Following steps must be followed while recruiting new employees. Some academic HR books mention recruitment and selection as separate activities. However, for simplicity, I am including them here as one. Here are the steps involved in the recruitment process.
Identifying the Need
Find out why an employee resource is needed.
Generally, it begins when a department gives a manpower requisition to the HR Department.
Check whether the position has become vacant due to someone’s exit or we are adding a new position.
If it is a replacement, check if we would like to change or revise any tasks or responsibilities of that position than what is was earlier, i.e. are there any new responsibilities that they should fulfill? Is there any change of role?
Preparing the Job Description
A job description should describe the following, even though the format or content may vary from company to company:
The duties and responsibilities of the position to be filled
The designation and department
Minimum qualification, skills and experience required
Reporting relationship (Who will he be reporting to and who will be reporting to him, if any.)
Sourcing of Potential Candidates
Based on the urgency and type of the vacancy, appropriate internal or external sources are tapped to find potential candidates. Details of different sources are given ahead.
Screening the Candidates
After receiving the applications from one or multiple sources, we should screen the ones which may fit our requirement.
The screening may be done on the basis of the education qualification, relevant experience, age, salary expectations etc.
Sometimes, screening is also done based on the result of one or more tests, which are generally taken before a personal interview.
Scheduling the Interviews and/or Tests
Fix a day, time and place of the interviews. If appropriate, also arrange for the tests to be taken before or along with the interview schedule.
Sometimes, if the candidate is from another city, first a telephonic interview is scheduled and conducted. If all goes well, then the personal interview is scheduled next.
Conducting Interviews and/or Tests
Conduct interviews and tests as per the schedule.
Ensure the adherence to time schedules allotted for both the activities.
Guidelines for interviews and tests are given in one of the following sections.
Preparing the Shortlist
After the interviews and tests, a shortlist of candidates is prepared.
This is a ranked list as per the candidates’ merit and suitability to the job, as found by the selection panel. The most suitable candidate is ranked first and then others are listed as per their relative suitability.
The final shortlist may have more names than the actual requirement, because sometimes the candidate whom we select may not join and we have to try getting the next one on board.
Reference Check
Before going ahead with the final selection of the candidate, her references are checked.
Salary Negotiation
Once a candidate is selected for finalization, the HR department starts negotiating salary with the candidate. Details are described later.j
Issuing Offer Letter
After interview, selection and salary negotiation, the candidate is given an offer letter which states the offered salary package, designation, grade, department etc. It is a brief document which invites the candidate to join the company by a specified date. The offer letter is valid for a specific period.
The candidate may accept or reject the offer.
Sometimes, candidates use the offer letter to renegotiate salary at their current companies or at some other company where they are currently negotiating. All offer letters are not accepted always.
Appointment Letter
Generally, when the candidate joins the company, she is given an appointment letter.
It confirms the appointment, the designation, role and responsibilities, the salary structure, benefits and privileges etc.
It is an elaborate document and is much more detailed than an offer letter.
It also states the rules, timings, terms and conditions of the employment.
Employee Joining Formalities
An employee information form should be designed to capture the details of the new candidate.
Get copies of the supporting document and details related to the new employees’ residential address, identification, bank details, provident fund account etc.
Also, get a photo of the candidate.
If needed, get the address verified by a proper channel. If the job requires police verification certificate, insist on getting that, too, done.
File the documents properly.
Initiate the induction and training of the employee.
Induction Training
When a new person joins the company, he must be given a formal and detailed introduction to the company, the department and the job. This process is called “Induction Training”. Also, this can be coupled with the initial job training.
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