differentiating between applicants in order to identify (and hire) those with a greater likelihood of success in a job

RECRUITMENT VS. SELECTION

Recruitment Positive in approach. Attracts as many candidates as possible

Selection Negative in approach Seeks to eliminate as many unqualified applicants as

possible

SELECTION PROCESSExternal Environment

Internal Environment

Preliminary Interview

Selection Tests

Employment Interviews

Reference And Background Analysis

Selection Decision

Physical Examination

Job Offer

Employment Contract

Evaluation

Rejected Applicants

TYPES OF TESTS

1) Intelligence Tests: Mental ability tests Measure the learning ability e.g. Stanford-Binet test, Binet - Simon test

2) Personality Tests: Measure basic aspects of an applicant’s

personality like motivation, emotional balance , self confidence

Include tests like projective tests, interest tests and preference tests

TYPES OF TESTS (CONTD…)

3) Achievement Tests: Designed to measure what the applicant can do

the job

4)Assessment Centre: Extended work sample Exercise designed to simulate the type of work

which the candidate is expected to do

5) Polygraph Tests: Recording physical changes in the body in

response to certain questions

TESTS AS SELECTION TOOLS

Advantages: Uncover hidden talents Provides unbiased information that can be put to

scientific analysis

Errors: No scales which have a known ZERO POINT Fail to elicit truthful responses from testees Results depend a lot on the testers

TYPES OF INTERVIEWS

1)Non Directive Interview:

No specific format Broad , open ended questions

2)Structured Interview:

Predetermined questions Job related Eliminate bias and errors

CONTD….

3)Situational Interview:

Hypothetical situation Pre established benchmark standards

4)Behavioural Interview:

Focuses on actual work incidents Behavior during a particular incident

CONTD….

5)Stress Interview:

How applicants react to embarrassing insulting situations

Stress producing situations

6)Panel interview:

A panel of interviewers from different fields Limits the personal bias

INTERVIEWING MISTAKES

Favor applicants May not be asking right questions Show leniency Cultural Noise Stereotyping Biasness Halo Effect Influenced by unfavorable information rather than

favorable information

BARRIERS TO EFFECTIVE SELECTION

1. Perception

2. Fairness

3. Validity

4. Reliability

5. Pressure

PLACEMENT &

INDUCTION

PLACEMENT

Placement is the process of assigning a specific job to each one of the selected candidates.

It is the actual posting of an employee to a specific job.

It involves assigning a specific rank and responsibility to an individual.

BENEFITS OF PROPER PLACEMENT

The employees is able to :-

• Show good results on the job.• Get along with people easily.• Keep his spirits high, report for duty regularly.• Avoid mistakes and accidents.

Thus, Placement is an important Human Resource activity.

INDUCTION/ORIENTATION

Induction or Orientation is: “the process of receiving and welcoming an employee

when he/she first joins a company and giving him/her the basic information s/he needs to settle down quickly & happily and start work.”

It is the process of indoctrination, welcoming and

socialization.

OBJECTIVES OF INDUCTION

An Orientation programme is designed to serve the following purposes :-

To explain duties & responsibilities, company policies & rules and other relevant information to the newcomer.

To help the person overcome his natural shyness & nervousness.

To make the new entrant feel at home & develop a sense of pride in the organization.

OBJECTIVES OF INDUCTION

To develop among the newcomers a sense of belonging & loyalty to the organization.

To foster a close & cordial relationship between the newcomer and the old employees, supervisor.

To give necessary information such as location of cafeteria, restrooms, leave rules etc.

INDUCTION PROGAMME:STEPS

CONTENTS

1.Organizational Issues:• History of company• Organizational structure• Names & titles of key executives• Employee’s title & department• Company policies & rules• Disciplinary procedures• Safety measures

2. Employee benefits:- Pay scales, pay days- Leaves- Training & development avenues- Counselling- Grievance handling procedure- Insurance, medical, recreation, retirement benefits.

3. Introductions:- To supervisors - To trainers- To co-workers - To employee counselor

CONTD…

CONTD…

4. Job duties:- Job location- Job tasks- Overview of jobs- Job objectives- Relationship with other jobs

SOCIALIZATION

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