UNIT-2 HRM

Human resource planning (HRP) definition: Human resource planning

is a technique company uses to balance its flow of employees and
prevent situations such as team member shortages or surpluses. This
also ensures that the business has the right people with the appropriate
skills and ability to build a strong workforce.

Also known as workforce planning, human resource planning helps

organizations recruit, retain, and optimize the deployment of people
they require to meet strategic business objectives and respond to
changes in the market and the general environment.

Job analysis is the procedure through which you determine the duties
and nature of the jobs and the kinds of people who should be hired for
their goal. It provides to write job descriptions and job specifications,
which are utilized in recruitment and selection, compensation,
performance appraisal, and training.

Human resources planning ensures the best fit between employees

and jobs while avoiding manpower shortages or surpluses. There are
four key steps to the HRP process. They include analyzing present
labor supply, forecasting labor demand, balancing projected labor
demand with supply, and supporting organizational goals.
A Human Resources Manager, or HR Supervisor, is responsible for
coordinating all administrative activities related to an organization's
personnel. Their duties include developing recruitment strategies,
implementing systems for managing staff benefits, payroll and
behavior and onboarding new employeesA job specification is an
official document which describes the duties, required knowledge,
skills and abilities, and minimum qualifications of State jobs.
Required skills and qualifications
Three or more years of experience in human resources or employee
recruitment.
Exceptional communication and interpersonal skills and an ethical
mindset.
Adept at problem-solving and conflict resolution.
Strong problem-solving and conflict-resolution skills.
Familiarity with HR software.

A job evaluation is a systematic way of determining the value/worth

of a job in relation to other jobs in an organization. It tries to make a
systematic comparison between jobs to assess their relative worth for
the purpose of establishing a rational pay structure.
Job evaluation helps organisations ensure employees' fair, equitable
and consistent pay structure. It helps organisations recruit the right
candidate for a job, correct placements of employees, devise a good
wage and implement effective salary structures.

What is human resource planning recruitment?

Human resource planning is a process that helps companies identify
the current and future HR needs they'll need to address to meet their
strategic goals. It's a process by which the human resources
requirements of a given company are clearly identified, and a plan is
put in place to ensure that those needs are met

Selection Process in HRM – 7 Steps Involved in the Selection

Process: Preliminary Interview, Screening of Applicants, Employment
Tests, Selection Interview and a Few Others. Selection is a long and
tedious process. Every candidate has to pass through several hurdles
before he/she can get selected for job.

Human Resource Recruitment

Human resource recruitment on the other hand entails the process of
attracting and encouraging eligible individuals to apply for different
positions in an organization. It involves generating a pool of
appropriate and qualified candidates for available job positions in an
organization. It is a process that commences when the new recruits are
identified and ends when the applications from these candidates are
received. Recruitment is a very essential process as it facilitates the
attraction of qualified candidates to apply and it discourages the
unsuited ones to be involved through provision of the right job
information. Recruitment also plays a role in projecting the
organization’s image.

Human Resource Selection Process

The other crucial human resource management function is the
selection process. The key issue here entails matching a candidate
with the job in question to achieve best performance. There are
various tools that are applied in the selection process for instance
interviews and referrals. Selection process is very important as it
ensures that the right candidates are deployed, in terms of
qualifications and experience. This is achieved through matching of
the attributes in the application documents and the practical ones. The
selection activities all the way from the initial screening interview to
the final physical examination and practices are aimed at coming up
with successful selection decisions. For the selection process to be
effective, it ought to provide a perfect match between the
organizational needs and candidates’ qualifications and interests.
Effective selection ensures that there is quality performance of an
employee right from the start. It also avoids too much expenditure for
hiring through avoiding unnecessary processes. It in addition prevents
an organization from legal implications (from incompetent and
inappropriate hiring processes) that could be very costly and time
consuming (Elearn, 2009).

