Margin: Left 35 mm, Right 20mm, Top 35mm, Bottom 20mm - Done

Fonts: Times New Roman, 12 font size, 1.5 spacing

RECRUTIMENT AND SELECTION

RAMIT SHARMA
ROLL NUMBER:

GUIDANCE BY:

SCDL, 2014
PREFACE

Recruitment and Selection is an important operation in HRM, designed to maximize

employee strength in order to meet the employer's strategic goals and objectives. In short,
Recruitment and Selection is the process of sourcing, screening, shortlisting and selecting the
right candidates for the filling the required vacant positions.

These are preliminary and core function of every establishment that helps organization to
achieve the objectives through manpower. Finding and selecting the right candidates is not as
easy to put anyone in the molding machine to get desired results. It is very lengthy,
knowledge base and other relevant factors that decide the selection of candidates from the
pool of candidates.

Recruitment is the first and selection is the end process of hiring/making offer to an
employee. Recruitment is work as a pipeline to put inputs in the machine and selection gives
the end results of the whole process of hiring.
OBJECTIVE OF THE STUDY

The main objectives for undertaking this project are:

- To understand the internal Recruitment process in the organization.

- To identify areas where there can be a scope for improvement.
- To give suitable recommendation to streamline the hiring process.
- To develop practical knowledge with theoretical aspects.
- To know about the importance of recruitment and selection.
- To find out better process of recruitment.
- To know about the role of recruitment.
RECRUTIMENT

What is recruitment: Recruitment is a process of identifying, screening, shortlisting and

hiring potential resource for filling up the vacant positions in an organization. It is a core
function of Human Resource Management.

Recruitment is the process of choosing the right person for the right position and at the right
time. Recruitment also refers to the process of attracting, selecting, and appointing potential
candidates to meet the organizations resource requirements.

Recruitment Process:

Recruitment is a process of finding and attracting the potential resources for filling up the
vacant positions in an organization. It sources the candidates with the abilities and attitude,
which are required for achieving the objectives of an organization.

Recruitment process is a process of identifying the jobs vacancy, analyzing the job
requirements, reviewing applications, screening, shortlisting and selecting the right candidate.

To increase the efficiency of hiring, it is recommended that the HR team of an organization

follows the five best practices (as shown in the following image). These five practices ensure
successful recruitment without any interruptions. In addition, these practices also ensure
consistency and compliance in the recruitment process.

Recruitment process is the first step in creating a powerful resource base. The process
undergoes a systematic procedure starting from sourcing the resources to arranging and
conducting interviews and finally selecting the right candidates.

Recruitment Planning
Recruitment planning is the first step of the recruitment process, where the vacant positions
are analyzed and described. It includes job specifications and its nature, experience,
qualifications and skills required for the job, etc.

A structured recruitment plan is mandatory to attract potential candidates from a pool of

candidates. The potential candidates should be qualified, experienced with a capability to take
the responsibilities required to achieve the objectives of the organization.
Identifying Vacancy
The first and foremost process of recruitment plan is identifying the vacancy. This process
begins with receiving the requisition for recruitments from different department of the
organization to the HR Department, which contains

Number of posts to be filled

Number of positions
Duties and responsibilities to be performed
Qualification and experience required
When a vacancy is identified, it the responsibility of the sourcing manager to ascertain
whether the position is required or not, permanent or temporary, full-time or part-time, etc.
These parameters should be evaluated before commencing recruitment. Proper identifying,
planning and evaluating leads to hiring of the right resource for the team and the
organization.

Job Analysis
Job analysis is a process of identifying, analyzing, and determining the duties,
responsibilities, skills, abilities, and work environment of a specific job. These factors help in
identifying what a job demands and what an employee must possess in performing a job
productively.

Job analysis helps in understanding what tasks are important and how to perform them. Its
purpose is to establish and document the job relatednessof employment procedures such as
selection, training, compensation, and performance appraisal.

The following steps are important in analyzing a job

Recording and collecting job information

Accuracy in checking the job information
Generating job description based on the information
Determining the skills, knowledge and skills, which are required for the job
The immediate products of job analysis are job descriptions and job specifications.

Job Description
Job description is an important document, which is descriptive in nature and contains the final
statement of the job analysis. This description is very important for a successful recruitment
process.

