Role of Personnel Dept.

Prepared byProbhat Ghose

Personnel OfficerACI Limited

Presentation IncludesSession - I• Recruitment• Selection• InterviewingSession - II• Induction• Counseling• Disciplinary Actions

What is Recruitment ?Recruitment is the process of searching for prospective employees and stimulating than to apply for jobs in an organization.

It is a positive process.

Please note: Recruitment is a pre-employment procedure.

Pre-recruitment formalities

• Receiving requirement from department.

• Justification analysis of staff requirement.

• Staff engagement approval from Top management.

• Person Specification preparation

Ways of RecruitmentThe sources of recruitment’s can be broadly classified into two categories:

Internal SourceExternal Source

Advantage of Internal Source Some of the advantages in using internal sources are as follows:•prevent employee lay-off if there is any employee reduction•Increase employee morale by promotion particularly when a vacancy permits a promotion to be granted.•Easy to evaluate an existing works because a company generally is better acquainted with the strengths and weakness of its own employees. •Reduce Manpower system loss.

Disadvantages of Internal SourceIn some instance, qualified replacements not be available within the company to fill certain vacancies.

The hiring of certain experienced personnel from other companies is sometime desirable in order to gain new technical information

The excessive use of internal sources can shelter employees from the competition of outside application who may have superior qualifications.  

External Sourceii) External sources: Among the more commonly used external sources are the following:1) Advertising: Advertisement in local or national newspaper and professional journals is generally used when qualified or experienced personnel are not available from other sources.2) Employment Exchanges: Employment Exchange run by the Government are regarded as good sources of recruitment for semi skilled and un-skilled operative jobs. 3) Educational Institutions: Some time Recruitment Teams members of the faculty and persons in charge of placement services who recommend suitable candidates and invite the selected ones to visit the company for final selections.

External Source4) Recommendations: Application introduced by friends and relatives in the organization may prove to be a good sources of recriminates and indeed many employers prefer to take such persons because something about their background is known. 5) Unsolicited application who gather at the factory gates to serve as casual workers or who send in their request for appointment against a vacancy, if any are also an important sources of external recruitment.

External sources in BriefAdvertisingEmployment ExchangesPrivate employment agencies (for

experienced and high profile candidates)Educational InstitutionsRecommendationsUnsolicited application

The selection process The flowing are the steps:1. Reception of Application2. Screening & Categorizing for future use3. Preliminary Interview4. Application Blank5. Employment Tests6. Interview7. Investigation of Previous History8. Preliminary Selection in the Employment

Section9. Final Selection by the Line Boss10. Physical Examination11. Placement

Screening• It is one of the most important

parts when number of applicant ratio is extremely higher than required position.

• Screening must be guided by person specification and job description of similar position.

• It is negative process.

Delivering the Interview

Several Skills are called upon in conducting an interview, some of them are as follows:

1. Questioning Skills2. Active Listening3. Non-verbal Communication or Body

Languages4. Concluding the Session

All these skills need to be displayed by both the interviewer and interviewee, but the focus here will be on the interviewer. It is important to remember that, it is the interviewer who sets the tone of the interview. Thus, it is important that the appropriate behavior or skills are displayed during a counseling interview.

Delivering-1Questioning SkillsGood questioning guides the interview in the intended direction, for example to collect general information, to gather specific details or to probe underlying reasons or feeling. Questions are generally of the following four types:

- Closed questions- Leading questions- Multiple questions- Open questions (Probes & Links)

During interview the interviewer should try to avoid all first three types of questions and will depend on the open questions as long as possible.

Questioning Skills: Examples of Questions

Closed Question: The questions to be answered by Yes/No. Example: Do you like tea?

Leading Question: Questions that indicate the desired answer. Example: I assume you can use the work processor?

Multiple Questions: A number of questions strung together. Example: What is worrying you? Is it that your job will be jeopardized? Or is it the principle of the matter?

Open Questions: It is the question that can not be answered by yes or no at any stage. Example: Would you please illustrate that point?

Questioning SkillsExamples of Open Questions

Six Faithful Serving MenI have six faithful serving men

They taught me all I knowTheir names are What and Why and When

and How and Where and Who

Other examples of open questions include:Tell me about ………..?Please describe me ………….?Which way would you ……………….?Please would you illustrate that point …….?

Using Open Questions-1

Using Open Question to Probe Information:

Open questions are ideal for probing. When short and/or superficial answer is given we can easily follow this up with: “That’s interesting. Why ……..?” or “What caused that …….?”

But, these questions must not sound like interrogation.

Using Open Questions-2

Using Open Question to Link Topic:

Linking one question to other and referring back to points that need to be probed is very important. Open questions can be used for this purpose too. For example: “Having explained why you must work to these standards, what do you think you could do to improve your performance?

It is a tool for interviewer to control the conversation and guide it to the desired direction.

