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.

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 relatedness of 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 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.

    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

    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 candidate’s 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.

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