Objectives:

At the end of the module, the students should be able to:

1. Understand why and how companies benefit from proper recruiting and selecting
applicants suited for the job.

2. Know the importance of proper recruitment and selection process.

Module 3

RECRUITMENT AND SELECTION OF EMPLOYEES

Introduction

Recruitment is a key responsibility of the HR department. While HR works in

many areas including employee engagement, employee development, statutory
compliance, data management and many others, one of the key areas of focus for HR is
to attract, select and onboard suitable candidates for the organization.

Why do we need an appropriate Recruitment and Selection process?

Recruitment is the process of attracting qualified candidates for a job role and
Selection is the process of identifying and selecting the right candidate for that job.

The contributions of each employee play a pivotal role in the sustenance and
growth of a business. Hence, it is extremely important to select the right person for the
job. The same way as a square peg does not fit in a round hole, a bad hire can affect
the overall business outcomes.

The impact to your business when you hire the wrong candidate is often much
more than not hiring a person at all. Recruitment is not only an operational activity but a
key strategic activity for the business. Accordingly, there is a need for developing a
strong recruitment and selection process.

The right process reflects on your company’s professionalism and portrays your
organization’s maturity in attracting and hiring the right talent. An effective process
helps in creation of a talent pool in a proactive manner, thus assisting in meeting the
medium-term and long-term business objectives.
 Recruiting involves multiple stakeholders including senior level employees in
your company and can cost a lot in terms of time and money. Consequently, one needs
to ensure that the process is well defined and optimized to meet the needs of all
stakeholders.

THE NATURE OF RECRUITMENT

Recruitment methods differ from one company to another. While large

companies use highly developed and complex methods, small companies cannot afford
costly and extravagant methods, so, they use simpler processes such as flyers, joining
job fairs, referral from relatives and friends, etc.

Employee Hiring

Hiring employees is a process which is vital to the success of a business, and as

most successful small business owners know, the hiring process does not begin with
the interview and end with the job offer. Rather, it involves planning and considering the
job prior to an interview, recruiting and interviewing wisely to bring in the right person,
and providing new workers with an orientation that enables them to get off to a strong
start with the company.

1. Determine the present and future requirements of the organization in conjunction

with its personnel planning and job analysis activities.

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

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

4. Help reduce the probability that job applicants, once recruited and selected, will
leave the organization only after a short period of time.

5. Meet the organization’s legal and social obligations regarding the composition of
its work force.

6. Begin identifying and preparing potential job applicants who will be appropriate
candidates.

7. Increase organizational and individual effectiveness in the short term and long
term.

8. Evaluate the effectiveness of various recruiting techniques and sources for all
types of job applicants.
THE RECRUITMENT PROCESS

Recruitment refers to the process of identifying and attracting jobseekers so as

build a pool of qualified job applicants for filling up the vacant positions in an
organization. It is a core function of Human Resource Management. It is the process of
choosing the right person for the right position and at the right time.
The process comprises five related stages, namely, a) planning, b) strategic
development, c) searching, d) screening, e) evaluation and control. The recruitment
process is an important part of human resource management (HRM). It isn’t done
without proper strategic planning.  

The ideal recruitment program is the one that attracts a relatively larger number
of qualified applicants who will survive the screening process and accept positions with
the organization, when offered.

Thus, individuals responsible for the recruitment process must know how many
and what types of employees are needed, where and how to look for individuals with the
appropriate qualifications and interests, what documents to use (or avoid) for various
types of group of applicants, how to distinguish applicants who are not qualified and
how to evaluate their work.

The basis of the forecast will be the annual budget of the organization and the
short- to long-term plans of the organization—for example, the possibility of expansion.
In addition to this, the organizational life cycle will be a factor. Forecasting is based on
both internal and external factors.

Internal factors include the following:

1.1. Budget constraints

2. Expected or trend of employee separations
3. Production levels
4. Sales increases or decreases
5. Global expansion plans

External factors might include the following:

1. Changes in technology
2. Changes in laws
3. Unemployment rates
4. Shifts in population
5. Shifts in urban, suburban, and rural areas
6.1. Competition
 Once the forecasting data are gathered and analyzed, the HR professional can
see where gaps exist and then begin to recruit individuals with the right skills, education,
and backgrounds.

