4 (FOUR) STEPS TO FOLLOW FOR A HEALTHIER RECRUITMENT PROCESS Recruitment is one the essential part of HR Operations. It is all about hiring people which are required to execute various tasks and responsibility in the organization at various levels. Every organization has different requirement of the kind of people they need. HR should know about business they are in, so that they can understand the hiring requirement well and can be able to find out candidates who are the best fit for the organization. The hiring process is not only the responsibility of HR department but a combined responsibility of both HR and the Hiring Manager. Hiring Managers play an important role in the successful recruitment process. Many hiring managers do not spend adequate time with HR to make them understand the qualities and capabilities they need in the candidate they are looking for (I mean a proper Manpower Analysis). HR need to ensure that correct and timely hiring should take place hence a well defined process in recruitment will definitely help to achieve these objectives. Here, I am drafting a process which is quite simple and can be easily implementable in any organization. I have used it in many organizations and have got the desired output/results. Of course, I made some changes to suit a particular organization. You can make changes wherever required as per your organizational needs. HERE ARE THE STEPS WHICH YOU CAN FOLLOW FOR A BETTER RECRUITMENT PROCESS: 1) Cater detail information on the position from the Hiring Manager This is first and very important step in recruitment. You must have heard of saying “Garbage-in-Garbage-out”. Hence if hiring manager, do not give complete and correct information about the kind of person he is looking to hire, HR will surely hire the wrong kind of person or the process of recruitment will take longer time as hiring manager will keep rejecting candidates sourced by HR, on the basis of wrong inputs. Some of hiring managers do not take hiring process very seriously and hence they are not very keen on spending the time with HR to make them understand about the kind of person they are looking for or some time they are so busy with other operational work that they are not able to take time for this. Hence to simplify this, if HR can create a format, let’s say, “Manpower Requisition Form” (Short form: MR Form) to collect information on the required position. You can name it whatever you feel like. MR Form should be designed thoughtfully so that, it covers each and every important information, which will help recruiter to find the correct match. Some of these are as follows: Job Tile Grade Number of Positions Location Replacement/New Hire Replacement of (In case of Replacement) Reporting Manager Hiring Manager Contact details of Hiring Manager Salary Range Employment Type (Permanent, Contractual, Trainee, Consultant) Contractual Duration (If applicable) Mandatory Educational Qualification Desirable Educational Qualification Certification (If Any) Minimum years of experience Maximum years of experience Any Specific Industry to look for Any specific companies to look for Job Description (Attach separate document if required) Gender Specific (if any) Age Criteria (if any) Expected on board date English Communication Scale Required (Excellent, Very Good, Good, Average, Below Average) Knowledge of any other language Interviewer Level 1 Interviewer Level 2 Interviewer Level 3 Any other specific criteria to keep in mind You can add few more fields as your requirement. As you can see that we have tried to capture almost all the information which is required before we start our hiring process. In fact if HR has all these details before starting the hiring process, then it is easy for the recruiter to do a “Job post” on the job portals quickly. All the above fields are self explanatory, hence I am not going to describe about them in detail but yes, I would surely like to describe about the last field in the list i.e. “Any other specific criteria to keep in mind”. This is important. Moreover, there are very specific conditions which are not captured in any of the field hence the hiring manager can mention such requirements here. For example, if a hiring manager wants that the perspective candidate must have not changed more than 2 companies in last 5 years or candidate should have own conveyance etc. then such requirement can be mentioned in this field. Maintaining Master file of Manpower requirement and capturing progress You should maintain a master file (Let’s call it “MR Tracker”) where you keep a record of all the manpower requisition and progress on these positions so that a report can be generated whenever required. You can simply create a spreadsheet to do so. Here is the information you should maintain in that spreadsheet. MR Code: This is a unique code which you should assign to each requisition raised. In case hiring manager mention more than one position in MR format then separate MR Code should be issued. Date of MR Raised Information mentioned in MR Format should also capture: Designation, Grade, Replacement/New Hire, Replacement of (In case of Replacement), Reporting to (Hiring Manager Name), Educational Qualification (Essential), Educational Qualification (Desirable) and so on. TAT (Turn Around Time): This is a time frame which you have predefined to close any position. You can have one TAT for all positions to close or you can have different TAT depending upon the level/grade of the position you are hiring. For Example, you can keep following TAT depending upon the position to hire: • Below Assistant Manager : 30 Days • Assistant Manager to Manager : 45 Days • Above Manager to below General Manager : 60 Days • General Manager : 75 Days • Above General Manager : 90 Days Status: This field captures status of each MR Requisition i.e. Open (No action taken yet), WIP (Work in Progress), Offer Made, Closed (Means candidate has joined), Withdraw (Position withdrawn by the Hiring Manager), Hold (Position put on Hold by the Hiring Manager), Un Hold (Position reopen by the Hiring Manager). The best cloud based tool is Smartrecruiters. Date of position on Hold and Un Hold Closure Date Name of Candidate Selected Mobile number of the selected candidate Expected DOJ CTC Offered Source of Hiring: Job Portal, Newspaper, Employee Reference, Campus Selection, Consultant, Other Source Source Description Candidate Joined (Yes/No) Actual DOJ Remarks (If any) If you maintain all above the information for each position then you will be able to generate all possible reports like followings: • How many positions are open, WIP, Close, hold, etc.? • How many hiring’s are under TAT or exceeded TAT? • Grade wise positions along with closure status etc. All you need to learn is excel to generate various reports from information available in MR Tracker. 