Job description provides information about the scope of job roles, responsibilities and the
positioning of the job in the organization. And this data gives the employer and the
organization a clear idea of what an employee must do to meet the requirement of his job
responsibilities.

Job description is generated for fulfilling the following processes

Classification and ranking of jobs

Placing and orientation of new resources
Promotions and transfers
Describing the career path
Future development of work standards
A job description provides information on the following elements

Job Title / Job Identification / Organization Position

Job Location
Summary of Job
Job Duties
Machines, Materials and Equipment
Process of Supervision
Working Conditions
Health Hazards
Job Specification
Job specification focuses on the specifications of the candidate, whom the HR team is going
to hire. The first step in job specification is preparing the list of all jobs in the organization
and its locations. The second step is to generate the information of each job.

This information about each job in an organization is as follows

Physical specifications
Mental specifications
 Physical features
Emotional specifications
Behavioral specifications
A job specification document provides information on the following elements

Qualification
Experiences
Training and development
Skills requirements
Work responsibilities
Emotional characteristics
Planning of career
Job Evaluation
Job evaluation is a comparative process of analyzing, assessing, and determining the relative
value/worth of a job in relation to the other jobs in an organization.

The main objective of job evaluation is to analyze and determine which job commands how
much pay. There are several methods such as job grading, job classifications, job ranking,
etc., which are involved in job evaluation. Job evaluation forms the basis for salary and wage
negotiations.

Recruitment Strategy
Recruitment strategy is the second step of the recruitment process, where a strategy is
prepared for hiring the resources. After completing the preparation of job descriptions and job
specifications, the next step is to decide which strategy to adopt for recruiting the potential
candidates for the organization.

While preparing a recruitment strategy, the HR team considers the following points

Make or buy employees

Types of recruitment
Geographical area
Recruitment sources
The development of a recruitment strategy is a long process, but having a right strategy is
mandatory to attract the right candidates. The steps involved in developing a recruitment
strategy include

Setting up a board team

Analyzing HR strategy
Collection of available data
Analyzing the collected data
Setting the recruitment strategy
Searching the Right Candidates
Searching is the process of recruitment where the resources are sourced depending upon the
requirement of the job. After the recruitment strategy is done, the searching of candidates will
be initialized. This process consists of two steps

Source activation Once the line manager verifies and permits the existence of the
vacancy, the search for candidates starts.

Selling Here, the organization selects the media through which the communication
of vacancies reaches the prospective candidates.

Searching involves attracting the job seekers to the vacancies. The sources are broadly
divided into two categories: Internal Sources and External Sources.

Internal Sources
Internal sources of recruitment refer to hiring employees within the organization through

Promotions
Transfers
Former Employees
Internal Advertisements (Job Posting)
Employee Referrals
Previous Applicants
External Sources
External sources of recruitment refer to hiring employees outside the organization through
 Direct Recruitment
Employment Exchanges
Employment Agencies
Advertisements
Professional Associations
Campus Recruitment
Word of Mouth
Screening / Shortlisting
Screening starts after completion of the process of sourcing the candidates. Screening is the
process of filtering the applications of the candidates for further selection process.

Screening is an integral part of recruitment process that helps in removing unqualified or

irrelevant candidates, which were received through sourcing. The screening process of
recruitment consists of three steps

Reviewing of Resumes and Cover Letters

Reviewing is the first step of screening candidates. In this process, the resumes of the
candidates are reviewed and checked for the candidates education, work experience, and
overall background matching the requirement of the job

While reviewing the resumes, an HR executive must keep the following points in mind, to
ensure better screening of the potential candidates

Reason for change of job

Longevity with each organization
Long gaps in employment
Job-hopping
Lack of career progression
Conducting Telephonic or Video Interview
Conducting telephonic or video interviews is the second step of screening candidates. In this
process, after the resumes are screened, the candidates are contacted through phone or video
by the hiring manager. This screening process has two outcomes

It helps in verifying the candidates, whether they are active and available.
 It also helps in giving a quick insight about the candidates attitude, ability to answer
interview questions, and communication skills.