THE SOURCES OF RECRUITMENT

1. Internal Sources

a. Promotions

The promotion policy is followed as a motivational technique for the

employees who work hard and show good performance. Promotion results
in enhancements in pay, position, responsibility and authority. The important
requirement for implementation of the promotion policy is that the terms,
conditions, rules and regulations should be well-defined.

b. Retirements

The retired employees may be given the extension in their service in

case of non-availability of suitable candidates for the post.

c. Former employees

Former employees who had performed well during their tenure may be
called back, and higher wages and incentives can be paid to them.

d. Transfer

Employees may be transferred from one department to another

wherever the post becomes vacant.

e. Internal advertisement

The existing employees may be interested in taking up the vacant jobs.

As they are working in the company since long time, they know about the
specification and description of the vacant job. For their benefit, the
advertisement within the company is circulated so that the employees will be
intimated.
 Benefits of Internal Sources of Recruitment

i. The existing employees get motivated.

ii. Cost is saved as there is no need to give advertisements about the

vacancy.

iii. It builds loyalty among employees towards the organization.

iv. Training cost is saved as the employees already know about the nature
of job to be performed.

v. It is a reliable and easy process.

2. External Sources

a. Press advertisement

A wide choice for selecting the appropriate candidate for the post is
available through this source. It gives publicity to the vacant posts and the
details about the job in the form of job description and job specification are
made available to public in general.

b. Campus interviews

It is the best possible method for companies to select students from

various educational institutions. It is easy and economical. The company
officials personally visit various institutes and select students eligible for a
particular post through interviews. Students get a good opportunity to prove
themselves and get selected for a good job.

c. Placement agencies

A databank of candidates is sent to organizations for their selection

purpose and agencies get commission in return.

d. Employment exchange

People register themselves with government employment exchanges

with their personal details. According to the needs and request of the
organization, the candidates are sent for interviews.
 e. Walk in interviews

These interviews are declared by companies on the specific day and

time and conducted for selection.

f. E-recruitment

Various sites such as jobs.com, naukri.com, and monster.com are the

available electronic sites on which candidates upload their resume and seek
the jobs.

g. Competitors

By offering better terms and conditions of service, the human resource

managers try to get the employees working in the competitor’s organization.

Benefits of External Sources of Recruitment

i. New talents get the opportunity.

ii. The best selection is possible as a large number of candidates apply for
the job.

iii. In case of unavailability of suitable candidates within the organization, it

is better to select them from outside sources.

IMPORTANCE OF SELECTION

Employee selection in human resource management is critical to a company's

success. This is particularly true in small businesses, where employee contributions
have a higher level of impact on the company's fortunes. Developing a strong HR
selection process can help ensure that your company hires competent, loyal
employees who help you to reach your business goals.

Good Hires Are Good Business

In small businesses with few employees, everybody's contributions are critical.

When an employee performs poorly, either due to a poor work ethic or skills mismatch,
the entire company suffers.

All businesses need to establish human resources policies and procedures that
ensure that the right person is selected for each job within the company. These
processes should be created and reviewed against current best practice standards
within the human resource management community.
Improved Employee Morale

When hiring a new employee, it is important to consider the impact of that hire
on the rest of your staff. An employee with poor work habits or who is incompetent will
slow down productivity and creates more work for the rest of your employees.

It is important to note, however, that even a highly skilled and competent worker
may not fit in with the rest of your staff. Consider your office culture and the
personalities of your best employees. When talking to applicants, consider whether
they will be able to adapt to your way of doing business. Personality conflicts can
transform a productive workplace into a toxic environment that negatively affects your
business.

Employee Turnover Is Expensive

Hiring a poor worker or a worker with moderate or low quality in performance

will eventually cost your company money. These losses are the result of multiple
factors, including:

1. Poor performance. When an employee can’t, or won’t do his job correctly,

mistakes are made, the pace of work slows down and opportunities are missed.

2. Reduced morale.  A discouraged and frustrated staff is less productive than a

staff that's challenged and engaged.

3. Staff losses.  You will likely need to fire the employee, and to start the hiring
process anew. You may also lose other good workers, as a result of morale
issues.
Some experts place the cost of employee turnover at 33% of a worker’s salary.
This figure reflects the costs of hiring and training replacements. The importance
of selection processes cannot be overstated: Rushing to hire someone just
because a job position needs to be filled often results in a poor hiring decision.

