The Pre Recruitment Process

Published Date: 02 Nov 2017

2.1 INTRODUCTION

The recruitment is the major function of the human resource department. Moreover, recruitment process is the first step towards creating the competitive strength and involves a systematic form from opening the candidates to arrange the interviews. Nowadays, there are competitive situations, such as choosing the right person in the right place at the right time and this reaches implications for an organization’s functioning. An employee selected for the right place would contribute to the efficient running of the organization and also offer potential for future replacement. There is an important function such as, hiring which starts with human resource planning and also determines the number of people an organization needs.

The recruitment is especially critical for managers in the organization. The managers use the recruitment process intensively, and satisfaction with Human Resources is mostly about the satisfaction with the recruitment process. Nowadays, some of the organizations prefer to train their employees rather than hiring new ones with no experience.

2.2 MEANING OF RECRUITMENT

According to Edwin B. Flippo, ‘Recruitment is the process of searching the candidates for employment and stimulating them to apply for jobs in the organization. (Flippo, 1984)’

‘Recruitment is the development and maintenance of adequate manpower resources. It involves the creation of a pool of available labour upon whom the organization can draw when it needs additional employees. (Beach, 1975)’

According to Yoder, ‘Recruitment is a process to discover the sources of manpower to meet the requirements of the staffing schedule and to employ effective measures for attracting that manpower in adequate numbers to facilitate effective selection of an efficient working force.’

Recruitment is a positive process that encourages more employees to apply for a job in organization. Furthermore, recruitment is the process of searching, locating, identifying and attracting potential candidates from where there are elected capable candidates that shows professional characteristics necessary or best fit the requirements of current and future vacancies. To recruit and retain staff of the highest quality, organization should provide equal opportunities for the recruitment, professional growth, and advancement of all employees

2.2.1 THE PRE-RECRUITMENT PROCESS

Recruitment process involves a systematic procedure from sourcing the candidates to arranging and conducting the interview and requires many resources and time. As you can see above the researcher made a figure to be much easier to understand the pre-recruitment process.

Starting with funding the department manager will ensure that the position was considered within the current budget. Funding the position it should be funding from external sources. Referring to position status is to be determined as full-time permanent, part-time permanent, fixed-term employment, temporary or casual. In an organization, all positions have a position description which will be developed to reflect the current or future requirement of the position. The position description will be a part of recruitment process. All allowances and benefits will be identified and determined prior to recruitment. The recruitment methods should be considered important in a process so there should be chosen the perfect methods because the costs can be high and there cannot be waste of money. Advertising may be considered dependant on the position, also the budget should be taken into account when advertising in other publications. Selection process includes: selection criteria which will be based on the position description, short-listing and selection panel.

2.2.2 THE PURPOSE OF RECRUITMENT

According to Robert D. Gatewood, ‘Recruitment provides a desirable number of candidates for an organization's open positions. (Human Resources Selection, Robert D. Gatewood)’

There are some goals:

Finding the best talents for the vacancies.

Manage the recruitment sources and the vacancies.

Run the internal recruitment process.

Attracting more candidates to apply in the organization.

Appropriate to candidates, start identifying and preparing potential job applicants.

Mostly, there are recruitment goals that are not visible to managers directly. The human resources managers make the final hiring decision , their choice is based heavily on the opinions and scores provided by recruitment specialists. Managers need to understand the purpose, goals and benefits of effective recruitment to avoid hiring the wrong people.

The most important purpose of recruitment is to add new staff to the organization or internally recruit employees for new and better position. When employees leave voluntary or other motif, recruiters need to feel these positions as quickly as possible.

2.2.3 RECRUITMENT SOURCES

In recruitment exists two types of sources: internal and external sources. The external sources of recruitment, includes the candidates from all other sources, like outsourcing agencies.

Internal source:

Transfers: Employees gets through all of departments according to their experience, but in the same organization.

Promotions: is one of the important key to successful, and will also define the success of the activity in the mind of managers. Promotion is also understood by employees as giving them a higher position and responsibility.

Advertise: Here the main role has the vacancy which is advertise within the organization. The employees are asked to apply for the job.

Retired managers: They should also be recruited; in case of being successful the organization will see that.