Identifying the top candidates

Identifying the top candidates is the final step of screening the resumes/candidates. In this
process, the cream/top layer of resumes are shortlisted, which makes it easy for the hiring
manager to take a decision. This process has the following three outcomes

Shortlisting 5 to 10 resumes for review by the hiring managers

Providing insights and recommendations to the hiring manager
Helps the hiring managers to take a decision in hiring the right candidate
Evaluation and Control
Evaluation and control is the last stage in the process of recruitment. In this process, the
effectiveness and the validity of the process and methods are assessed. Recruitment is a costly
process, hence it is important that the performance of the recruitment process is thoroughly
evaluated.

The costs incurred in the recruitment process are to be evaluated and controlled effectively.
These include the following

Salaries to the Recruiters

Advertisements cost and other costs incurred in recruitment methods, i.e., agency fees.

Administrative expenses and Recruitment overheads

Overtime and Outstanding costs, while the vacancies remain unfilled

Cost incurred in recruiting suitable candidates for the final selection process

Time spent by the Management and the Professionals in preparing job description, job
specifications, and conducting interviews.

Finally, the question that is to be asked is, whether the recruitment methods used are valid or
not? And whether the recruitment process itself is effective or not? Statistical information on
the costs incurred for the process of recruitment should be effective.

or any organization, recruitment is a crucial part of developing and maintaining an effective

and efficient team. A good recruitment strategy will cut down the wastage of time and
money, which would have incurred for extensive training and development of unqualified
resources.

Have you ever thought of, how a recruiter finds the right candidates? Recruiters use different
methods to source, screen, shortlist, and select the resources as per the requirements of the
organization. Recruitment types explain the means by which an organization reaches
potential job seekers.

In this chapter, we will shed some light on the secrets of hiring and recruiting methods, used
by the recruiters. Recruitment is broadly classified into two different categories Internal
Sources and External Sources.

Internal Sources of Recruitment

Internal sources of recruitment refer to hiring employees within the organization internally. In
other words, applicants seeking for the different positions are those who are currently
employed with the same organization.

At the time recruitment of employees, the initial consideration should be given to those
employees who are currently working within the organization. This is an important source of
recruitment, which provides the opportunities for the development and utilization of the
existing resources within the organization.
Internal sources of recruitment are the best and the easiest way of selecting resources as
performance of their work is already known to the organization. Let us now discuss more on
the various internal sources of recruitment.

Promotions
Promotion refers to upgrading the cadre of the employees by evaluating their performance in
the organization. It is the process of shifting an employee from a lower position to a higher
position with more responsibilities, remuneration, facilities, and status. Many organizations
fill the higher vacant positions with the process of promotions, internally.

Transfers
Transfer refers to the process of interchanging from one job to another without any change in
the rank and responsibilities. It can also be the shifting of employees from one department to
another department or one location to another location, depending upon the requirement of
the position.

Lets take an example to understand how it works. Assume there is a finance company called
ABC Ltd. Having two branches, Branch-A and Branch-B, and an employee from Branch-A
resigned from his job responsibilities. Hence, this position has to be filled for the continuation
of the project in Branch-A.

In this scenario, instead of searching or sourcing new candidates, which is time consuming
and expensive, there is a possibility of shifting an employee from Branch-B to Branch-A,
depending upon the project requirements and the capabilities of that respective employee.
This internal shifting of an employee from one branch to another branch is called as Transfer.

Recruiting Former Employees

Recruiting former employees is a process of internal sources of recruitment, wherein the
exemployees are called back depending upon the requirement of the position. This process is
costeffective and saves plenty of time. The other major benefit of recruiting former
employees is that they are very well versed with the roles and responsibilities of the job and
the organization needs to spend less on their training and development.

Internal Advertisements (Job Posting)

Internal Advertisements is a process of posting/advertising jobs within the organization. This
job posting is an open invitation to all the employees inside the organization, where they can
apply for the vacant positions. It provides equal opportunities to all the employees working in
the organization. Hence, the recruitment will be done from within the organization and it
saves a lot of cost.

Employee Referrals
Employee referrals is an effective way of sourcing the right candidates at a low cost. It is the
process of hiring new resources through the references of employees, who are currently
working with the organization. In this process, the present employees can refer their friends
and relatives for filling up the vacant positions.

Organizations encourage employee referrals, because it is cost effective and saves time as
compared to hiring candidates from external sources. Most organizations, in order to motivate
their employees, go ahead and reward them with a referral bonus for a successful hire.