Ways to Improve Selection and Retention

Good hires don't happen by accident. Instead, the most successful companies
develop strong recruitment and orientation processes. Here are some ideas:

1. Understand the job role.  How do you – and the rest of your team – understand
the role for which you are hiring? It's difficult to hire for a position, if nobody
understands what the person in that position will do, what is expected of him and
what that person will need to achieve. Work with your team to write a job
description, along with interview questions that are relevant to the skills needed
for the job.
 2. Don't rely on one-on-one interviews.  Instead, ask multiple people in your
office to speak with a candidate. When possible, have these folks interview the
candidate multiple times. Multiple perspectives provide a more holistic
understanding of the candidates.

3. Consider compatibility.  Don't overlook red flags about a candidate's

personality or character, simply because he has the skills or experience that you
are looking for. Check out the candidate's social media platforms and check
references. If you suspect that this person won't fit in at your office, move on to
the next applicant.

4. Develop a robust onboarding process.  Even very strong candidates can

become frustrated if they are not provided with a quality onboarding process.
Develop a plan for orienting a new hire to your company and culture, and create
processes for training and assessment.

THE SELECTION PROCESS

The most important job of human resource is recruitment and selection. HR

departments can even improve their employee retention rate if their recruitment and selection
methods are performed efficiently since hiring the right employee for the right position can
reduce the rate of employee turnover and improve morale by promoting from within when
appropriate. There are many steps in the recruitment and selection process, but they are
necessary for ensuring that the ideal candidate is hired for the position.

1. Identify Your Hiring Needs

Before you go about hiring someone, you need to know that there's actually
a position for them to fill. That's why the first step of recruitment is
to recognize that there's either a vacant position at the company or you need to
create a new position.

In large companies, this may begin with a requisition for recruitment being
filed by a manager who needs a new employee. This document will detail the
required duties, responsibilities, qualifications and desired experience related to
the position. The sourcing manager will then determine if the position
is actually necessary and if it is, whether it should be full or part time and
permanent or temporary.

In smaller companies, the owner or department head may simply tell the HR
manager that he'd like to hire for a position and if he has any specific
requirements for the position or the potential job candidate.
2. Analyze the Position

While a requisition for recruitment may have some details about the position
and the desired candidate, it's important to know the full extent of everything
required for the job.

That's where the job analysis comes in. This process should look at similar
positions at other companies, past job analysis for the business and information
from former employee's exit interviews in order to know what work environment,
duties, responsibilities, skills, abilities and experience are necessary for the
position.

You'll need these details to create the job description, person specifications,
recruitment methods and interview questions, as well as to decide on the proper
pay, benefits and training program for the employee. It can even be used for
performance appraisals in the years to come.

3. Evaluation, Description and Person Specifications

Once you have the job analysis, you can use this information for your
evaluation, description and person specifications, which are all necessary before
you can create a job listing. The job evaluation requires looking at similar
positions in your company and at similar local jobs in the area to come up with a
fair pay range and benefits package.

The job description should cover everything a person needs to do and what
tools they'll use to perform their duties.

This should include the job title, location, a simplified summary of the

responsibilities and specific duties. You may also choose to include details about
special machines, materials, working conditions, equipment or health hazards
that are associated with the position as well as who the new recruit will be
reporting to.

The person specifications are to the new employee what the job description
is to the vacancy. In other words, it lays out everything you hope to see in an
ideal prospective applicant. This should include a candidate's qualifications,
work experience, skills, education, training and even traits that could make them
fit in well, such as a good personality, positive outlook, ability to handle stress,
etc.

4. Develop a Recruitment Strategy

Your recruitment strategy is how and where you plan to source applicants
 for the position, starting with whether you'd like to hire internally or externally.

Internal sourcing involves recruiting from former employees, applicants and

employee referrals, or promoting or transferring current employees. The majority
of positions are filled through external recruiting sources, such as job sites,
employment agencies, headhunters, job fairs, professional associations, etc.

Unfortunately, if you promote or transfer an existing employee, you'll also

have to fill her former position, and by only looking at internal sources, you may
be limiting your applicant pool and miss the opportunity to find a truly outstanding
employee.