The Importance of Planning, Recruitment, and Selection in Human

Resource Management
From the above description of the three processes of human resource
management, planning, recruitment and selection; it is evident that
they contribute greatly to better performance of the employees and the
organization as a whole. They are all equally important and we cannot
point out which is more crucial than the other. The processes are also
interdependent and they rely on each other. Effective planning process
is likely to lead to effective recruitment practices which in return lead
to an effective selection process. The reverse is also true and a fault in
one of the processes is likely to bring about failures in the others and
hence the outcome results will be poor hiring where the hired
employees’ qualifications do not match the organizational needs. This
leads to poor performance of the employees and that of an
organization at large. The Role of Recruitment, Selection, and
Planning Processes – Example
To enhance the understanding of the importance of these processes I
give a situation in my workplace. Before the concepts of effective
planning, recruitment and selection were adhered to in our
organization, there existed a lot of problems the leading one being
employees turnover. It was then that the management thought of
identifying the reasons behind this and how the problems could be
solved. The main reasons for employee turnover were mismatch of
their qualifications with the job positions leading to bad performance
and thus lack of job satisfaction. This was due to poor planning,
recruitment as well as selection where there was no proper
identification of the organization’s needs and hence these led to poor
recruitment practices where the appropriate job information was not
provided. This in turn led to poor selection and people would not
perform as expected and lack of job satisfaction led to instances of
quitting. Another issue was lack of motivation where the employees
never felt appreciated and valued (Mathis & Jackson, 2008). Proper
steps were taken and the policies governing the processes of planning,
recruitment and selection and the general human resource
management revised. This has improved the situation greatly and
there are very low rates of turnover as most employees are suitable for
their jobs and they are put in good working conditions that foster job
satisfaction. The impact of the above scenario has taught me a lot in
regard to carrying out practices, both official as well as personal.
There is need for an individual to carry out activities having in mind
the consequences of each action. Right procedures are crucial and
nothing should be taken for granted.

Recruitment Process
Every organization follows its own recruitment process, but there are
some basic steps that are followed by most the organization, which
are listed here:
Step 1: Preparing
Once the job opening is approved internally, the recruiter contacts the
hiring manager. This step is about gathering details about the open
position. During the discussion, the recruiter has to gather
information, like the required skills, roles, responsibilities, etc., and
use this information to write a clear and inclusive Job description.
Based on the job description, they can write the job posting.
Step 2: Sourcing
Once the job description is ready, the next step is to start the sourcing.
It refers to identifying and contacting qualified candidates rather than
waiting for the candidate to apply for the position. The primary goal is
to pull qualified candidates. A recruiter uses a variety of job portals to
pull the resumes, but it is not essential that for every position,
sourcing is required. In some cases, if there are a large number of
applications, there may not be any need to source more candidates.

Step 3: Screening
The Screening of a candidate can take place in many ways. Generally,
the first step is Resume screening. If the resume meets the criteria
required for the job opening, then the next step is the phone screening,
in which, the recruiter can cover topics, like the candidate’s
availability, current role, and responsibilities, current salary, salary
expectations, Notice period, etc., and if he seems to be the right
candidate, an organization can process further with his profile.

Step 4: Selecting
This process is about sending the assignments, psychometric tests and
scheduling interviews, participating in the interview process, and also
keeping the hiring manager in the loop for the whole process. It is
about maintaining a good relationship with the candidate and keeping
the candidate updated about the interview feedback
Step 5: Hiring
This step includes the final discussion with the candidate about salary,
joining date, etc. Once the joining date is confirmed, the offer letter is
released. In some cases, this step also includes background checks.

Step 6: Onboarding
Once the candidate has accepted the offer letter, the process is not
over yet. This is where the pre-boarding period starts. This is the time
between the joining date and when the offer letter was accepted. And
it’s very important to be in touch with your candidate during this
period to keep them engaged. If not done so, it can result in them
joining another company. It also includes sharing the new hire’s email
and other details with the team. Once the candidate starts the first day,
it’s time to begin the onboarding process.
Sources of Recruitment:
The eligible and suitable candidates required for a particular job are
available through various sources. These sources can be divided into
two categories
Internal Sources of Recruitment:
1. Promotions:
The promotion policy is followed as a motivational technique for the
employees who work hard and show good performance. Promotion
results in enhancements in pay, position, responsibility and authority.
The important requirement for implementation of the promotion
policy is that the terms, conditions, rules and regulations should be
well-defined.