Previous Applicants
Here, the hiring team checks the profiles of previous applicants from the organizational
recruitment database. These applicants are those who have applied for jobs in the past. These
resources can be easily approached and the response will be positive in most of the cases. It is
also an inexpensive way of filling up the vacant positions.

Pros and Cons of Internal Sources of Recruitment

Internal sources of recruitment, i.e., hiring employees within the organization, has its own set
of advantages and disadvantages. The advantages are as follows

It is simple, easy, quick, and cost effective.

No need of induction and training, as the candidates already know their job and
responsibilities.
It motivates the employees to work hard, and increases the work relationship within the
organization.
It helps in developing employee loyalty towards the organization.
The drawbacks of hiring candidates through internal sources are as follows

It prevents new hiring of potential resources. Sometimes, new resources bring

innovative ideas and new thinking onto the table.
It has limited scope because all the vacant positions cannot be filled.
There could be issues in between the employees, who are promoted and who are not.
If an internal resource is promoted or transferred, then that position will remain vacant.
 Employees, who are not promoted, may end up being unhappy and demotivated.
External Sources of Recruitment
External sources of recruitment refer to hiring employees outside the organization externally.
In other words, the applicants seeking job opportunities in this case are those who are
external to the organization.

External employees bring innovativeness and fresh thoughts to the organization. Although
hiring through external sources is a bit expensive and tough, it has tremendous potential of
driving the organization forward in achieving its goals. Let us now discuss in detail the
various external sources of recruitment.

Direct Recruitment
Direct recruitment refers to the external source of recruitment where the recruitment of
qualified candidates are done by placing a notice of vacancy on the notice board in the
organization. This method of sourcing is also called as factory gate recruitment, as the blue-
collar and technical workers are hired through this process.

Employment Exchanges
As per the law, for certain job vacancies, it is mandatory that the organization provides details
to the employment exchange. Employment exchange is a government entity, where the
details of the job seekers are stored and given to the employers for filling the vacant
positions. This external recruitment is helpful in hiring for unskilled, semi-skilled, and skilled
workers.

Employment Agencies
Employment agencies are a good external source of recruitment. Employment agencies are
run by various sectors like private, public, or government. It provides unskilled, semi-skilled
and skilled resources as per the requirements of the organization. These agencies hold a
database of qualified candidates and organizations can use their services at a cost.

Advertisements
Advertisements are the most popular and very much preferred source of external source of
recruitment. The job vacancy is announced through various print and electronic media with a
specific job description and specifications of the requirements. Using advertisements is the
best way to source candidates in a short span and it offers an efficient way of screening the
candidates specific requirements.
Lets take an example. Assume that there is a Sales Company called XYZ Ltd which has got
a new project of selling a product in a short span of time, as the competition is very high. In
this scenario, choosing the specific recruitment plays a vital role. Here the ideal type of
recruitment which should be chosen is Advertisement.

Advertisement is the best suitable practice for this kind of hiring, because a large volume of
hiring in a short span can be done through Advertisement only. Advertisement is one of the
costliest way to recruit candidates, but when time and number are important, then
advertisement is the best source of recruitment.

Professional Associations
Professional associations can help an organization in hiring professional, technical, and
managerial personnel, however they specialize in sourcing mid-level and top-level resources.
There are many professional associations that act as a bridge between the organizations and
the job-seekers.

Campus Recruitment
Campus recruitment is an external source of recruitment, where the educational institutions
such as colleges and universities offers opportunities for hiring students. In this process, the
organizations visit technical, management, and professional institutions for recruiting
students directly for the new positions.

Word of Mouth Advertising

Word of mouth is an intangible way of sourcing the candidates for filling up the vacant
positions. There are many reputed organizations with good image in the market. Such
organizations only need a word-of-mouth advertising regarding a job vacancy to attract a
large number of candidates.

Pros and Cons of External Sources of Recruitment

External sources of recruitment, i.e., hiring employees outside an organization, has both its
benefits and drawbacks. The benefits are as follows

It encourages new opportunities for job seekers.