Public recruitment strategies can open you up to the largest candidate pool,
but you may end up with far more unqualified applicants. Therefore, you'll need
to do more work to create an intriguing and interesting job listing that includes
the information from your job description and person specs. It's critical that you
have someone proofread your ads to make sure they're grammatically and
factually correct as well as free from anything that could be interpreted as
discriminatory, especially if you wrote your listing in a unique or fun way.
Whether you recruit publicly or privately, internally or externally, it is also of the
utmost importance that your recruitment strategy is fair, professional and
unbiased.

5. Go Through the Applications

Once you start getting applications, you need to start thinning out the pool
of applicants, which means you've entered the selection phase of the process. It
can be very time consuming to manually review each application to see if they
meet your mandatory skills, education and experience, or even just to briefly
review that they meet the minimum requirements, which is why many companies
use software that automatically reviews resumes for keywords associated with
the vacancy.

If you just quickly scanned the resumes or used a keyword scanner, you'll
then need to further review the resumes, cover letters and applications that made
it through your first review. Be sure to look for disqualifying factors, such as
unexplained gaps in employment history, insufficient qualifications, poor
grammar or spelling, etc.

You may choose to verify your applicant's references at this point, or you
may choose to wait until you have short-listed the candidates in order to call as
few people as possible.
6. Conduct Interviews and Tests

When you've eliminated the majority of applications, it's time to  schedule

interviews with the remaining candidates. The initial interviews should ideally be
conducted over the phone or through a video chat service in order to minimize
the impact on your applicants since this is only the first round. This interview
should be quick and merely verify your prospect's credentials, ability to speak
professionally and their continued availability.

You can also easily determine whether you like an applicant's attitude and
his ability to answer questions about the position during the call. While not all
positions or companies require pre-employment skills tests, if you want to
conduct such tests, you should wait until after the initial interview and only test
those who passed.

7. Conduct a Final Interview

Once the initial interview and any pre-employment tests are complete, you
should have the information you need to shortlist the top candidates for the
position. This list should ideally have around five to 10 people, although it is OK
if you have only two or three standout candidates you feel very confident in.

After you've finished your shortlist, schedule interviews with these top
prospects. These should ideally be in person, although mitigating circumstances
may require a video interview in some cases. The hiring manager, department
manager and anyone the employee may work particularly closely with should be
present.

Everyone involved should be able to ask questions and submit their notes
and recommendations to the hiring manager after all interviews are completed.

8. Finish the Hiring Process

The hiring manager or department head should make the final choice on
who to hire based on the prospect's resume, cover letter, application, initial
interview, pre-employment tests, final interviews, references and any other
relevant information.

Once the selection has been made, the newly hired should be asked to
perform any pre-employment clearance tests, such as drug tests or medical
checkup. As long as everything works out, the candidate can be sent a job offer
and he may accept and set a start date or begin salary negotiations. At this
 point, the new hire process begins, and the recruitment and selection process is
nearly closed.

9. Evaluate the Process

Before recruitment and selection is fully complete, it is important to evaluate

the effectiveness of your current process.

You should consider how long the position was open and the time and costs
of filling the vacancy, including any payments you made to recruiters, agencies
or advertising costs. It is critical to determine if the process could be made  more
effective or less expensive because recruitment is notably time consuming and
costly, so your experience can help you when you need to hire another
employee.

SAQ 3

1. Identify and discuss the internal and external sources of recruitment.

2. Discuss the benefits of internal and external sources of recruitment.

3. Identify the selection process.

ASAQ 3

1. Identify and discuss the internal and external sources of recruitment.

a. Internal Sources

i. Promotions

The promotion policy is followed as a motivational technique for the

employees who work hard and show good performance. Promotion results
in enhancements in pay, position, responsibility and authority. The important
requirement for implementation of the promotion policy is that the terms,
conditions, rules and regulations should be well-defined.

ii. Retirements
 The retired employees may be given the extension in their service in
case of non-availability of suitable candidates for the post.

iii. Former employees

Former employees who had performed well during their tenure may be
called back, and higher wages and incentives can be paid to them.

iv. Transfer

Employees may be transferred from one department to another

wherever the post becomes vacant.

v. Internal advertisement

The existing employees may be interested in taking up the vacant jobs.

