St.

Gonsalo Garcia College

Subject: Human Resources Management

Presentation on:

Recruitment, Selection And Induction

Mrs. Helena Alphonso Group No. 4

Presented to:

Presented by:

Recruitment
DEFINITION OF RECRUITMENT:
According to Edwin Flippo , recruitment is the process of searching for prospective employees and stimulating them to apply for jobs in the organization.

SOURCES/ METHODS OF MANAGERIAL RECRUITMENT:

Sources of recruitment are the outlet through which suitable and interested candidates are available. Available source of divided into two broad categories these are internal source and external source . companies can use any source or both the source of recruitment as per need. A combination both the source is also desirable.

A) INTERNAL SOURCES/ METHODS OF MANAGERIAL RECRUITMENT:

(1)

PROMOTIONS : In order to motivate the existing employees,

management follows the policy of internal promotions. Promotion means an improvement in pay, position, authority, status and responsibilities of an employee within the organization. Many achieve promotion through hard work and good performance. In government departments promotions are given on seniority basis. A promotions policy should establish a well defined promotion chart showing who can go up to what level in the organization.
(2)

TRANSFERS : Whenever a new vacancy is created within the organization

, management may fill the vacancy through transfers of existing employee rather than employing a new hand e.g, transfer from head office to branch office.
(3)

INTERNAL NOTIFICATION (advertisement) :Sometimes management

issues an internal notification for the benefit of existing employees .Most employees know from their own experience about the requirement of the job and what sort of person the company is looking for. Often employees have friends or
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acquaintances who meet these requirements. Suitable persons are appointed at the vacant posts.
(4)

RETIREMENTS: At times, managements may not find suitable candidate

in place of the one who had retired, after meritorious service. Under the circumstances, management may decide to call retired managers with new extension.
(5)

RECALLS: When management faces a problem which can be solved only

by a manager who has proceeded on long leave, it may be decided to recall that person. After the problem is solved, his leave may be extended.
(6)

FORMER EMPLOYEES : Individuals who left for some other job, might be

willing to come back for higher wages and incentives. An advantage with this sources is that the performance of the person/ employee is already known.

ADVANTAGES OF INTERNAL SOURCES OF RECRUITMENT :

(1) Internal recruitment is economical as it is less costly than using outside agencies. (2) The present employees already know the company well and are likely to develop a loyalty for the same. (3) It tends to encourage existing employees to put in greater efforts and to acquire additional qualifications. This means there is motivation to employees. (4) It provides security and continuity of employment.

(5) Internal recruitment helds to raise the morale of employees and develops cordial relations at the managerial levels. (6) (7) (8) It reduces labor turnover as capable employee get internal promotions. Internal recruitment is quick and more reliable method. People recruited internally do not need induction/ induction training.

(9) The employer is in a better position to evaluate those presently employed in the organization than outside candidates.

(10) The employee within the organization are likely to stay longer in the employment of the organization than a new outsider.

LIMITATIONS OF INTERNAL SOURCES OF RECRUITMENT

(1) Internal promotions create a feeling of discontent among those who are not promoted. (2) It prevents the entry of young blood in the organization.

(3) Promotion to certain key posts may not be possible due to non- availability of competent persons. (4) The organization will not be able attract capable persons from outside if internal sources are used extensively. (5) (6)
(7)

It may encourages favoritism and nepotism within the organization. Promotions by seniority may not be always beneficial to the organization.

There is a possibility that internal sources may dry up and additional persons may not be available for new vacancies.

(B) EXTERNAL SOURCES /METHODS OF MANAGERIAL RECRUITMENT

Company managements have to use external sources for the recruitment of supervisory staff and managers as and when necessary. External sources need to be used when the internal sources do not provide additional staff required by the organization. External sources are used as supplementary sources of recruitment. External sources/methods of managerial recruitment are as explained below:

1.

Campus recruitment/selection:

The growth of Management institutes, IITs and Regional and other Engineering Colleges has provided a popular source of recruitment known as Campus Recruitment/Selection. This method is convenient to companies and students studying in the final year of degree course. For campus selection the selection committee of business organization may personally visit the institute campus. It supplies information regarding company and the
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vacancies available. Applications are collected from interested students. Such students are interviewed within the campus and suitable candidates are selected and are asked to join the organization after the declaration of the result of final degree examination. However, there is no guarantee that candidate selected will join the organization in due course. Many institutions have their placement cells to serve as a liaison between students and employers.

2.