Organization branding increases through external sources.
There will be no biasing or partiality between the employees.
The scope for selecting the right candidate is more, because of the large number
candidates appearing.
The disadvantages of recruiting through external sources are as follows

This process consumes more time, as the selection process is very lengthy.
The cost incurred is very high when compared to recruiting through internal sources.
External candidates demand more remuneration and benefits.
To conclude, the HR department should be flexible enough to choose between internal or
external methods of recruitment, depending upon the requirement of the organization.

An interview is a purposeful exchange of ideas, the answering of questions and

communication between two or more persons. Generally, an interview is a process of private
meeting conversation between people, where questions are asked and answered, for obtaining
information about qualities, attitudes, prospectus etc.

An interview refers to a conversation with one or more persons acting as the role of
an interviewer who ask questions and the person who answers the questions acts as the role
of an interviewee.

The primary purpose of an interview is to transfer information from interviewee to

interviewer. Interviews can be either formal or informal, structured or unstructured.
Interviews can be carried out one-to-one or in groups; they can be conducted over telephone
or via video conferencing.

There are different meanings of the word interview, as different scholars defined the term
differently. However, interviews have some basic objectives, which are as follows

Through interviews, recruiters can verify the information obtained through application
forms and tests.

Recruiters can obtain additional information about the candidates which are not
mentioned in the application forms or resumes.

Interviews provides an applicant the information and the necessary facts about the job
and the organization.
 Interviews establish a mutual understanding between the applicant and the
organization.

How to Interview?
Various researches have proved that organizations that spend more time on recruitment have
benefitted greatly in long term. An important thing to do, when you are planning for an
interview is to think, whom you are interviewing and what kind of information you want
from that person. Hence, you should prepare a list of questions, which you want to ask, prior
to conducting an interview.

Interviewing is both an art and a science. Hence, how to interview is a technique that every
HR professional should learn and try to implement.

The following five Ps should be taken into consideration in order to ensure effective
selection and interviewing

Prepare Preparation is the first step of conducting an interview. Prior to interview,

the interviewer should make sure that he/she understands the key elements of the job.
And the interviewer should go through the resume of the candidate for understanding
his/her qualities and efficiencies

Purpose The interviewer should have knowledge about the purpose of the interview,
why he/she is conducting it. The interviewer should project the organization as the
best place to work to the interviewee, which helps in selecting the right candidate.

Performance An interviewer must identify the attitude, attributes, knowledge and

skills of the applicants, who are needed for the success of the organization. If the
requirement is about special education and technical skills, then hiring high-
performing applicants plays an important role.

People Skills The applicant, who comes for an interview, will not be completely
transparent. Hence, it is the job of an interviewer to un-mask the applicant and
discover the inner qualities and skills during the interview. This good practice of
hiring will help in selecting the right candidate for the organization.
 Process Every interviewer should follow a structured interview process to get better
results. A structured process of interview avoids bias and gives equal and fair chance
to all the applicants. The best way for accomplishing this process is by using the
behavioral based questions and situational questions.

Importance of Interview
An interview provides an organization the scope to learn more about the applicants, who
come for an interview, while the applicants get an opportunity to become more familiar with
the demands of a given position. Interviews enable both the parties to exchange information,
ask questions and also help in evaluating the potential for establishing a professional working
relationship with the organization.

Interviews help in gathering a wide range of information about the applicants attitude,
feelings and motivations, which in turn help in the decision-making process to hire the right
candidates.

The following points explain the importance of conducting interviews

Interviews help in selecting the right candidate from a group of applicants, who
applied for a job.

Interviews are a medium to help collect useful information about potential candidates.

Information given in the application form or resume is very less. Recruiters can ask
the candidates to provide an elaborate explanation during the interview.

A good interviewer gives good impression about the organization, which in turn
increases the goodwill of the organization.

Interviews also help in promotions and transfers of the candidates, as per the
requirements of the organization.

Interview Process
Interviewing candidates is the final stage in the recruitment process. Hence, to find the right
person for a specific position, there should be a proper process, that has to be followed for the
right results.
An ideal interview process for selecting the right candidates is as follows

Determine the requirements of the job. Conduct a thorough job analysis.

Prepare a specific job description and a job specification.

Make a plan how and where to find qualified candidates.

Collect and review applications and resumes and from them, select the most potential
and qualified candidates for further proceedings.

Interview the shortlisted candidates based upon the job description and specification.