Guidelines for Questioning

- Ask one question at a time- Aim question to get particular piece of information- Use brief, simply worded and clear questions- Avoid assumption & prejudge- Pitch question at appropriate level of voice- Don’t ask leading question to catch someone- Keep away from personal questions if not necessary- Be patient, self-controlled and open minded- Keep control-over, don’t let the interviewee to interview

Delivering-2Active Listening

A good listener keeps an open mind and does not judge the message until it is fully understood; nevertheless, the speaker needs confirmation that he or she is being heard. The problem associated with the speaker being unsure of being heard and perceived correctly are illustrated by a notice which is displayed in the Pentagon:

‘I know you believe you understand what you think I said, but I am not sure you realize that what you heard is not what I meant.’

Session – II

What is Induction? Induction means introduction of new employee in the Company. In other words this is the process of adapting new employees to the organization. Induction is the final step of the selection process and is a part of employee socialization process. 

Why Required? 

New employees are uncertain, critical and insecure; hence they are more aware and sensitive of the surroundings impression. For that reason environmental factors affect their productivity to a large extent. Also, some very authentic study showed that poor induction results in high employee turnover.

Socialization:

Socialization is a process of adaptation to learn the values and norms of the work place.Values: Basic convicts about right or wrong, good or bad, desirable or not.Norms: Tell group members what they ought not ought not do in certain circumstances.

Socialization Model: The Outsider- Insider Passage

Pre-arrival Stage: The stage that recognizes individuals arrival in an organisation with a set of organizational values, attitudes and expectations. Encounter Stage: The stage where individuals confront the possible encounter between their organizational expectations and reality. Metamorphosis Stage: The stage whereby the new employee must workout any inconsistency discovered during the encounter stage.

Pre-arrival

Encounter Metamorphosis

Productivity

Commitment

Turn-over

Socialization Model

Socialization Stages Outcome

Major parts of effective Induction

The Personnel Department gives introductory information informally or in a group session. The new employee’s supervisor gives further information in the Department about departmental facilities and requirements.

A follow-up interview several weeks after the employee has been on the job, given by either by the supervisor or a representative of the Personnel department to queries that the new employee may have and to repeat some of the

earlier information for emphasis.

Necessary information for an effective InductionRepresentative of Personnel Department and some by the new employee’s Supervisor. The Company’s history, development, management, products

etc. Personnel policies—what the new employee can expect of the

company and what it expects of him and what it expects of

him. Terms of employment—including general disciplinary rules. Employee activities benefits and services available. The job or Department for which the new employee is hired nature of work, hours, wages opportunities for promotion etc.

The supervisor of the new employee: Introduction to him to other supervisors in the department and other colleagues.

Departmental rules and regulations – Safety measures.

Detailed description of job – His duties, hours, or wage rates tools, equipments etc.

The whole induction programme should be directed towards giving the new employee a real feeling that he is welcomed as a member of the organization and giving him information regarding the rules and regulations that might effect him.

Ten steps in the induction procedure: 1.    Greet the new employee cordially2.    Display personal interest in him3.    Review his terms of employment4.    Explain any additional privileges5.    Show him around6.    Explain the part he will play7.    Introduce him to his co-workers8.    Explain carefully his duties9.    Introduce him to persons who can assist or instruct10.  Follow up carefully 

Benefits of the induction programme:

A feeling of pride in ‘His/Her’ company.  Feelings of confidence in himself. Having complete knowledge or conditions of his employment

Knowledge about the company and its products  Provides information that he needs such as the time to break off for Tiffin, where, to find the canteen etc.

Success factors of induction  Close supervision during the probation period

Availability of counselors to answer

Follow up interview to determine interest in job, promotional possibilities etc.

Employee Counseling

SELECTION

COUNSELING

Benefits of CounselingThere are several seen and unseen benefits of employee

counseling which can be summarized as follows: - Reduces unhappiness and discontent - Increases efficiency and productivity - Improves work relationships - Increases confidence and self-esteem - Facilitates growth, personal and professional

development - Increase confidence and trust in management - Prevents a problem turning to a crisisIn fact, it can create an opportunity for both the

counseled and counselor to solve a problem which help both of them to achieve their individual and organizational goals.

How Counseling helpsRemember, ‘A problem being shared is a problem halved.’ You have made a major difference by being there and listening!!!

Disciplinary ActionsFollowing Disciplinary actions are going to be discussed•Termination•Loss of service lien•Dismiss

Disciplinary Actions• TerminationIn Case of bad performance

- 4 month gross salary (notice pay)- So, no notice period required- Letter have to be sent to Present & Permanent addresses of the terminated employee

• Loss of service lienIn case of unauthorized absent for 14 days

- Letter have to be sent to Present & Permanent addresses of the employee- No notice pay required

Disciplinary Actions• Dismiss

Proper domestic enquiry required otherwise employee has full privilege to place the matter before labour court.

Thank you