Press Advertisement:

Press advertisement is very widely used for recruitment of all categories of personnel particularly for the appointment of middle level managers. Though quite costly, it provides wide choice as it attracts a large number of suitable candidates from all over the country. Press advertisement is also called Recruitment Advertisement. In the recruitment advertisement, the details of job are given. In addition, the other details such as information to be supplied, copies of documents to be attached, to whom and on what address the application is to be submitted are given. In some recruitment advertisements, proforma of application blank is given. The purpose is to enable candidates to submit exact information required by the company. Scrutiny of applications becomes easy, quick and manageable when the applicants supply information as per application blank. Inclusion of proforma of application blank makes recruitment advertisement lengthy and costly. However, this is compensated by the convenience offered to the company as well as the interested candidates.

3. Recruitment through Management Consultants and Private Employment Exchanges:

Consultancies give advertisement, conduct tests and also arrange interviews, etc. Similar service is provided by private employment exchanges that keep details of candidates interested in jobs and provide services to employers. This source is mainly useful for the selection of top level executives. Tata Consultancy Services and Kirloskar Consultants are two consultancy agencies useful for selection of managers at senior levels. They perform all the functions of recruitment and selection. As a result the client is relived from the botheration relating to recruitment and selection. This source of recruitment is reliable and also professional. However, this source is costly as agencies charge high commission for their services.

4.

Deputation of personnel:

The services of an executive from another company can be used on loan basis on a short period for executive positions. This method is only on temporary basis. In case of sister enterprises, this method is useful. In the case of public sector enterprises, officers can be transferred from one enterprise to another.
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5.

Management training schemes:

This scheme is been introduced for recruitment and selection of executives. Talented candidates between the age group of 20-25 are selected s trainee executive in different fields such as accounts, technical and commercial. After selection the candidates are then sent to their management training institutes for extensive training. After the training is completed the candidate is then appointed as a regular executive or manager.

6.

Walk-ins, Write-ins and Talk-ins:

Direct application is the most economical approach for recruitment of candidates. The advertisement mentions date, day and timings during which the applicant can walk-in for an interview. From applicants point of view walk-ins are preferable as they are free from the formalities associated with other methods of recruitment. Write-ins are those who send written inquiries. These applicants are asked to complete application forms for further processing. Talk-ins is now becoming popular and the applicants are required to meet the employer for detailed talks. The applicant is not required to submit any application.

7.

Miscellaneous External Sources:

Giving extension to existing executives after reaching the age retirement. Appointment of retired officers from civil service or from public sector organizations. Use of professional meetings and conventions for the selection of executives Use of executive placements agencies Assistance from professional associations Recommendations of present employees of the company, and Employment exchanges run by the State Governments

Selection
Definition of selection:
According to Thomas H. Stone, Selection is the process of differentiating between applicants in order to identify (and hire) those with a greater likelihood of success in a job.

STEPS IN THE SELECTION PROCEDURE:

1.Job Analysis:
Job analysis means a process of collecting information about a job. It gives details of a job to be performed and the human qualities and qualifications required for performing that job efficiently. Job analysis is performed upon ongoing jobs. Interested candidates are examined with reference to the details available from job analysis. Candidates who are not suitable for the job are rejected at different stages of selection process.

2.Advertisement:
This medium is widely used for recruitment of all categories of personnel. Though quite costly, it provides a wide choice as it attracts large number of candidates from all over the country. The qualities and qualifications expected from the candidates are usually mentioned in the advertisement.

3.Collection of Application Blank:

Application blank is a prescribed form issued by the company for the collection of required information from interested candidates. Such information relates to personal data, martial data, educational data, physical data, employment data, extra-curricular data, references, miscellaneous-hobbies, games and sports, membership of professional bodies, computer knowledge, etc of candidates. Some companies give advertisement in the press and ask interested candidates to submit applications on a prescribed form. Application blank is a printed application form to be filled in by the candidates in their own handwriting. After the last date of receipt of applications, the personnel department arranges such forms in suitable order for scrutiny purpose. Benefits of application blank are a noted below: Adequate and required information is collected from all candidates. It provides the input to the interview.
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 It facilitates easy and quick rejection of candidates who do not have required qualifications, experience, etc. It is possible to use computers for storing data about candidates for reference purpose.

4. Scrutiny of Applications Received:

After the last date fixed for the receipt of applications, officer from the personnel department starts the scrutiny of applications received. Incomplete applications are normally rejected. Applicants who do not possess required qualifications, experience, etc, are also rejected. Along with this, the certificates, testimonials and references are checked.

