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 into, so that they can understand that hiring requirement
well and able to find out candidates who are best fit for handling such
responsibility.
Hiring process is not only the responsibility of HR
department but a combined responsibility of both HR and Hiring manager. Hiring
managers play an important role in successful recruitment process. Many hiring
managers do not spend adequate time with HR to make them understand qualities
and capabilities they need in the candidate they are looking for. HR need to
ensure that correct and timely hiring should take place hence a well defined
process in recruitment will definitely going to help to achieve this objective.
Here, I am drafting a process which is quite simple and
easily implementable in any organization. I have used it in many organizations
and got desired results. Of course I made some changes to suit a particular
organization. You can make changes wherever required as per your organization
need.
Here are the steps to successful Recruitment Process:
Step 1. Getting
details of position to hire from 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
wrong kind of person or the process of recruitment will take longer time as
hiring manager will keep rejecting candidates sourced by HR basis wrong inputs.
Some of hiring managers do not take hiring process very seriously and hence
they are not very keen in spending kind with HR to make them understand about
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 required for a 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 correct match. Some 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 every information which is required
before we start our hiring process. In fact if HR has all these details before
hiring starts, then it is easy for recruiter to do a “Job post” on job portals
also quickly. All 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 last
field in the list i.e. “Any other
specific criteria to keep in mind”. This is important. Many times there are
very specific conditions which are not captured in any of the field hence
hiring manager can mention such requirements here. For example, If hiring
manager wants that the perspective candidate must have not changes 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 record of
all the manpower requisition and progress on these position so that report can
be generated whenever required. You can simply create a spread sheet to do so.
Here are the information you should maintain in that spread sheet.
- MR Code : This is
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 be capture i.e. Designation, Gradde, Replacement/
New Hire, Replacement of (In case of Replacement),Reporting To
- Hiring Manager Name, Educational Qualification (Essential), Educational
Qualification (Desirable) so on
- TAT (Turn Around
Time): This is time frame which you have pre defined to close any position.
You can have one TAT for all positions to close or you can have different TAT
depending upon level / grade of position you need to hire. For Example, you can
keep following TAT depending upon position to hire:
o
Below Assistant Manager : 30 Days
o
Assistant Manager to Manager : 45 Days
o
Above Manager to below General Manager : 60
Days
o
General Manager : 75 Days
o
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 Hiring Manager), Hold (Position put on Hold by
Hiring Manager) , Un Hold (Position reopen by Hiring Manager)
- Date of position on
Hold and Un Hold
- Closure Date
- Name of Candidate
Selected
- Mobile number of
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 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 are under TAT or exceeded TAT?
·
Grade wise positions along with closure status
etc
You need to learn excel to generate various reports from information
available in MR Tracker.
Step 2: Finding
suitable candidate and sending details to hiring manager
Once hiring related information is available with 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 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 hiring manager. This will
ensure that hiring manager has gone through the resume and agreed that
candidate is worth for 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 candidate who is aligned
directly for face to face interview.
While sending resume to manager to check suitability, you
should ensure followings:
·
Attach resume of 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 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 candidate.
Step 3: Mid
Recruitment Process
There are many things which will make your recruitment /
hiring process faster and robust.
· Once you send candidate details to hiring
manager, ensure that you follow up with hiring manager to get the feedback. Do
not forget assuming that hiring manager will revert some day 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 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 party involved including 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 interview so that you can share current status
with hiring manager i.e. update that candidate is on way, refused, want to
postpone, not reachable etc so that hiring manager is updated.
Step 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
candidate do 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 candidate that once offer is made to him
and accepted then candidate need to put down his paper in current organization
and send copy of same to you. Also candidate needs to send acceptance copy of
resignation, where date of relieving is mentioned. By doing so, you are
minimizing the risk of candidate not joining you. You can work on back up
arrangement, if required.
· Always get approval from hiring manager 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 candidate which
includes salary structure, other benefits, documents to submit while joining
and any other important information. All such things should be in written and
take written acceptance from candidate.