Verify the candidates background with the references provided by them.

Following such an interview process, the HR department can hire the best possible candidates
for a vacant job position.

Depending up the requirements, situations, locations and time, the interviews are broadly
classified into ten different categories. Recruiters should be knowledgeable enough to
understand which type of interview should be used when.

The ten different types of interviews are as follows

Structured Interview In this type, the interview is designed and detailed in

advance. A structured interview is pre-planned, accurate, and consistent in hiring the
candidates.

Unstructured Interview This type of interview is an unplanned one, where the

interview questionnaire is not prepared. Here, the effectiveness of the interview is
very less and there is a tremendous waste of time and effort of both the interviewer
and the interviewee.

Group Interview In this type of interview, all the candidates or a group of

candidates are interviewed together. Group interviews are conducted to save time
when there is a large number of applications for a few job vacancies. A topic will be
given to discuss among the candidates and the interviewer judges the innovativeness
and behavior of each candidate in the group.
 Depth Interview Depth interview is a semi-structured interview, where the
candidates have to give a detailed information about their education background,
work experience, special interests, etc. And the interviewer takes a depth interview
and tries in finding the expertise of the candidate.

Stress Interview Stress interviews are conducted to discover how a candidate

behaves in stressful conditions. In this type of interview, the interviewer will come to
know whether the candidate can handle the demands of a complex job. The candidate
who maintains his composure during a stress interview is normally the right person to
handle a stressful job.

Individual Interview In an individual interview, the interview takes place one-on-

one i.e., there will be a verbal and a visual interaction between two people, an
interviewer and a candidate. This is a two-way communication interview, which helps
in finding the right candidate for a vacant job position.

Informal Interview Such interviews are conducted in an informal way, i.e., the
interview will be fixed without any written communication and can be arranged at any
place. There is no procedure of asking questions in this type of interview, hence it will
be a friendly kind of interview.

Formal Interview A formal interview held in a formal way, i.e., the candidate will
be intimated about the interview well in advance and the interviewer plans and
prepares questions for the interview. This is also called as a planned interview.

Panel Interview Panel interview, as the name indicates, is being conducted by a

group of people. In this type of interview, three to five members of the selection
committee will be asking questions to the candidates on different aspects. The final
decision will be taken by all the members of the panel collectively.

Exit Interview Exit interviews are conducted for those employees who want to
leave the organization. The importance of the exit interview is to discover why an
employee wants to leave his job.

Example
Suppose there is a software company Global Systems, which has an executive requirement
for the position CEO. This kind of position cannot be fulfilled in a short span. This kind of
requirements need a keen observation and a lot of planning.
There are different types of interviews, which are explained in the above list. The best type of
interview suitable for hiring a CEO would be a Structured Interview. Hiring a CEO for an
organization is a big task and it can only be fulfilled with lots of planning. Hence the
interview process needs to be well structured and it has to be executed in a perfect way.
SELECTION

Selection is the process of picking or choosing the right candidate, who is most suitable for a
vacant job position in an organization. In others words, selection can also be explained as the
process of interviewing the candidates and evaluating their qualities, which are required for a
specific job and then choosing the suitable candidate for the position.

The selection of a right applicant for a vacant position will be an asset to the organization,
which will be helping the organization in reaching its objectives.

Different authors define Selection in different ways. Here is a list of some of the definitions

Employee selection is a process of putting a right applicant on a right job.

Selection of an employee is a process of choosing the applicants, who have the

qualifications to fill the vacant job in an organization.

Selection is a process of identifying and hiring the applicants for filling the vacancies
in an organization.

Employee selection is a process of matching organizations requirements with the

skills and the qualifications of individuals.

A good selection process will ensure that the organization gets the right set of employees with
the right attitude.

Difference between Recruitment and Selection

The major differences between Recruitment and Selection are as follows

Recruitment Selection

Recruitment is defined as the process of Selection is defined as the process of choosing

identifying and making the potential the right candidates for the vacant positions.
candidates to apply for the jobs.

Recruitment is called as a positive Selection is called as a negative process with its

process with its approach of attracting as elimination or rejection of as many candidates
many candidates as possible for the as possible for identifying the right candidate
 vacant jobs for the position.

Both recruitment and selection work hand in hand and both play a vital role in the overall
growth of an organization.