5.Written Tests:
After the scrutiny of applications, a final list of candidates for written tests is prepared. The purpose of such tests is to judge the knowledge of the candidate and also to find out his (a) intelligence, (b) aptitude, (c) capacity, (d) interests and (e) suitability for a specific job. For example, written tests are used by Banks and public sector organizations. It is also possible to reject candidates whose performance in such tests is not upto the mark. In such testing, the process of eliminating can be introduced. For example, all candidates may be invited for the first test and the candidates with poor performance in the first test need not be called for the second test.

6.Psychological Tests:
The psychological tests given to candidates include the following tests: Intelligence test, Aptitude test, Interest test, Achievement test, Analytical test, Performance test, Synthetic test and personality test. Each test needs to be given separately and each test is useful for judging specific quality of a candidate to be selected for the executive post. For example, Intelligence test is useful for judging the memory and communication skills of the candidates.

7.Personal Interview:
The candidates who have shown reasonably good performance in the written examination and psychological tests are called for personal interview. Interview technique is used extensively for the selection of managerial posts. This interview is conducted by one interviewer or by a group of interviewers including top officers of the company and other professional experts. The candidate is asked various questions about his qualifications, experience, family background and performance in the written test and psychological tests by the interviewers during the course of the interview. Information on various matters is also
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supplied to the candidates during the course of personal interview. It is an important and essential element in the selection process. It plays a key role in the final selection of candidates. In this final interview, an attempt is made to judge overall personality of the candidate. The selection committee notes the strong and weak points of every candidate and selects the best candidates for appointment by applying certain uniform norms. The final selection depends partly on the performance of the candidate in the tests and also on the performance in the personal interview.

8.Reference Check:
The candidate is required to give at least two references which may be educational, social and employment. These references help to cross check the information provided by the candidate.

9.Medical Examination:
The purpose of medical examination is to judge the general health and physical fitness of the candidate. Candidates who are not physically fit for the specific job are rejected even when they show good performance in the tests and personal interview. Medical test is taken in the case of all candidates before appointment. In case of certain jobs, the test is of a general nature. However, medical examination has special importance in armed forces.

10.Final Selection/Approval for Appointment:

The selection procedure comes to an end when the final appointment letter is sent to the candidate with a request to join the organization on a particular date. The letter states the post, title of the job, the salary and terms and conditions of employment and probation period, if any. At times, a contract of service is signed by both the employer and employee. Initially, the appointment is on probation and after a year or two,it is confirmed provided the performance of the candidate is satisfactory.

Induction
According to micheal Armstrong, orientation/induction is the process of receiving and welcoming an employee when he first joins the company and giving him the basic information he needs to settle down quickly and happily and start work.

METHODS OF INDUCTION:
Induction of new employees is possible by different alternative methods. Every organization has to decide its method of induction and plan that method is greater details. The methods of induction are as briefly explained below:

1. FORMAL OR INFORMAL INDUCTION:

In formal induction, new employees are directly put on the jobs and they are expected to learn their duties in regard to work assigned and the organization by themselves. In the formal induction, the management has a well structuredprogramme which is executed when new employees join the organization. Such formal orientation programme is better as compared to informal orientation. It is systematic, well planned and gives certain benefits of proper induction. For new employees, formal orientation programme is more useful. In brief, orientation programmes range from brief informal introductions to lengthy formal programmes. In formal orientation newly appointed employees are directed to report to the personnel department for brief details of company policies and rules before being referred to the immediate superior for an on the job briefing on specific work procedures. Informal orientation is always brief of an hour or even less. Here, just the essential information is supplied. Formal orientation is systematic, well planned and elaborate. It is spread over a week or even more. This is natural as formal orientation involves general introduction to the organization, specific orientation of the department and the job and follow-up meeting to solve doubts of an employee and to answer all his questions. The employee starts his assigned work after such follow-up meetings. Formal orientation programme is shared by the HR specialists and the supervisors.
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2. INDIVIDUAL AND COLLECTIVE INDUCTION:

Individual induction means giving induction programme to every new employee separately. It is individual approach. Individual orientation is likely to preserve individual differences and perspectives. Moreover, orienting each new employee separately is time-consuming as well as costly. Sharing of anxieties, doubts and opinions, etc with fellow appointees is also not possible in individual orientation. In collective orientation, new employees are taken together for induction programme. Information, guidance, etc are given jointly to all employees at one time. Here, collective orientation approach is used. This method is convenient when new appointees are 10 or 20 or even more. However, when new appointees are two or three, individual approach is convenient. Small firms prefer individual orientation approach. Even large firms prefer this approach when they hire limited senior level executives.

