Vacancy is known in two situations (generally):
ü An employee leaves and there is a vacancy created
ü Business Growth
The vacancy is intimated to the HR department by the concerned technical department.
Ensure that judgement of abilities, experience and qualifications is made against the requirements of the position in question.
1) Defining the Requirement – Decide what vacancy you have. If you need to fill a new role quickly you might find it helpful to adapt one of the models provided here:
- Task analysis – Draw up a detailed list of tasks that the person will have to do.
This helps in determining the qualities and qualifications genuinely required for the job.
- Job description – Produce an outline of the broad responsibilities (rather than
detailed tasks) involved in the job.
- Person specification – Decide what skills, experience, qualifications and attributes
someone will need to do the job as defined in the task analysis and job description.
2) Selection – Select your candidate being objective and unbiased. Choose the person who best fits your person specification.
- Short listing: Review applications on the basis of the person specification. Ensure
that you select for interview those who match the specifications, regardless of age, sex, race etc, and that the specifications are not themselves discriminatory.
- Interviews: Interview your short-listed candidates remembering that your job is
not only to assess the best candidate for the job, but also to create a great impression of your organization.
3) Candidate assessments – The interview will provide you with some information
but check it out before offering a job.
- Ask the candidate to show you examples of previous work, do a presentation, a case study, some tests or full assessment. Tests can be done before the interview or after the interview. It depends on the number of candidates being interviewed and the type of job.
- You must have the specific permission of the applicant to do so, particularly if you wish to contact their current employer. If you need them quickly, try phoning.
4) Making a Job Offer – If you think you have found the right candidate, it’s time to make
the job-offer.
5) Induction – Help your new recruit to settle in quickly and become productive as soon as possible.
Now, Let us see a little more in detail how this process can be divided into stages and how best to execute the process:
The Recruitment Process:
The recruitment process begins when you know you need someone new in the Department, either because an existing staff member has left, or because there is new work to be done. It doesn’t finish until after the appointment has been made.
The main stages are identified in the below flow chart –
Identify Vacancy |
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Prepare Job Description and person Specification |
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Advertise |
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Managing the Response |
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Short-listing |
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References |
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Arrange Interviews |
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Conduct The Interview |
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Decision Making |
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Convey The Decision |
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Appointment Action |
PRE-INTERVIEW
# Preparation of recruitment /selection document for the position
# Advertising
- Preparing advertisement
- Media selection
- Positioning
# Response handling
- Initial interview online or telephone
- Short-listing for interviews
- Interview arrangement
- Sending emails or calling short listed candidates
- Interview details to the short listed candidates
# During Interview
- HR interview
- Technical interview
- Conducting tests [Aptitude / Mathematical / Analytical etc.]
- Initial final list of candidates.
- Reference check (if required)
POST-INTERVIEW
# Email or Telephone call to unsuccessful candidates
# Technical Manager approval for a start up date.
# Email or Telephone call to successful candidates
# HRM prepares a letter of appointment
Recruitment Cycle Time:
To bring in more effectiveness in the recruitment process, HR would follow a specific project deadline of 38 days (from the day it had received the approved Manpower Requisition) to hire a new employee.
Organizing the First Technical Interviews
5 days
Organizing the Final Interviews
4 days
Sessions to take the final decisions
3 days
III
Preparing the Salary Proposal, Negotiate with the selected candidates & offer closure
6 days
The process specific schedule break-up is mentioned below
Examples of OPEN Questions for Candidates:
Q. Please tell us about the problems you have handled as a Programmer / Supervisor?
Q. Please tell us how do you work well within a team?
Q. Please give us an example of how you have dealt with conflict within your team?
Examples of CLOSED Questions for Candidates:
Q. Have you handled problems as a Programmer / Supervisor?
Q. Do you work well within a team?
Q. Are able to deal with conflict?
Phase | Activities | Time frame |
I | Role Identification, Job Description, CV Sourcing & Initial HR short-listing | 15 days |
II | Organizing the Written Tests | 5 days |