Module 2

The staffing process

1
Unit 2.1
Components of staffing
process
 What is staffing

Filling and keeping filled the

positions in the organization is called
staffing.
Staffing process starts with the Human
resource planning which is the
process of determining an
organizations human resource needs.
Unit 2.2
Recruiting

5
 Introduction
Once an organization identifies its human
resource needs through employment
planning, it can begin the process of
recruiting potential candidates for actual or
anticipated organizational vacancies.

Recruiting brings together those with jobs to

fill and those seeking jobs.
This assumes that people are available
with right skills, knowledge, and abilities
 Recruitment Defined
Recruitment is the process of attracting
people to apply for a job, and managing the
applications.
OR
The process of seeking sources for job
candidates.
Recruitment contd

Recruitment activities:
Advertise vacancies.

Acknowledge receipt of every application.

Inform potential applicants about details

and conditions of job.
Process all applications efficiently and
courteously.
Ensure all applicants invited for an
interview are treated fairly and
consistently.
Recruitment contd
The company will not
Discriminate unfairly on
the basis of gender,
race, age, religion,
physical disability.
Discriminate unfairly
against those with a
criminal record
Make any false or
exaggerated claims in job
advertisements
Personal specifications
1.Physical issues-(possibly necessary for
jobs requiring physical strength)
2. Attainments - education, training,
experience required
3. General intelligence - what does job
require in terms of thinking and
mental effort?
4. Special aptitudes - what skills are
required (e.g. sales ability for a
salesperson)
Personal specifications contd

5. Interests - what personal interests may be

relevant to perform the job (e.g. motorcar
sales person should be interested in cars!)
6.Personality - what kind of a person are we
looking for (friendly, communicative, ability to
work in a team, ability to work on his own?)
7.Circumstances - what special
circumstances (e.g. travel may be required;
overtime work)
 Recruiting Sources
Sources should match the position to be filled.
The Internet is providing many new opportunities
to recruit.
Sources:
Internal Searches
Employee Referrals
Recommendations
External Searches
 Recruiting Sources
internal search
Organizations that promote from within
identify current employees for
job openings:
by having individuals bid for jobs
by using their HR management system
by utilizing employee referrals
Employee referrals/recommendations
Current employees can be asked to
recommend recruits.
 Recruiting Sources
External searches
Advertisements:
Must decide type and location of ad, depending on
job; decide whether to focus on job (job
description) or on applicant (job specification) (or
both!).
Placed in local newspapers, placards on gates,
trade journals, Internet
Blind box ads
dont identify the organization

Effectiveness of advertisements can be judged by:

- number of enquiries they attract
- number of applications submitted
- suitability of applicants
 Recruiting Sources.. External
searches
Employment agencies
Public or state employment services
focus on helping unemployed individuals
with lower skill levels to find jobs.
Must be receiving unemployment
benefits/registered with the agency (some
states)
No fees
Private employment agencies provide
more comprehensive services and are
perceived to offer positions and applicants of
a higher caliber.
Fees may be paid by employer, employee or
both
 Recruiting Sources.. External
searches
Management consulting, executive search or
headhunter firms
specialize in executive placement and hard-to-fill
positions.

Schools, colleges, and universities:

May provide entry-level or experienced
workers through their placement
services.
May also help companies establish
cooperative education assignments
and internships.
 Recruiting Sources.. External
searches
Professional organizations:
Publish rosters of vacancies, using trade
publication ads or website ads
Placement services at regional or national
meetings
Professional organizations also include labor
unions.
Unsolicited applicants (Walk-ins):
May provide a stockpile of prospective
applicants if there are no current openings.
 Recruiting Sources.. External
searches
Cyberspace Recruiting:
Nearly four out of five companies use the
Internet to recruit employees.
Commercial job-posting services continue to
grow.
Websumes: sites to self-promote skills
Unit 2.3
Foundations of Selection
 The Selection Process
The selection process typically
consists of eight steps:
1. initial screening interview
2. completion of the application form
3. employment tests
4. comprehensive interview
5. background investigation
6. conditional job offer
7. medical/physical exam
8. permanent job offer
The Selection Process Contd
The Selection Process Contd
1. Initial Screening
The first step in the selection process
Whereby job inquiries are stored.
Involves screening of inquiries and
screening interviews.
Job description information is shared
along with a salary range.
2. Completing the Application Form:
Key Issues
Company specific employment form
used to generate specific
information the company wants.
The Selection Process Contd
- Gives a job-performance-related synopsis
of what applicants have been doing, their
skills and accomplishments.
3. Employment Tests
Estimates say 60% of all organizations use
some type of employment tests.
Performance simulation tests: requires
the applicant to engage in specific job
behaviors necessary for doing the job
successfully.
Work sampling: A selection device
requiring the job applicant to
actually perform a small segment
of the job.
The Selection Process Contd
Assessment centers: A series of tests
and exercises, including individual and
group simulation tests.
4. Comprehensive Interviews:
A selection device used to obtain
in-depth information about a candidate.
Interviews involve a face-to-face
meeting with the candidate to probe
areas not addressed by the
application form or tests.
Interviews are the most widely
used selection tool.
 The Selection Process Contd