3. SERIAL AND DISJUNCTIVE INDUCTION

These two methods relate to the manner in which information and the guidance is given to newly appointed person or employee. In serial orientation, an experienced employee inducts a new employee. The experienced employee acts as a guide or tutor or role model for the new employee. In the case of disjunctive orientation the newly appointed employees do not have predecessors to guide them and solve their doubts, etc. they learn by trial and error method. Both these methods have plus and minus points. Serial orientation is better than disjunctive orientation. It maintains certain traditions and customs. Long term use of this method will bring uniformity in the work of newly appointed persons. Disjunctive orientation is like to crate creative and self developed employees as they learn on their own. They are free to introduce new practices and procedures as per their convenience as they are not burdened by traditions.

4. INVESTITURE OR DIVESTITURE ORIENTATION:

Investiture orientation seeks to ratify usefulness of the characteristics that the person brings to the new job. This approach is followed in high level appointments. Here, a person is appointed as an executive on the basis of what he or she can bring to the organization. The new hires are given

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freedom to select their own office furnishings and subordinates and to make other decisions that will reflect on their performance. Divestiture orientation seeks to make minor modifications on the characteristics of the new hire, albeit, he or she was selected based on his or her potential for performance. The purpose is to seek a better fit between a new member and the organization. The appointees may be required to severe old friendships, accepting a different way of looking at their jobs. The new hire may be made to undergo harassment at the hands of a senior staff to verify if he or she can be moulded to the requirements of the organization. Divestiture techniques are followed for inducing new hires into military or police academics. The purpose of divestiture technique is to dismantle the old mindset of the new employee so that the introduction of a new set of values/ norms will be easy.

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Practical Analysis
To understand more about the practical aspects of human resources regarding recruitment, selection and induction we visited in Vasai. We would also like to thank his valuable time and giving fruitful information required for our project. On the basis of the questionnaire conducted we came into the following conclusion.

ICICI BANK which is located Mr. Allwyn Gonsalves for giving

RECRUITMENT:
They follow both internal as well as external sources of recruitment. When it comes to internal source of recruitment they mainly follow transfer, promotion and internal notification. For higher post of bank manager, assistant manager etc they go for internal sources, also internal sources are the most preferred in case of emergencies. For external source they mainly adopt for management consultancy services where this consultancy provides the banks with employees as per their requirement. They also go for press advertisement and campus recruitment. When it comes for campus recruitment they have a tie up with Sikkim and Manipal University and also the IFBI. For higher promotions or recruitment of executives the bank follows the procedure of management training schemes. For recruitment the main factor which they look out for is whether the candidate is experienced since they give more importance to experienced candidate and in the case of fresher they judge on the basis of the candidates qualification. They follow the policy of higher the qualification better the job.

SELECTION:
The bank does not normally follow the detailed procedure of selection instead they have their own standard procedures which consist of only three steps.

WRITTEN TEST:

This test is also more of psychological test in which the mental ability and consistency of the candidate is judged. A particular question is put across the test
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in three different manners to check whether the candidate gives the same answer or not. In this way his ability is tested.

PERSONAL INTERVIEW:

After the candidate passes the test he is selected for the interview. This interview is conducted by the HR manager wherein various questions regarding his qualification, experience etc are asked.

FINAL SELECTION:

Once the candidate has passed the above two steps he is finally selected for the vacant job. Wherein the employee is given information regarding the job, salary, term of employment etc

INDUCTION:
The induction process conducted in this organization is a mix of formal and collective induction. Wherein the new employees are taken together and given information about the banks policies, principles, work pattern etc in a formal and systematic manner by the HR manager and his supervisors or by the bank manager itself.

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Conclusion
Recruitment and selection process are important aspects in staffing and the decisions regarding them have to be taken keeping in view the fit between the employee and the organization. The organization has to decide whether to hire temporary or permanent employees or recruit from the internal workforce or select through external sources. Interview is one of the most important selection methods. In the modern day selection methods, situational and behaviour description interviewing are gaining importance. The core concepts in staffing include matching individual needs with organizational needs, the importance of staffing as a process, the importance of organizational and job analysis, the person- job fit for an organization and the growing emphasis on personorganization fit. Induction is necessary to the rapid, effective integration of New Joiners. Badly handled it can be costly in terms of early leavers, demotivated individuals, wrong learning taking place, mistakes made and problems created. Well designed Induction can capitalize on the investment in recruitment, motivate New Joiners and ensure that the organization benefits from the early integration of effective and competent employees.

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