Step-Wise Explanation of Recruitment Process at Human Resources Department

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Inception

Let me introduce you first with “the concept of recruitment process”? Recruitment means selecting the right applicant for filling up the vacancies in an association. Applicants with the required skills and attitude, which are required for achieving the aims of an association. This process undergoes an organized procedure starting from sourcing the resources to managing interviews and finally selecting the right applicants.

This is managed by the HR department of the company. To increase the efficiency of hiring, it is suggested that the HR department of a company follows the five best practices:

Recruitment planning
Recruitment strategy
Searching the right applicants
Screening / Shortlisting
Evaluation and Control

These five practices will be discussed in detail further. These practices also ensure stability in the recruitment process. After the introduction let’s grab a coffee and begin with the first practice.

1. Recruitment planning

It is the first practice of the recruitment process, where the vacancies are analyzed and outlined. It includes the job description, experience, qualifications and skills required for the job. An organized plan is necessary to attract applicants having good potential from a group of applicants. The right applicant should be qualified, experienced with the capability to take the responsibilities required to achieve the aims of the company. It can be further broken down into categories:

Identify vacancies
Job analysis
Job functions
Job specification
Job evaluation
Identify vacancies

The journey of this planning is started by identifying the vacancies. Different departments of an association convey to the HR department about:

Vacancies to be filled
Number of vacancies
Roles to perform
Qualification required
Experience required

These parameters should be studied before starting a recruitment process. Walking on the path of recruitment plan is not easy my friends. The other task is to “Job Analysis”.

Job Analysis

Let’s say if I am an HR of a company then the steps that I will follow to do a job analysis for a particular job will be:

Collection of job information
Accuracy required in checking the job information
Building job description
Exploring the skills required for the job

Talking in simple terms, my role here wants to know what a job demands and what potential the applicant must have. After analyzing this the next step is to build job description and job specification.

Job description

I know you have gone through many articles in a newspaper or on the internet regarding a job. In those articles the first thing that we come across the scope of job, responsibilities and the positioning of the job in the company. These things are together known as a job description.

Two questions arise here:
Why this job description is built?
To describe the career path.
Future growth of working standards.
Promotions and transfers in an association.

What does a job description contain?

Title of the job
Location
Summary
Roles
Work culture
Job specification

Job Specification

Another thing that is derived from Job Analysis is “Job Specification”. Let’s say I am an HR of a well-established association which has its branches in different cities. Now I am given the role of Job specification then my first step is to prepare a list of all the vacancies in the association and it’s different locations. The second step is to build information on the following specifications of the applicant whom HR is going to hire:

Physical
Mental
Behavioral
Emotional

It also contains the information on:

Skills
Work responsibilities
Qualification
Experiences
Planning of career
Job Evaluation

Let’s understand this with a real-life example. Suppose you are recently graduated and you have so many different skills required for different jobs. Now for a better career, you will rank your skills in such a way that will land you in a better career. In the same way, companies do job rankings and job classifications to determine which job can provide how much pay. This is nothing but job evaluation.

2. Recruitment Strategy

Coming on to the second stage of our journey our aim is to plan a strategy for hiring the resources known as “recruitment strategy”.

The points that are considered while preparing the recruitment strategy are:

Make or buy employees i.e give training to existing employees or hire new employees.
Types of recruitment
Geographical area
Recruitment sources

After considering these points let’s say the HR team does a brainstorming session to build a recruitment strategy that involves the following points:

Setting up a board team
Analyzing HR strategy
Collection of available data
Analyzing the data

After these tasks, the third stage of the journey starts where an HR picks up the magnifying glass and search for the right applicant.

3. Searching for the right applicant

This is a world of marketing. Nowadays the association uses advertising strategies to search for a potential applicant. This search involves two sources, internal sources, and external sources.

Internal sources
This involves recruiting employees within an association through:
Promotions
Transfers
Ex-employees
Job posting through advertisements
Referrals from existing employees
Previous applications
External sources

This involves recruiting employees outside an association through:

Direct Recruitment
Employment Exchanges
Employment Agencies
Advertisements
Campus placement

After conducting interviews the hard task for an HR starts. Suppose you are a judge in a painting competition and you have to select three best paintings out of hundred. Same is the pressure on HR. He has to shortlist right applicants from all the interviewed applicants. Here comes the next stage of the journey.

4. Screening / Shortlisting

Screening is an important part of the recruitment process that helps in disqualifying the irrelevant applicants, which were received through sourcing. The screening process of recruitment is broken down into the following categories:

Reviewing of Resumes and Cover Letters
While reviewing the resumes, an HR must keep the following points in mind:
Reason for change of job
Duration with each association
Gaps in employment
Job-hopping-Index
Lack of career growth
Conducting Telephonic or Video Interview

This screening process has two outcomes: it helps in verifying the applicants, whether they are active and available. It also tells about the applicant’s attitude, ability to answer questions, and fluency in communication.

Identifying the top applicants
This is the final step of screening.
This process has the following outcomes −
Shortlisting some resumes for review by the managers.
Providing recommendations to the manager.
Helps the managers on coming to a decision in hiring the right applicant.
Fasten your seat belts folks. We are about to reach the destination after passing through the last stage of the journey.

5. Evaluation and Control

For any association, it is necessary to timely evaluate the cost for recruitment, because it will help them to increase the performance of recruitment and also to check a regular watch on money spent for this process. The evaluated cost in the recruitment process includes:

Salaries to the Recruiters
Advertisements cost and consultancy fees.
Recruitment overheads costs.
Cost for recruiting potential applicant for the final selection process.

Time spent by the HR department and management in preparing job description, job specifications, and conducting interviews. Congratulations on reaching the destination and attaining a new level of awesomeness.

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