Importance of Selection
Selection is an important process because hiring good resources can help increase the overall
performance of the organization. In contrast, if there is bad hire with a bad selection process,
then the work will be affected and the cost incurred for replacing that bad resource will be
high.

The purpose of selection is to choose the most suitable candidate, who can meet the
requirements of the jobs in an organization, who will be a successful applicant. For meeting
the goals of the organization, it is important to evaluate various attributes of each candidate
such as their qualifications, skills, experiences, overall attitude, etc. In this process, the most
suitable candidate is picked after the elimination of the candidates, who are not suitable for
the vacant job.

The organization has to follow a proper selection process or procedure, as a huge amount of
money is spent for hiring a right candidate for a position. If a selection is wrong, then the cost
incurred in induction and training the wrong candidate will be a huge loss to the employer in
terms of money, effort, and also time. Hence, selection is very important and the process
should be perfect for the betterment of the organization.

Advantages of Selection
A good selection process offers the following advantages

It is cost-effective and reduces a lot of time and effort.

It helps avoid any biasing while recruiting the right candidate.

It helps eliminate the candidates who are lacking in knowledge, ability, and
proficiency.

It provides a guideline to evaluate the candidates further through strict verification and
reference-checking.

It helps in comparing the different candidates in terms of their capabilities, knowledge,

skills, experience, work attitude, etc.
A good selection process helps in selecting the best candidate for the requirement of a vacant
position in an organization.

Selection Process and Steps

As we have discussed that Selection is very important for any organization for minimizing
the losses and maximizing the profits. Hence the selection procedure should be perfect. A
good selection process should comprise the following steps

Employment Interview Employment interview is a process in which one-on-one

session in conducted with the applicant to know a candidate better. It helps the
interviewer to discover the inner qualities of the applicant and helps in taking a right
decision.

Checking References Reference checking is a process of verifying the applicants

qualifications and experiences with the references provided by him. These reference
checks help the interviewer understand the conduct, the attitude, and the behavior of
the candidate as an individual and also as a professional.

Medical Examination Medical examination is a process, in which the physical and

the mental fitness of the applicants are checked to ensure that the candidates are
capable of performing a job or not. This examination helps the organization in
choosing the right candidates who are physically and mentally fit.

Final Selection The final selection is the final process which proves that the
applicant has qualified in all the rounds of the selection process and will be issued an
appointment letter.

A selection process with the above steps will help any organization in choosing and selecting
the right candidates for the right job.

Salary negotiation is done ahead of issuing an offer letter. This is the heart of recruitment and
selection process, wherein the actual worth of a right candidate will be evaluated. The
remuneration offered should be balanced, acceptable and agreed by both the parties the
employer and the employee.

Some organizations have salary grades, which are already assigned for each and every
position, hence the new employee also receives the salary as per the grade for which the
candidate is qualified and selected for.
A Win-Win Situation
The negotiations should be a win-win situation, where both the candidate and the employer
should benefit.

If the candidate expects and demands for a higher salary than the offered salary, then the
employer can raise the package (if the budget permits) in the following cases

The candidate is highly talented with a potential to deliver great results.

The candidate has exceptional skills which are rare in the market.
Sometimes there is high demand for a skill and the market does not have sufficient supply of
qualified candidates to fill the gap. In such cases, the HR team offers lucrative packages in
order to attract talented professionals.

Hiring managers, most of the time, have a budget for each position and they are under
pressure to hire the right candidates without overshooting their assigned budget.

Tips for Good Salary Negotiation

Hiring managers should keep the following points in mind while negotiating salary with a
potential candidate

Research about the job posting well in advance and have a clear understanding of the
demand and supply of skilled professionals in the job market.

Make the candidates understand the break-up of the total package that is offered.

Do not let the candidate know the maximum salary that can be offered.

Do not reject a candidate if his expectations are beyond the budget, rather try to make
them understand the fringe benefits that is being offered in the package.

Salary negotiation is extremely important, as it can either make or break a selection.

Sometimes, hiring managers tend to go overboard and offer an extraordinary package to
attract a right candidate. At other times, a potential candidate rejects the offer because it was
not up to his expectation. Hence, it is very important to maintain balance between hiring the
right candidates and working within the boundaries of the assigned budget.
Making a job offer is the final stage of recruitment and selection. Once a candidate is
selected, he/she will be issued an offer letter, which describes the designation, job location,
role, responsibilities, remuneration, benefits, and a few terms related to the company policies.

