Companies have to put the right person in to the right job at the right time. It depends on matching the organizational requirements with the abilities, skills and qualifications of the people. The hiring process is critical as it needs decisions and ability to find out one best out of many. This is a significant decision for any organization. Like other key business processes, employee selection process is needs a very logical and organized approach. There should be no panic during hiring the man power. Many times companies rush for hiring and end up with unorganized hiring processes. The selection process needs time and a deep thinking. It’s the job of HRM to look for the right human resources so that organization can get benefit. Employee selection process is a scheduled process with structured management. Sometimes, it becomes quite challenging for the manager to select and put the right person. As a small mistake can prove to be risky for the future of the organization. A wrong selection can be very costly. Organization benefits from the quality work when the right and skilled employees are selected. By selecting the motivated and dedicated employees, the organization will not face any problem of absenteeism and performance drop. Right people will save time and money for the organization. Whereas hiring unnecessary employees can be harmful/detrimental to the organization’s bottom line.
The employee selection process includes many step wise step managerial approaches which have to be followed carefully. Selection and recruitment are both different approaches yet both are the two phases of selection process. Recruitment is sourcing of data. It creates a pool of applicants by motivating more of candidates for applying for the job. It is a positive process. After selection, the recruitment takes place. It is a negative process as it the selected candidates are rejected in the process.
The boss or the owner of the company asks the HRM to evaluate the selections. He asks the HRM to negotiate and to fill a new or vacant position. The HRM negotiates what skills and qualifications should a candidate possess for the concerned job. This process is known as position description which includes the job overview, like responsibilities, competencies, relations etc. Once the job requirements are fixed, the HRM places the ads in the media.
Once the news gets circulated in the media, online – offline whatever medium is chosen, the company starts to receive resumes from the applicants. The managers review the resumes of the applicants on the basis of job requirements. Sometimes even for a single post, hundreds of applications are received. It becomes challenging task for the human resource manager and the hiring manager.
Steps followed in Employee Selection Process
- Preliminary Interviews: There are only 70 posts vacant and 100 candidates have applied. Now the HRM conducts interviews which are based on the skills and qualifications. In this process many personal as well as professional skills of the applicants are judged critically and logically. This process is also known as screening. Screening is done to ensure that most appropriate candidates are hired. Many companies conduct screening interviews over the phone. Once the candidate qualifies the telephonic round, he is called for the face to face interview. This makes the selection procedure easier. The face – to – face interview is one of the most important strategies in the employee selection process. Personal interviews depend on the organization nature and organization behavior. Depending upon what kind of the business is, personal interviews are conducted. Suppose, AusCom is cellular communication company in Australia. So the is needs the people with telecommunication and computer engineering background. The interview here may include operational round, field round, functional interviews and it can last for whole the day. Forbes has defined five basic questions which are generally asked.
Once the candidates clear the first phases of interviews, they are asked to fill the application blank. It depends on the company and job profile. Basics include data records like age, qualification, job experience, skills etc.
- Written Tests and Employment interviews: The selected candidates are then made to take written tests. These tests are required for further screening of employees to bring out the best. These can be written test, aptitude test, reasoning test, personality test, intelligence test etc. Sometimes group discussions are also conducted if required or if it is in the organization nature. These tests are conducted to objectively assessment of the true potential and worth of the candidates. Once the candidates qualify the written tests, then the next phase is employment interview.
- Testing: This includes one to one interaction between the selected candidate and the interviewer to ensure if he is the best person for the required job or not. After this if the management thinks that the selected candidate fits the, he is asked to pass through various other tests such as drug testing to ensure if he is an addict or not, medical examinations to check out if he is suffering from any serious disease or not. Many companies also conduct psychological tests including psychoanalysis.
- Offer letter: Once all the steps are completed and the management finds the suitable candidates for the job, the final step is processed. The selected candidates are given the appointment/offer letters which ensures that the candidates have been hired by the company. They are told about the company’s rules, regulations, process schedules and other company’s dos and don’ts.
The management needs to ensure that the selection procedure is unbiased, fair consistent, well organized and managed, legally and professionally executed. The HRM should maintain a goodwill with all the candidates as everyone who has applied is potential, though not everyone are to be selected. There should be no mishandling; proper care should be given, with a respectful treatment. The selection criteria must be well defined. It should not have unnecessary functionalities.
I have seen many times that organizations make mistakes while employee selection process. They don’t follow the format and end up hiring unnecessary candidates which becomes a difficult task to handle. Many times the first mistake that is committed is about the poor communication from the management side. They don’t define the position in a proper way. While some fail to decide the framework for the interviews like they call candidates for the interviews but what happens then? Most of the times they have to cancel it due to many reasons. The concerned HRM, the hiring manager is not present, the interviews questions are not prepared, the framework is not ready, interview place is not set and many things other. This leaves a bad impression in the market regarding the company which can invite many problems in the future. Before engaging in the employee selection process, the HRM needs to understand that organizations requirements including operational objectives, business goals, the skills required and the competencies required.