Recruitment Policies and Procedures

One of the first steps in planning for the recruitment of employees in to the organization is to establish proper policies and procedures. A recruitment policy indicates the organization’s code of conduct in this area of activity. A typical policy statement for recruitment may run thus:

Recruitment Policy Statement:

In its recruitment activities, the company will:

1) Advertise all vacancies internally.
2) Reply to every job promptly
3) Inform job applicants the basic details and job conditions of every job advertised,
4) Process all applications with efficiency and courtesy.
5) Seek candidates on the basis of their qualifications.
6) Aim to ensure that every person invited for the interview will be given a fair and thorough hearing

The company will not:

1) Discriminate unfairly against potential applicants on the basis of sex, race, religion, caste etc.
2) Knowingly name any false or exaggerated claims in its recruitment literature or job advertisement

Once the recruitment policy is made explicit, The Company can evolve a detailed procedure to make the whole exercise systematic. Such a systematic approach will enable people within (or outside) the organization to follow a predictable path. The recruitment procedures should, however, be flexible enough to permit HR departments to respond quickly to demands made on them by various departments and by potential candidates. Recruitment it should be remembered is a marketing activity as well as a public relations exercise. When recruiting people, organizations are going out into their external environment and competing with others for suitable candidates. Such activities therefore should be conducted in a manner that sustains or enhances the prestige and public image of the organization concerned. Fair and objective recruitment policies and standards would add to the image of the organization in the long run. One way in which managers engage in recruiting people can follow a systematic approach is to adopt a checklist such as the one given below:

Questions to be addressed while hiring People:

1) Has the vacancy been agreed by a responsible manager?
2) Is there an up to date job description for the vacancy?
3) What are the conditions of employment for the vacancy (salary, hours of work, fringe benefits, perquisite holidays etc)?
4) Has a personnel specification/ candidates profile (in terms of physique, intelligence, aptitude, qualifications, experience etc) been prepared?
5) Has a notice of the vacancy been circulated internally?
6) Has a job advertisement been agreed? Have details of the vacancy been forwarded to relevant agencies?
7) Do all the arrangements for drawing up a short list of candidates?
8) What about the interweaving dates and arrangement for selection of candidates?
9) Have the short listed candidates or wait listed candidates been informed sufficiently in advance and asked to furnish detailed references?
10) Have unsuitable candidates or wait listed candidates been informed of their positions in a polite way thanking them or their interest and attendance?

Recruitment in Indian Experiences:

The experiential guide brought out by Business today Jan 7-21 1996, summarizing the results of a path breaking survey of Indian industries, commented thus about the recruitment function. Woven in to strategic planning, recruitment no longer involves short term vacancy filling measures or the annual ritual of campus recruitment. Translating corporate strategies into a manpower plan and developing a log term hiring program accordingly corporations are tracking down people with the combination of knowledge, experience skills and behavior best suited to achieving the company’s objectives

What do Indian companies expect from job seekers?

The expectations of recruiters are inextricably intertwined with the corporate culture in which they operate.

Source: HRM VSP

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