Most HR professionals tend to believe that making an offer is a simple process, but in many
cases, it is not so. Making an offer is a crucial part of recruitment and selection, because its a
stressful and demanding process until the candidate joins the company, after issuing an offer.
At this stage, a lot of responsibility lies on the shoulders of the HR with regards to the process
after making an offer.

How to Make a Job Offer?

Making a job offer is a delicate process and it should be handled carefully. The outcome of
this process can be one of the following

the candidate may accept and start working with the organization, or.
the candidate may accept a better job offer from another organization, if he gets one.
Hence, the HR team should take quick action at his stage. The following points should be
kept in mind while making a job offer

Do Not Delay Issue an offer letter as soon as a candidate is selected, especially if the
resources are limited.

Put the job offer on the table While issuing an offer letter, do not wait for the right
time. Contact the selected candidate over phone and give him a verbal confirmation
that he/she is selected to fill the position vacant.

Set a deadline to accept the offer Once the offer is issued to the candidate, set a
reasonable deadline to accept the offer. Take a confirmation from the candidate that
he/she should join as per the date of joining mentioned in the offer letter.

Stay connected Even after the offer is accepted by the candidate, it is the
responsibility of the hiring manager to be in touch with the selected candidate, till
he/she joins the organization.

After finding the right resource for the vacant job in the organization, the offer is prepared
and released to the candidate. It is crucial at this stage to follow a correct process in order to
close the deal and ensure that the selected candidate joins the organization as per the terms
issued in the offer letter.

Preparing a Job Offer Letter

Once the salary negotiations are completed, the next step is preparing and issuing a job offer
letter. During the confirmation of the job offer through phone call or mail, it is best to make
the initial offer and discuss about the terms of the employment.

A formal job offer should include the following

Name of the employee

Title or designation of the job
The remuneration or salary offered
Employment commencement date
Roles and responsibilities of the job
Terms and conditions (contract/temporary/permanent) of the job
Compensations and benefit
Conditions during the probationary period
Additional condition, which includes legal, background verification etc.
Once the offer letter is prepared and issued to the selected candidate, ask the candidate to
send a signed copy of the offer letter, as a token of acceptance of the job offer.

The process of recruitment and selection starts right from understanding the requirements,
sourcing, scheduling, shortlisting, interviewing, selecting and finally issuing the offer letter.
The process is not over till the candidate joins.

What Next after Issuing a Job Offer?

Employees usually have to serve a notice period before switching jobs. So, there is a time-
gap of one month or so after a candidate accepts the Offer Letter till the time he joins the
organization. During this time-gap, the role of a recruiter is important because the candidate
may or may not join, even after accepting the offer letter! Hence, the recruiter should be in
touch with the candidate through mails/messages/calls till he/she joins the company.
This communication and the relationship between the recruiter and the candidate will help the
process to complete and reduce the risks of the candidate not joining the company. Hence,
communication plays a vital role in the process of recruitment and selection.

The following steps are important after a candidate accepts the Job Offer

Documentation process This process includes collecting documents such as

educational certificates, id proof, address proof, previous company offer letter,
relieving letters, etc. If a candidate responds positively, then it is an indicator that
he/she is actually interested in joining the organization.

Employment verification process Collecting an employment verification

document, which consists of the details of the previous employers and their
references. It provides information regarding the behavior and attitude of the
candidate.

Contacting the candidates Be in contact with the candidate through calls or mails
or messages, which helps in building a relationship between the recruiter and a
potential employee. It also helps in knowing the status of the candidate joining the
organization.

Resignation from current employment As soon as an offer letter is issued to the

candidate, make sure that the candidate resigns his current job and shares a copy of
the resignation document/mail. Later on, do follow up with regards to the resignation
acceptance document/mail from the current employer.

Following up for the joining date Finally, keep following up with the candidate
about the joining date, because it will help in knowing the status of the candidate
joining the organization as per the joining date mentioned in the offer letter.

All the above points help the employer in identifying the interest and the seriousness of a
candidate in joining the organization.