Recruitment and Selection

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Page 1HR Success Guide
Recruitment and Selection

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What do you understand by Recruitment?
♦ Recruitment is the process of sourcing, screening, short listing and on
boarding the right candidate at the right time for a suitable open position.
♦ It is said that recruitment is the process of placing the right person in the
right place at right time. In simple words pick and choose employee for the
open position available at the company.
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Definitions of Terms
♦ Recruitment Manager: The HR resource from company who will be liable for
all Recruitment and selection processes.
♦ HR Planning: The Process of forecasting people requirement for all year
based on internal and external considerations
♦ Employee Requisition: The process of formalizing a request for recruitment
people by the regional functional head and functional heads
♦ Selection: Choosing the most appropriate candidate through a consistent
assessment procedure to meet a specific requirement

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Steps involved in Recruitment and Selection
Identification of Vacancy
Manpower requirement is the need of filling in employees for a new/
replacement position in an organization. Vacancy may arise as a result of
retirement, death, re-hiring, business expansion, promotion, resignation etc.
Manpower planning
Human resource planning is the process of systematically forecasting the
future demand and supply for employees and the deployment of their skills
within the strategic objectives of the organization
Continued..

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♦ Prepare Job Description or Person Specification (JD/PS)
Job description or person specification is prepared based on the job and skill
set required to perform the same. Different companies follow different ways
of preparing job description Or person specification following can be some of
the criteria
Is the process of accessing performance of employees.
Education
Experience
Location
CTC
Age
Continued..

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Others criterion like strong communication skill, convincing skill, client
interaction, ability to work against target etc
All the above criteria are purely job and/or company specific. When any
department needs a new hire, they would raise a requirement and transfer it
to HRD (if the company has a separate recruitment team it would go there).
The requirement has to be filled in a company format called the Manpower
requirement/requisition form (MRF), this is to be endorsed by the department
head.
It simply means the comparison of designed level of performance verses
employees current performance level.

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Review of Manpower Requisition Form
This form, received from your hiring manager, should be accompanied by:
♦ Confirmation of approval by the appropriate appointing authority; and
♦ An updated copy of the position/Job description (PD or JD)

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Screening
Screening is the process of first level, short-listing of CV’s from a source, giving
them a call to validate if they are fit for the requirement and finally when
suitable profile are ready you pass them on to concerned authorities.
♦ Issue in Screening
No Of CV’s – Excess/ shortfall
Linked with above is fitment factor matching MRF
Candidate comfort/ willingness/ interest/ CTC issue
Meeting interviewer expectation

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Interview Schedule Process
♦ Count the number of candidate you have screened for interview.
♦ Meet the manager – show profiles of candidates you have lined up for
interview – do add/ edit as interacted – check for day/ time when he can take
all interview – work out with manager on spacing time for each candidate.
♦ Call/ mail all candidates – inform about individual interview schedule and
who they shall be meeting for the interview.
♦ Create a tracker sheet for interview day.

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Common Details Required (Trackers Specific to Company)
♦ Candidate Name
♦ Contact number
♦ Position applied for
♦ Date of interview
♦ Time of interview
♦ Name of interviewer
♦ Cabin no/ office
♦ Status
♦ Selected or rejected

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Challenges during Interview Schedule
♦ Timing issue with candidate Vs Manager or visa versa.
♦ Follow up with manager to start the interview on time.
♦ Follow up with candidates for scheduling the interview.
♦ Candidates not turning up.
♦ Location issues.
♦ Stretch in interview marking other candidates wait overtime.

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Interview Process
♦ Personal interview is the most universally used tool in any selection process.
Generally, an employment interview will serve 3 purposes
♦ Obtaining information – About prospective employees background, work
history, education and interests
♦ Giving information – About company, specific job and personnel policies
♦ Motivation – It will also help in establishing a friendly relationship between
the employer and the applicant and motivate the satisfactory applicant to
want to work for the company or organization

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Types of Interview
♦ Formal Interviews
♦ Patterned Interviews
♦ Non-directive Interviews
♦ In-depth Interviews
♦ Stress Interviews
♦ Group Interviews
♦ Panel Interviews

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Formal Interviews
♦ It’s a planned interview. This is held in a formal atmosphere in employment
office with a well structured questions. Here the interviewer has a plan of
action, time to be devoted to each candidate, modality of interview and so on.

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Patterned Interviews
♦ A well planned interview with higher degree of accuracy and precision. A list
of questions and areas carefully prepared. The interviewer goes down the list
of questions, asking them one after another.

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Non-Directive Interviews
♦ Under this type, the candidate is allowed to express his opinion freely.
Interviewer is a careful and patient listener, prodding whenever the candidate
is silent. The purpose of the interview is to give the candidate, complete
freedom to sell himself without encumbrances of the interviewer’s questions.

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In-Depth Interviews
♦ It is intended to mainly examine the candidate’s background and thinking
and to go into considerable detail on a particular subject of special interest to
the candidate.

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Stress Interviews
♦ This method will test the candidate and his conduct & behaviour by putting
him under conditions of stress and strain. This is more advantageous type as it
tests the behaviour of individuals under disagreeable and trying situations.

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Group Interviews
♦ The candidates response and reaction will be tested. Candidates will be
given a topic for discussion and be observed as to who will lead the discussion,
how reasonable their views are, how they react to other’s opinions and so on.

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Panel Interviews
♦ The members of interview board will conduct the interview. This is done
usually for supervisory and managerial positions. It coordinates the collective
judgment and wisdom of the members of the panel.

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Suggestions for Improving effectiveness of Interviews
♦ An interview should follow a definite time schedule with ample time for
interview
♦ The interview should be conducted in a calm and cool atmosphere
♦ Interview should have necessary elements of privacy
♦ The interview should not lead to mental tension and stress and should avoid
arguments
♦ Attention should be paid not only to the communication skills (if the job
requirement can be satisfied with average of it), but also the managerial
abilities and attitude
♦ A panel should conduct the interview avoiding exhibiting their individual
talent before other members, which causes inconvenience to the candidate
♦ The interviewee should be informed about the method and maximum time
in getting result

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End of Presentation

Recruitment and Selection

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