Recruitment & Selection

Recruitment: It is the process to discover sources of manpower to meet the requirement of staffing schedule and to employ effective measures for attracting that manpower in adequate numbers to facilitate effective selection of an efficient working force.

Recruitment of candidates is the function preceding the selection, which helps create a pool of prospective employees for the organisation so that the management can select the right candidate for the right job from this pool. The main objective of the recruitment process is to expedite the selection process.

RECRUITMENT NEEDS ARE OF THREE TYPES

· PLANNED
i.e. the needs arising from changes in organization and retirement policy.

· ANTICIPATED
Anticipated needs are those movements in personnel, which an organization can predict by studying trends in internal and external environment.

· UNEXPECTED
Resignation, deaths, accidents, illness give rise to unexpected needs.

Sources Of Recruitment

 

Every organisation has the option of choosing the candidates for its recruitment processes from two kinds of sources: internal and external sources. The sources within the organisation itself (like transfer of employees from one department to other, promotions) to fill a position are known as the internal sources of recruitment. Recruitment candidates from all the other sources (like outsourcing agencies etc.) are known as the external sources of recruitment. 

 

Recruitment Process

1. Job analysis is primary tool in personnel management. In this method, a personnel manager tries to gather, synthesize and implement the information available regarding the workforce in the concern. A personnel manager has to undertake job analysis so as to put right man on right job.

There are two outcomes of job analysis :

1. Job description
2. Job specification

JOB DESCRIPTION is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. The preparation of job description is very important before a vacancy is advertised. It tells in brief the nature and type of job. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as :

1. Title/ Designation of job and location in the concern.
2. The nature of duties and operations to be performed in that job.
3. The nature of authority- responsibility relationships.
4. Necessary qualifications that are required for job.
5. Relationship of that job with other jobs in a concern.
6. The provision of physical and working condition or the work environment required in performance of that job.

Advantages of Job Description

1.       It helps the supervisors in assigning work to the subordinates so that he can guide and monitor their performances.

2.       It helps in recruitment and selection procedures.

3.       It assists in manpower planning.

4.       It is also helpful in performance appraisal.

5.       It is helpful in job evaluation in order to decide about rate of remuneration for a specific job.

6.       It also helps in chalking out training and development programmes

JOB SPECIFICATION is a statement which tells us minimum acceptable human qualities which helps to perform a job. Job specification translates the job description into human qualifications so that a job can be performed in a better manner. Job specification helps in hiring an appropriate person for an appropriate position. The contents are :

1.       Job title and designation

2.       Educational qualifications for that title

3.       Physical and other related attributes

4.       Physique and mental health

5.       Special attributes and abilities

6.       Maturity and dependability

7.       Relationship of that job with other jobs in a concern.

Advantages of Job Specification

1.       It is helpful in preliminary screening in the selection procedure.

2.       It helps in giving due justification to each job.

3.       It also helps in designing training and development programmes.

4.       It helps the supervisors for counseling and monitoring performance of employees.

5.       It helps in job evaluation.

6.       It helps the management to take decisions regarding promotion, transfers and giving extra benefits to the employees. 

From the above advantages, we can justify the importance of job analysis and it’s related products. Both job description as well as job specification are important for personnel manager in personnel management function. Therefore, job analysis is considered to be the primary tool of personnel management.

2. Announcement of the job position: when there is a position vacant in the organization, company announce or declares the position by the help of news papers, by the help of internet, by the help of job sites, by the help of various consulting sources and also they disclose the position by the help of television and radio channels if there is an urgent requirement in the company.

3  3. Acceptance of the application forms: The application forms which the number of candidates have applied when they sent to the company in the following given address in this major sources for being in touch then they accept few of the forms they feel is suitable as per the job experience of the candidate, as per the residents / address of the candidate and so on. The application forms get selected if the person matches all the criteria of the company and fulfills all the requirements.

Selection?

This process helps the company in filling the suitable employees with suitable positions to perform the task and duties in the organization. Selection is not same as recruitment because it talks about choosing the best and the right candidate for the position, for the vacancy and for the organization. It requires the candidate should possess skills, abilities, knowledge, eligibility, qualification and many more.

What are the tools applied in the selection process?

The selection process has various tools applied:

• Screening tests of the candidates
• Screening of the application
• Preliminary Interview
• Written tests / Process of examination 
• HR rounds / Employment face to face interview 
• Medical process 
• Refrence che
• Letter of appointment

These are the basic nine steps a company basically applies or follows to go through the process of selection. This process requires very hard core knowledge, abilities and skills so that the right candidate who deserves the job can get the job offer and not the one who does not deserve this offer.

Now slowly I’ll explain about all these terms in a brief so it will be easy for the HR lovers to understand the terms and concepts easily in a precise way.

1.      Screening tests of the candidates: When company accepts the application forms of few candidates, he wants to meet with the people he have selected or talk with the people through phone for their screening tests so they start making them a call for further process and define about the company and brief the candidates with all the necessary details and also about the position.

2.      Screening of the application: When the company feels that some of the resume is not matching the minimum requirements of the position in the company, they screen those resumes as per the minimum qualification, minimum experience or minimum knowledge and so on.

3.      Preliminary Interviews- It is used to eliminate those candidates who do not meet the minimum eligibility 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.

5.      Written tests / Process of examination: When the company calls the candidates and select few of them for the written tests as per their process, as per their knowledge and also as per the number of position available in the company, they call up candidates for giving the written interview so they can judge more about the candidates suitability and candidate’s stability in the organization.

6.      HR rounds / Employment face to face interview: After they select few of the candidates for the HR rounds which is basically known as the final round in the company where one thinks and feel that they will now got selected but it is exactly not like that because company has now also lot of tests left and exams left where they can reject you if you lose your level of confidence and patience so they focus on HR round basically to know about the expectation level of the employees, to understand the employee and also to know about its joining period or notice period.

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

8.      Reference check: A reference check is made about the candidate selected and then finally he is appointed by giving a formal appointment letter.

9.      Letter of appointment: After clearance of all the tests, the candidate who passes successfully with all the tests, with all the criteria gets an offer letter and known as the employee now rather than candidate.

Importance of Recruitment and Selection Process

· Attract and encourage more and more candidates to apply in the organisation. ·  Create a talent pool of candidates to enable the selection of best candidates for the organisation. ·  Determine present and future requirements of the organization in conjunction with its personnel planning and job analysis activities. ·  Recruitment is the process which links the employers with the employees. ·  Increase the pool of job candidates at minimum cost.

·  Help increase the success rate of selection process by decreasing number of visibly under qualified or overqualified job applicants. ·  Help reduce the probability that job applicants once recruited and selected will leave the organization only after a short period of time. ·  Meet the organizations legal and social obligations regarding the composition of its workforce. ·  Begin identifying and preparing potential job applicants who will be appropriate candidates. ·  Increase organization and individual effectiveness of various recruiting techniques and sources for all types of job applicants