As they are working in the company since long time, they know about the
specification and description of the vacant job. For their benefit, the
advertisement within the company is circulated so that the employees will be
intimated.

b. External Sources

i. Press advertisement

A wide choice for selecting the appropriate candidate for the post is
available through this source. It gives publicity to the vacant posts and the
details about the job in the form of job description and job specification are
made available to public in general.

ii. Campus interviews

It is the best possible method for companies to select students from

various educational institutions. It is easy and economical. The company
officials personally visit various institutes and select students eligible for a
particular post through interviews. Students get a good opportunity to prove
themselves and get selected for a good job.

iii. Placement agencies

A databank of candidates is sent to organizations for their selection

purpose and agencies get commission in return.

iv. Employment exchange

 People register themselves with government employment exchanges
with their personal details. According to the needs and request of the
organization, the candidates are sent for interviews.

v. Walk in interviews

These interviews are declared by companies on the specific day and

time and conducted for selection.

vi. E-recruitment

Various sites such as jobs.com, naukri.com, and monster.com are the

available electronic sites on which candidates upload their resume and seek
the jobs.

vii. Competitors

By offering better terms and conditions of service, the human resource

managers try to get the employees working in the competitor’s organization.

2. Discuss the benefits of internal and external sources of recruitment.

a. Benefits of Internal Sources of Recruitment

i. The existing employees get motivated.

ii. Cost is saved as there is no need to give advertisements about the

vacancy.

iii. It builds loyalty among employees towards the organization.

iv. Training cost is saved as the employees already know about the nature
of job to be performed.

v. It is a reliable and easy process.

b. Benefits of External Sources of Recruitment

i. New talents get the opportunity.

ii. The best selection is possible as a large number of candidates apply for
the job.

iii. In case of unavailability of suitable candidates within the organization, it

 is better to select them from outside sources.

3. Identify the selection process.

a. Identify Your Hiring Needs

b. Analyze the Position
c. Evaluation, Description and Person Specifications
d. Develop a Recruitment Strategy
e. Go Through the Applications
f. Conduct Interviews and Tests
g. Conduct a Final Interview
h. Finish the Hiring Process
i. Evaluate the Process
Activity No. 1

Republic of the Philippines

UNIVERSITY OF RIZAL SYSTEM
Morong Campus

Project in TEC 1
(Human Resource Management)

_______________________________________
(Name / Year & Section)

________________________________________
TEC 1 Professor

_______________________
 Date

Republic of the Philippines

UNIVERSITY OF RIZAL SYSTEM
Morong, Rizal

TEC 1 – HUMAN RESOURCE MANAGEMENT

Name: _______________________________ Yr/Sec: ___________ Date: _________

Conduct online interview to two employees working in private and public agencies.

A PROFILE OF EMPLOYEE
.
1. Name : _____________________________________________________

2. Age : _________ 3. Civil Status : _______________________

4. Gender : _____________________________________________________

B EMPLOYMENT STATUS
.
1. Name of Company : ________________________________________
(Public / Private)

2. Address of Company : ________________________________________

3. Position : ________________________________________

4. Status of Appointment : ________________________________________

5. When Employed : ________________________________________

6. Years in the Service : ________________________________________

C INTRODUCTION (Discuss something about Recruitment and Selection, e.g.,

. 1) Definition, 2) Recruitment process, 3) Proper selection process, etc.

__________________________________________________________________
 __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

D PROCESS OF RECRUITMENT AND SELECTION FROM THEIR COMPANY

.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

E. ANALYSIS OF THE RESULT OF THE INTERVIEW

(Difference on the Process of Recruitment and Selection between Public and
Private Company)

__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
 __________________________________________________________________
__________________________________________________________________

REFERENCES:

1. SHRM.org: Recruitment and Selection Process

2. Forbes.com: Companies Need To Know The Dollar Cost Of Employee Turnover

3. HRDive.com: Study: Turnover costs employers $15,000 per worker

4. Forbes: 6 Tips For Hiring The Right Employee

5. IIDMGlobal.com: Top 10 Employee Selection Mistakes ... And Solutions

6. Business Case Studies: Recruitment and selection

7. Tutorials Point: Recruitment Process

8. Tutorials Point: What is Selection

9. EMPX Track: Recruitment And Selection – The Most Important HR Function

10 Recruit Loop: 5 Reasons You Need A Recruitment And Selection Policy

.

11 My Venture Pad: Internal and External Sources of Recruitment

.

12 HR Help Board: Purpose of Recruitment

.

13 Top Echelon: What Is the Recruitment and Selection Process?

 .

14 http://www.managementstudyhq.com
.