2. Retirements:
The retired employees may be given the extension in their service in
case of non-availability of suitable candidates for the post.

3. Former employees:
Former employees who had performed well during their tenure may
be called back, and higher wages and incentives can be paid to them.

4. Transfer:
Employees may be transferred from one department to another
wherever the post becomes vacant.

5. Internal advertisement:
The existing employees may be interested in taking up the vacant
jobs. As they are working in the company since long time, they know
about the specification and description of the vacant job. For their
benefit, the advertisement within the company is circulated so that the
employees will be intimated.

External Sources of Recruitment:

1. Press advertisement:
A wide choice for selecting the appropriate candidate for the post is
available through this source. It gives publicity to the vacant posts and
the details about the job in the form of job description and job
specification are made available to public in general.

2. Campus interviews:
It is the best possible method for companies to select students from
various educational institutions. It is easy and economical. The
company officials personally visit various institutes and select
students eligible for a particular post through interviews. Students get
a good opportunity to prove themselves and get selected for a good
job.

3. Placement agencies:

A databank of candidates is sent to organizations for their selection

purpose and agencies get commission in return.

4. Employment exchange:

People register themselves with government employment exchanges

with their personal details. According to the needs and request of the
organization, the candidates are sent for interviews.

5. Walk in interviews:

These interviews are declared by companies on the specific day and

time and conducted for selection.
The selection process can be defined as the process of selection and
shortlisting of the right candidates with the necessary qualifications
and skill set to fill the vacancies in an organisation. The selection
process varies from industry to industry, company to company and
even amongst departments of the same company. nside selection is the
word select, "to choose." Selection means the act of choosing, the
thing chosen, or the offerings to be chosen from among. Selection can
also mean a passage excerpted (or selected) from a longer text.

1. Preliminary
Screening: Preliminary screening facilitates the manager of the
organization to shortlist the candidates and eliminate those who are
not suitable for the job based on the details mentioned in the
application form. Preliminary interviews help avoid the unfit for
reasons that did not emerge in the application forms. In this interview
round, the candidates are questioned by the interviewer on account of
their qualifications, experiences, etc.
2. Selection test: This type of test is a method that is either a written
test or an exercise that tries to find out some particular skill or ability
of the employees either based on their mental ability, personality,
physical capacity, or mindset.
3. Employment interview: An interview is a formal conversation
between two people, i.e., the candidate and the interviewer. It is
conducted to test the individual’s capability. The interviewer’s job is
to question the candidate and obtain as much information as possible,
and that of the interviewee is to provide the information with
confidence. Though in the present time, the contrary is also seen.
4. Reference and Background Checks: Personal details such as names,
addresses, and telephone numbers of the references may also be
requested to be provided to attain extra information about the
candidates. The references can be anyone who knows the applicant,
teachers, professors, ex-employers, etc.
5. Selection Decision: The candidates who qualify for the tests,
interview rounds, and reference checks ultimately get selected for the
final decision. In this process, the opinion of concerned the manager
makes the concluding decision as to who will be selected among those
final candidates qualifying for that particular job.
6. Medical Examination: After the selection decision and before the
job offer is provided, the candidate goes through a medical
examination to prove that they are physically and mentally fit for that
job. Only then the candidate is given the job offer.
7. Job Offer: The step following all the other steps is receiving the job
offer. The job offer is
provided to only those who have passed all the prior obstacles. The
job offer is provided through a letter of appointment, which approves
the candidate’s acceptance. The letter of appointment normally
contains the date on which the candidate has to report on duty. The
letter also prescribes a specified time at which the candidate is
supposed to report.
8. Contract of Employment: When the job offer is provided and
accepted by the candidate, both the employer and the candidate are
required to put into effect certain documents, like an attestation form.
Such a form contains certain details that are verified and attested by
the candidate. It is a document that may be beneficial in the future. It
is also important to prepare a contract of employment. The
information necessary to be written in the contract of employment
may differ according to the level of the job. Some of the details that
the contract include are as follows- Job Title, Duties, Responsibilities,
Date of joining of the employee, rates of pay, allowances, the
disciplinary procedure, work rules, working hours, leave rules, illness,
grievance procedure, termination of employment, etc.