There are some benefits of internal sources, such as time saving, developing loyalty, improving the relations in the organization, attracting the candidates it’s much easier; the probability of taking inappropriate decisions is diminished, staff motivation increase and environment morale improves. Moreover, because the candidate already knows about the organization, there is not necessary going through training. Also there exist disadvantages: preventing new temperament which brings new ideas, fresh thoughts into the organization. Those who are not promoted will be unsatisfied.

External source:

Advertisements: The advertisement gives information about the organization, and also about the job vacancy. This advertises mostly in newspaper.

Campus recruitment: Is used for recruiting qualified, that were trained but with no experience. They also provide interviews and candidates have a chance to be selected by the organization.

Recommendations: There can be a structured system, where organization can recruit workers based on the recommendations that they receive after leaving another job.

Also external sources, has some benefits and disadvantages. One of the benefits is that young candidates with new temperament are encouraged to get in the organization; allows reducing costs or staffing costs; allows identification and attraction of a great number of potential candidates. The disadvantage is that because of the advertisements, test medical examination etc, it is very costly; identification, attraction and evaluating candidates is made more difficult, only on basis of references or some short interviews; potential internal candidates may feel frustrated when hiring someone outside the organization, situation in which the interest decreases, motivation of their own employees that consider that they carry out necessary conditions but who are less likely to be promoted. Also is time wasting because of the selection and nowadays ‘time is money.’

2.2.4 HIRING PROCESS

It is a very important step in recruitment and it should be well organized, so it’s not a time to be ‘cheap’. It is very important to hire the best people you can find all over. ‘The hiring process includes recruiting, processing, eliminating and selecting.’ Some managers also prefer, to promote their employees rather than hire new ones for higher position.

What Recruiters look for?

The candidate should speak clearly and enthusiastically;

The candidate should listen carefully;

The candidate should be positive – no speeches about negative experiences;

The candidate should pay attention to his/her nonverbal behavior, looking the interviewer in the eye, sitting straight, controlling nervous habits, smiling and being polite;

The candidate should not be afraid of short pauses;

‘It is almost impossible to select the right person for a position without first giving careful consideration to your organization’s recruitment needs.’

STEPS IN HIRING PROCESS:

The process of recruitment can be classified into following steps:

Job description: This is for the performance planning, that is done with the new hire immediately. When the job vacancy is known, it is very important to understand in totally the job so it can be hired the best person. Furthermore, it’s important to know what the job requires to avoid some problems. The time when the job description is written, is the ‘precious’ time, but defining the ‘skills and duties’ is essential to the successful hiring process. The job description should be limited to two pages or less, and should be easy to understand. In the end, job description should be verified by the human resources personnel.

Application for employment: It’s a detailed overview of a candidate, like what he worked in past, skills, interests and especially the education. The goals from information, which is found on the application form, the candidate should be able to achieve it.

Interview: Once the member from organization gets through a lot of resumes, job applications, and selects the candidates that they think could best fit , then is time to interview them. There are several types of interview: screening interviews, face to face, team interview. The questions for the interview should be addressed appropriately.

Make the offer: After you decided which candidate is the best, you should call immediately and make a verbal offer.

2.3 RECRUITING METHODS

Human resources managers and other professional staffing, use many recruitment methods. Some of them that are often used include advertisements in newspaper and online, for promotions internal announcement are published. The methods of recruitment are often categorized into: internal and external recruitment.

The human resources department uses different methods of recruitment with the purpose to obtain results according with the hotel’s needs and desires, and with the standards within the organization.

As Kleynhans (2006:88) states:"Recruitment methods are tools an organization uses to attract the right people to apply for job openings"

Because the demands may be different the "requirement techniques will vary from time to time."(Compton and Nankervis 2010:5).

2.3.1 INTERNAL AND EXTERNAL RECRUITING

There are two types of recruiting: Internal and External Recruiting. Each has advantages and disadvantages.

Advantages of Internal Recruiting:

Improves morale: There is positive effect on staff morale when you promote them and fill in new position.

Better assessment of abilities of internal recruits.

Internal career ladder.

Lower costs: Advertising a job to the existing staff, human resources department only needs to post on a board the respective job.

Lower training costs: It’s much easier to train the existing staff that is found in the organization rather than training a new employee, which is more expensive and time wasting.

Disadvantages of internal recruiting:

Promotes inbreeding.