Comprehensive Interviews:
Behavioral Interviews
Candidates are observed not only for
what they say, but how they behave.
Role playing is often used.
The Selection Process Contd
5. Background Investigation:
The process of verifying information job
candidates provide.
Verify information from the application form

One-third of all applicants exaggerate their

backgrounds or experiences.
Typical information verified includes:

former employers
previous job performance
education
legal status to work
credit references
criminal records
The Selection Process Contd
6. Conditional Job Offers:
A tentative job offer that becomes
permanent after certain conditions are
met
Offers of employment made contingent
upon successful completion of
background check, physical/medical
exam, drug test, etc.
May only use job-related information to
make a hiring decision.
The Selection Process Contd
7. Medical/Physical Examination
An examination to determine an applicants
physical fitness for essential job
performance.
Should be used only to determine if the
individual can comply with the essential
functions of the job.
8. Job Offers
Actual hiring decision generally made by the
department manager.
Candidates not hired deserve the courtesy
of prompt notification.
 Final Thoughts: Excelling at
the Interview
Suggestions for making your interviews as
an applicant successful are:
Do some homework on the company.
Get a good nights rest the night before.
Dress appropriately.
Arrive for the interview a few minutes early.
Use a firm handshake.
Maintain good eye contact.
Take the opportunity to have practice interviews.
Thank the interviewer at the end of the interview
and follow up with a thank you note.
Unit 2.4
Interviewing
 What Is an interview?

An interview is a formal exchange of facts,

impressions and viewpoints between a
prospective employer and applicant.

It is to explore if the employer considers the

applicant suitable for the job or not.
If the applicant finds the employment offer
attractive Interviews may be conducted
with..
 What Is an interview contd...

1.interviewer (the manager)

2.interviewers (the manager and
personnel officer)
3.A panel of interviewers (managers and other
staff)
Preparing for an interview is important
The interviewer(s) should
read all documents (application form, CV,
reference reports)
 Preparing for an interview
contd..

decide exactly what information they require

from the applicant, how this will be obtained,
and who will ask which questions (for more
than 1 interviewer)
prepare for the interview by learning about
the organization
provide honest and open answers to
questions
ask questions about the position
 Essential skills for
interviewing

Listening requires people to give undivided

attention: look at the candidate, nod your
head, make verbal signs, ask follow up
questions
Questioning is active. Probe, dig into
issues which the candidate may not want to
talk about
Open questions: why are you applying for
this job? Follow up on the answers given
 Essential skills for interviewing
contd

Closed questions: how many people do you

supervise?
Supplying information to the candidate is
important- what are
the job entails
Establishing rapport (friendliness, contact)
Guide to good interviewing
practice
Unit 2.5
Curriculum vitae
 Curriculum Vitae

A CV or Curriculum Vitae (Latin meaning

course of life) is your life and job history,
with your achievements and skills

A CV is a personal marketing tool which you

use to promote yourself
A CV should make you stand out against
the competition (other job applicants)
 CV contd

Will a manager want to speak to you after

seeing your CV?
A CV is often your first contact with a
potential employer
and will open the door.
The interview (if you are invited for an
interview) allows you to explain and expand
on your CV
 CV contd

Two parts to a CV: standard information

(name, address, etc.), personalized
information PART 1

Name, address and telephone number

Age(?), marital status
Educational qualifications, diploma, degree,
school, college, university,
professional qualifications, language skills
 CV contd
PART2

Job history, personal achievements,

motivation for the job
A personal profile - short statement sell
yourself, to show your skills, experience and
personal qualities. You could include
positive words such as competent,
adaptable, and conscientious. Make sure
the statement is relevant to the
requirements of each job that you apply for
Achievements - what did you do well in your
past jobs?
 CV contd

Interests - these may be relevant (but not

always) to support your application
Other information - may be relevant. If the job
You are applying for is different from what you
have done in the past, explain why you are
interested in the new type of work
Example of CV.. see Appendix A
Unit 2.6
Employment issues
 The Contract

An employment contract is the agreement

made between an employer and an
employee, subject to the law of the land
It requires criteria for stating the nature of
the employment: are you employed as an
individual employee (contract of service) or
independent contractor (contract for
services)
The Contract contd
The persons making the agreement
(employer and employee) must be
competent to do so
This is a legally binding agreement

There must be offers and agreements on

both sides
The terms of contract should include
1. The employer is expected to
- pay wages

- provide work

- take reasonable care of the employee

- treat employee with courtesy

The Contract contd

2. The employee is expected to

- render a personal service (be physically
present)
- take reasonable care in performance of
duties
- obey reasonable instructions

- act in good faith towards employer (dont

look for a job there to be a spy!)
An employment contract should
contain the following
types of information:
1. Employees rate or scale of pay
2. When he/she will be paid (monthly,
weekly)
3. Normal hours of work
4. Entitlement to holidays
5. Sick pay arrangements
6. Pension scheme details
7. Terms of notice
8. Title of job
9. Rules relating to the job
10. Procedure for grievances
Your queries are
welcomed
For your kind attention