The employee recruitment is a process which guides an organisations in hiring new employees in the most effective, efficient and legal manner. Therefore the employee recruitment process should enable an organisation to achieve its mission, minimise wastage of resources and comply with the laws of the country.
Why is it important to follow proper recruitment process?
Employees are key stakeholders in an organisation and their remuneration costs also rank among the major costs of an organisation. Despite this a number of organizations are still making costly investment decisions of hiring new employees without adequate and reliable information on them. A number of employees are sometimes recruited mainly on the basis of technical know who as opposed to technical knowhow. It is the technical knowhow or the capacity of an employee to deliver on the mission of an organisation which matters most.
What complicates recruitment of new staff?
The recruitment process has also been complicated by a big number of people who are looking for jobs armed with properly prepared curriculum vitae (CVs). The quality of the CV may not necessarily indicate the capacity of the potential employee! There are quite a number of human resource consultants who earn their living through helping other people in CV preparation and coaching people on how to pass interviews. It is possible to coach a person to pass an interview or an examination! Therefore recruitment of new staff based only on CVs and written or oral interviews is no longer good enough for recruitment of staff that have the potential to move the organisation forward.
Effective recruitment should be guided by the recruitment policy. The policy should provide for a framework for recruitment and selection of the best staff that will enable an organisation to achieve its mission. The main purpose of the policy is to attract and retain the best staff. The guidelines of the policy will cover the following among others;
- Scope of the policy – cover all activities that relate to the recruitment and selection process.
- Core principles of the organisation in the area of recruitment
- Recruitment & selection procedure
What are the steps in the recruitment process?
The recruitment process guided by the recruitment policy should include the following;
- Manpower planning to ensure the jobs are occupied by the best employees and to avoid shortages or surpluses of staff;
- Establishment of vacant positions
- Job description and specification for the vacant positions;
- Preparation and approval of advertisement;
- Preparing application short listing criteria;
- Placement of an advertisement in the right media;
- Receipt of applications;
- Short listing of applications using short listing criteria;
- Vetting of short listed candidates;
- Written interview coordinated by HR manager;
- Interview by departmental head assisted by HR manager;
- Interview by management team;
- Offer letter
- Signing of the offer letter
The employees are most active ingredient in an organisation. Processes and technologies are inactive on their own until they are used by the employees during the day to day operations of an organisation.
There is therefore a need to make a careful and critical examination of available information on the potential employee with the aim of high lighting both areas of blessing and potential exposure or risk. It is always important to note that employees are capable of derailing the execution of an organization’s strategic and operational objectives if they are not properly recruited. There is therefore a need to vet target candidates before they attend the interviews as this saves the time of the busy executives. The traditional interview process of relying alone on the CV, face to face interview and written recommendations cannot give unbiased information on the potential candidates. Employee vetting involves investigating an applicant’s background and qualifications to ensure a candidate is suitable for the job.
- CV checks to ensure correctness of the information therein;
- Education history checks including checks on academic and professional certificates;
- Employment history checks
- Background checks
- Criminal record checks
- Character highlights
- Checking of credit references,
The above process for sure will enable the organisation to select the best staff that will enable it to achieve its mission.
John Muhaise Bikalemesa
Director: Big Drum Advisory Services Limited