Interview” means “deliberate, active listing with a purpose to draw

the other person out, to discover what he really wants to say, and to
give a chance to express himself/herself freely.”

“An interview is an attempt to secure maximum amount of

information from the candidate concerning his suitability for the
job under consideration.”

Interview offers the following importance:

(i) Helps in Selection of a suitable candidate – Candidates who

have claimed different qualities in their application can be tested
directly through face to face conversation and those who are
suitable can be selected.

(ii) Exchange of information – Face to lace conversation helps to

exchange views and opinions between interviewer and interviewee
and any doubt regarding the terms and conditions of the job can be
cleared then and there only.

(iii) Helps to know the facilities – Interview helps to know the

facilities offered and opportunities available to the employees and
also the terms and conditions of employment. This helps the
candidates to decide whether to offer their service or not to the
organization.
(iv) Helps to tell about company – Interview helps to tell about
company’s policy, rules, regulations, discipline and conditions of
appointment. If the conditions are acceptable, candidates may
accept the job and vice-versa.

(v) Widely accepted tool – Interview is the oldest and most

commonly used device in selecting the employees. Though test and
group discussion are conducted to select the employees, they do not
provide complete information about the candidates. Under such
circumstances interview acts as a great help to the organization.

The types of selection interviews are as follows:

1. One-to-One Interview:

a. This interview involves two participants — the interviewer and

the interviewee.

b. This interview can be considered as a preliminary or interactive

interview

2. Sequential Interview:

It involves a series of interviews, usually utilizing the strength and

knowledge-base of each interviewer, so that each interviewer can
ask questions in relation to his/her subject area of each candidate,
as the candidate moves from one room to another room.

3.Panel Interview:

It consists of two or more interviewers who might come from

different subject specializations.

4.Depth Interview:

The object of this interview is to examine intensively the

candidates’ background and thinking and to go into considerable
details on particular subject of an important nature and of social
interest of the candidate. It is semi structured in nature and
questions are used in key areas, which have been studied in
advance by the interviewer.

5.Stress Interview:

Under this type of interview the strain is put on the candidate

deliberately. It is designed to test the candidate and his conduct and
behaviour by putting him under conditions of stress and strain,
Usually the interviewer in such a stress circumstances asks
questions rapidly, criticizes the interviewee’s answers, interrupts
him frequently, too many questions are asked at a time by many
interviewers, makes negative remarks, tries to put him in an
awkward situation, and carefully watches the interviewee’s
emotional stability and balance.

6.Group Interview:

It is also called as Discussion Interview. In this type of interview,

groups rather than individuals are interviewed. A group of
candidates (interviewees) is given certain problem and is asked to
come to specific decision within a given time. The interviewer sits
over there and watches the interviewees.

7.Formal Interview:

Formal interview may be held in the employment department by

the employment officer in a more formal atmosphere with the help
of pre-planned questions and schedule, with predetermined
procedures and practices. It may also be called as “planned
Interview”.

8.Informal Interview:

It is an oral interview that may take place anywhere. Usually when

staff is required urgently on some specific job, this type of
interview is conducted. Informal interview is not at all pre-planned
and scheduled. Informally the questions are asked to the
candidates.
9.Exit Interview:

The exit interview is generally conducted at the time when an

employee is leaving the business organisation. The objective
behind this interview is to know the opinion, view and feelings of
the outgoing employee regarding his job and organisation, and later
on to develop/improve such policies in the light of deficiency so
discovered.

What is meant by placement in HRM?

Placement refers to the process of connecting the selected person and
the employer in order to establish an ongoing employment
relationship. In this step the employee is given the activities he/she
needs to perform and is told about his/her duties. Placement is usually
followed by the orientation process.

Almost placement were done in colleges or in a company follow by

recruitment process whereas induction is a introducing work place
and responsibilities followed by an employee. Placement. the
determination of the job to which an accepted candidate is to be
assigned and his assignment to that job
Campus placement has generally have the following stages. Skill
assessment test. Group discussion. Panel interview round. Technical
test
What are types of placement?
Companies can choose from four different job placement types when
selecting their next hire. These include direct, temp-to-perm, contract,
and project-based hiring, and each one comes with its own set of
benefits