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Recruitment, Selection and appointment

Contents: (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
65

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 companys
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:
Companys pay package
Quality of work life
Organizational culture
Career planning and growth
Companys size
Companys product and service
Companys 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 Exchanges
Professional or Trade Associations / Consultants
Campus Recruitment
Walk-ins and Write-ins
Contractors
Competitors
E-Recruitment (Job portals)


Recruitment Process:
Evaluation and Control
Job
Analysis
Job
Vacancies
Personnel
Planning
Recruitment
Planning
(Numbers,
Types)
Employee
Requisition
Strategy
Development
(Sources, Where,
How and When)
Applicant
Population
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 Offer
Evaluation
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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 Test
Work Sample Test
3. Situational Tests:
Group Discussion
In Basket
5. Personality Tests:
Objective Test
Projective 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
applicants 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. Its 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
Companys 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 employees confidence.
Gives companys 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.

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