Morale problems among those skipped over.

Political overtones.

Can create critical gap in another department.

Advantages of External Recruiting:

New blood: External recruits bring new ideas.

A new perspective on competitors.

Fresh look at organization.

Cheaper than training.

Avoid political problems.

Advertising for the company.

Disadvantages of External Recruiting:

More difficult to find a good fit.

Discourages internal advancement.

Job orientation takes longer.

Lowers productivity in the short run.

Political problems and personality conflicts.

2.3.2 RECRUITING OPTIONS

There are some ways to recruit people for job vacancy. The goal of going through those ways is that we get the best candidates. Each member of the recruiting team should be motivated, and as leaders, all they can do is provide a system where people motivate themselves to gain mutually beneficial goals.

Campus recruiting: From campus, employers can recruit much easier students for full-time job, and of course they can transfer them to internships on professional position. There should be sessions prepared for students, so they can get familiarize with the organization and position for which he is recruited. The main goal is to connect with students in the most convenient way as possible.

Posting jobs: During the year if there is a job available, the human resource department should take care of this, and post job descriptions on internet. Nowadays, posting on internet it’s just very easy.

Websites: Online are provided to those who specialize in online recruitment. Websites are very useful to find candidates that are looking for work and they post their CV online but also exists candidates that don’t want to post their cv online and they prefer to hand it in person. Also the internet has advantages and disadvantages. Some of advantages are the following: easy to use, you have access to more people , have the ability to select the type of people needed, access to people with knowledge of technical and who knows computers and is the best way from where you get a quicker answer. A big disadvantage is that not everyone has access to the internet.

Guidelines for job posting:

Human resource department should have a procedure that could be easily understood, by all employees. This procedure should avoid every suspicious that an employee could have

The job must be clear with the specifications of it. This can result better applicants.

The procedure for application must be very clear. Applicants should be surely announced once a selection is made. It is very important to give reasons for no acceptance and maybe some information for possible future openings.

2.3.3 RECRUITING SAFELY

Recruiting should be one safely from all points of view. All the organizations should have a plan that includes the protection part. Exists some steps to safer recruitment, as, before the post is remission, before the interview, and before selecting the perfect candidate.

POST REMISSION:

Before beginning the recruitment should be up to date;

To be sure that the organization has a policy prepared for the safeguard;

The job description has to be up to date and the person that is recruited have been agreed with the recruiting manager;

An advertisement should be prepared and contain all information about the role;

INTERVIEW:

To be sure that all candidates receive the same letter of invitation to interview by giving them all the information that is necessary;

Make a face to face interview to get to know the person specification and job description;

SELECTION:

Making a confident selection of the best and preferred candidate;

Selected candidate should be informed that the offer is conditional on receiving satisfactory information;

SUMMARY

The literature focused on general organizations in hospitality and what managers really want and prefer to do as hiring new people or keep the same employees but training them as better they can.

There has been analyzed in what ways are the candidates and staff recruited. Keeping recruitment the heart strategic asset for the organization, will benefit the member and the organization. Recruitment is very important in hospitality.

Every company, organization etc that want to have success in business, they should not forget about recruitment which is a very important part in a successful business. There are some steps to go through but in the end everything will be just perfect. The purpose of recruitment and selection activities is to get the number and quality of employees needed for satisfying the needs of the organization workforce, while minimizing costs due.

Ensuring the appropriate staff is a very important process that must take into account not only the fact that human resources is a key resource of the organization, but also the effects of possible errors made in the initial recruitment. This thing can affect both climate and the company’s work efficiency, given the high costs and the big consumption of time necessary to achieve recruitment and selection: advertising, testing and so on.

Recruiting activity is very close to that of selection, concluding that we cannot hire valuable human potential if it wasn’t chosen behind a successful recruitment. Recruitment is the Human Resources Manager activity, that identifies sources of qualified candidates for a position and determine them to apply for new posts or vacant within the organization. The methods used in recruiting human resources are extremely complex and varied. In this context, is mention that recruitment methods can be classified into conventional and unconventional. Choosing and using the most effective methods of recruitment is based on the size of public organization, and of the circumstances facing, as number and characteristics of vacant positions, overall the economy.

The next chapter outlines the methodology adopted in the present study.