2) Finding suitable candidate and sending details to the hiring manager Once hiring related information is available with a recruiter, recruiter can start the sourcing process. I will not talk about various sources by which recruiter can source candidate as I am assuming that you must be aware about it. Once a suitable candidate is found and interested, recruiter need to forward the details of candidate to the hiring manager. I would suggest that before lining up the candidate for face to face interview it will be wise that resume of candidate along with his suitability against each parameter (given by Hiring Manager in MR Format) should be sent to the hiring manager. This will ensure that the hiring manager has gone through the resume and agreed that the candidate is worth for a telephonic/face to face round. This saves time of HR, hiring manager and candidate. Also if possible, telephonic round should be arranged to ensure hiring manager can judge further suitability on technical aspects before Face to Face round. I have experience that chance of selection during Face to Face interview of candidate who has been screened and shortlisted through resume and telephonic round is very higher as compared to a candidate who is aligned directly for face to face interview. While sending a resume to the manager to check the suitability, you should ensure followings: Attach resume of a candidate, very obvious. Provide information about candidate against each parameter mentioned in “MR Format”. Example, if the minimum experience required is 5 years then what is the experience of the candidate you have sourced. Similarly information against each parameter should be mentioned. This will help a lot in ensuring that you are not hiring a wrong person and you have checked all required parameters before sending it to the hiring manager. A Recruiter work on various positions at one time and with this kind of format in place, it will help recruiter to ensure that recruiter has checked all the parameter required for the position hence less chances of rejection of the candidate. 3) Mid Recruitment Process There are many things which will make your recruitment / hiring process faster and robust. Once you send candidate details to the hiring manager, ensure that you follow up with the hiring manager to get the feedback. Do not forget assuming that the hiring manager will revert someday and then you will process further. If you don’t get the feedback on time then your TAT to close the position will increase and sourced candidate may no longer be interested in your company or may have joined somewhere else. If required take your seniors in a loop to get the feedback on time. Communication is very important during recruitment. You need to ensure that you communicate about each and every update to all the parties involved including the candidate. For Example, When telephonic round is confirmed then communicating date and time of telephonic round to both hiring manager and candidate. Not only communication but quick communication is important. For example, first thing in the morning, you should call candidates who are lined up for an interview so that you can share the current status with hiring manager i.e. update that candidate is on the way, refused, want to postpone, not reachable etc. So that hiring manager is updated. 4) Finalizing candidate Once candidate is finalized by all concern managers then following process should be followed: Salary Proof: Always ask salary proof from candidates. There are many cases where the candidate does forge their current salary and one of the major lie people tell about their current pay package is the cash salary for which proof cannot be produced. I follow a set process to ensure that probability of person forging salary is very low. As salary proof, I always ask for Salary slip and Bank Statement where entry of that salary transfer can be seen. I do not consider cash salary payout at all. Tell the candidate that once an offer is made to him and accepted then candidate need to put down his paper in current organization and send the copy of same to you. Also candidate needs to send an acceptance copy of resignation, where the date of relieving is mentioned. By doing so, you are minimizing the risk of candidate not joining you. You can work on the back up arrangement, if required. Always get approval from hiring managers on salary to be offered. Many times, this becomes an issue hence it’s better to get your verbal things documented for future reference. Explain the complete offer to the candidate which includes salary structure, other benefits, documents to submit while joining and any other important information. All such things should be in writing and take written acceptance from the candidate. With the above practice in place, you will be able to make your recruiting a HAPPY RECRUITMENT. I generally used to say, the end of the show should be always “operation successful and the patient is out of danger/hardship”.
Posted on: Wed, 09 Oct 2013 07:03:56 +0000
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