UNIT II HRM PPT-1.pptx MBA ANNA UNIVERSITY

Human resource management

1. UNIT II THE CONCEPT OF BEST FIT EMPLOYEE    Importance of Human Resource Planning – Forecasting human resource requirement – Internal and External sources. Selection process screening – Tests - Validation – Interview - Medical examination – Recruitment introduction – Importance - Practice-Socialization-benefits .

2. Human Resource Planning (HRP): Definition, Importance & Process Human Resource Planning Human Resource Planning is a systematic process of forecasting both the prospective demand for and supply of manpower, and employment of skills with the objectives of the organization. It can also be termed as the method of reviewing the manpower necessities to ensure that right kind of skills is made available to the organization. The main purpose of HRP is to set the goals and objectives of the company. In other words, it is to have the precise number of employees, with their skills matching the requirements of the organization, so that the organization can move towards its goals. Chief objectives of Human Resource Planning are as follows:

3. Guarantee ample supply of resources, whenever there is a need for it. Make sure that the current manpower in the company is being used properly. To foresee the potential requirements of manpower at various skill levels. Evaluate excess or scarcity of resources that are available at a given point of time. Predict the impact of technological changes on the resources as well as on the kind of jobs they do. Manage the resources that are already employed in the organization. Ensure that there is a lead time available to pick and train any supplementary human resource.

4. Need for Human Resource Planning In India, unemployment is a grave concern. Scarcity of manpower and that too with the required skill sets and competence, has given rise for need of Human Resource Planning. It comes handy for smooth and continuous supply of workers when a huge number of employees is retiring, or leaving the company or maybe they are incapable of working due to psychological or physical ailments. There is a need for Human Resource Planning when there is an increase in employee turnover, which is obvious. Some examples of this turnover are promotions, marriages, end of contract, etc. Technological changes lead to a chain of changes in the organization, right from skill sets product methods and administration techniques. These changes lead to an overall change in the number of employees required and with entirely different skill set. It is here that the Human Resource Planning helps the organization deal with the necessary changes. Human Resource Planning is required to meet the requirements of diversification and growth of a company. There is a need for Human Resource Planning in downsizing the resources when there is a shortage of manpower. Similarly, in case of excess resources, it helps in redeploying them in other projects of the company.

5. Importance of Human Resource Planning It gives the company the right kind of workforce at the right time frame and in right figures. In striking a balance between demand-for and supply-of resources, HRP helps in the optimum usage of resources and also in reducing the labor cost. Cautiously forecasting the future helps to supervise manpower in a better way, thus pitfalls can be avoided. It helps the organization to develop a succession plan for all its employees. In this way, it creates a way for internal promotions. It compels the organization to evaluate the weaknesses and strengths of personnel thereby making the management to take remedial measures. The organization as a whole is benefited when it comes to increase in productivity, profit, skills, etc., thus giving an edge over its competitors.  

6. Objectives Human Resources planning

7. Meaning and definition of Recruitment Process Edwin B. Flippo defined the recruitment process – ‘Recruitment is the process of searching the candidates for employment and stimulating them to apply for jobs in the organization.’ In the words of Dale S. Beach ‘Recruitment is the development and maintenance of adequate manpower resources. It involves the creation of a pool of available labor upon whom the organization can draw when it needs additional employees.’ The recruitment process leads to a collection of candidates for any vacancies an organization might have.

8. S ources of Recruitment

9. Selection Process in HRM – Steps Involved in Employee Selection Process The basic principle for the recruitment and selection is, the “right man for the right job.” Presuming that all the requirements that are necessary for inviting applications have been fulfilled and the applications have been received in the office, the following steps are generally performed for the selection of employees:   1. Preliminary Interview: The Executive of the organisation conduct a brief interview of the candidates to determine whether it is worthwhile for the candidate to fill up the blank application. Minimum qualifications and experience of the candidate, his age, etc., are ascertained. Preliminary interview helps to eliminate those candidates who are obviously unfit for the job.  

10. 2. Blank Application: The candidates who succeed in preliminary interviews are required to fill in a specially drafted blank application form. It provides a written record of the qualifications, experience age, etc., of candidates. It can be used as a good test device for the expression, handwriting and other abilities of the candidates. Therefore, it should be designed carefully so as to secure all relevant information about the candidate. There is no standard form of blank application for all firms. As far as possible, it should be simple and brief.

11. 3. Selection Tests Candidates may have to undertake selection tests to establish their claim for the job. These tests are based on the assumption that, human behaviour in an actual work situation can be predicted by sampling it. Selection tests are classified into six types . They are as follow: ( i ) Aptitude Tests : (a) Intelligence Tests (b) Mechanical Aptitude Tests Aptitude means the potential which an individual has for learning the skills required to do a job efficiently. Aptitude tests measures an applicant’s capacity and his ability to learn a given job if given adequate training. These tests are the most promising indices for predicting employee’s success. Aptitude tests can be divided into general and mental ability or intelligence tests and specific aptitude tests

12. 4. Selection Interview Interview serves as a means of checking the information given in the application forms and the tests results. It also provides an opportunity to the candidates to enquire about the job during interview. Managers get an opportunity to take a decision about their suitability for employment. Selection interview should be conducted in an atmosphere which is free from disturbance, noise and interruption. Interview should be conducted in great depth to judge the suitability of the candidates

13. 5. Checking References: References are generally required to enquire about the conduct of those candidates who have been found suitable in the interviews and tests. References can be collected from the previous employers, colleges last attended or from any other reliable source. Before forming a balanced opinion, it is necessary to enquire from three to five persons about the conduct of the prospective candidate. However, this exercise may not always produce the desired results because ( i ) no candidate will cite the name of a referee who might speak unfavourably about him; (ii) the referee may not always respond; and (iii) due to a prejudice the referee may deliberately speak against the candidate.  

14. 6. Medical Examination A physical examination of the potential employee is necessary for the company, to protect itself against the risk of claims for compensation from individuals who are afflicted with disabilities. The medical examination should be both general and thorough. The findings should be carefully recorded so as to give a complete medical history, the scope of current physical capacities, and the nature of disabilities, if any. But, it needs to be remembered that the medical examination is an aid to selecting employees who, besides fulfilling the requirements as to abilities and skills, also possess necessary physical characteristics. In other words, medical examination should not be used unfairly to reject an otherwise suitable candidate.  

15. 7. Final Approval : After a candidate has cleared all the hurdles in the selection procedure, he is formally appointed by issuing him an appointment letter or by making a service agreement with him. No selection procedure is fool proof and the best way to judge a person is by observing him working on the job. 8. Employment Candidates who give satisfactory performance during the probationary period are made permanent. *********

16. Major Types of Validation There are three major types of validation used to validate predictors. They are (1) criterion-related validity ; (2) construct validity; ( 3) content validity . They are explained as follows

17. 1. Criterion-related validity A predictor has criterion-related validity if a statistically significant relationship can be demonstrated between the predictor and some measure of work behavior or performance. Examples of performance measures are production rates, error rates, tardiness, absences, length of service, and supervisor's ratings. Suppose a department store uses as a predictor for its sales personnel one year of sales experience. To validate this predictor, the employer would have to demonstrate that a statistically significant relationship exists between one year of sales experience and some measure or measures of work behavior or job products, perhaps number of sales and/or low percentage of errors in ringing up purchases

18. 2. Construct validity . Instead of directly testing or using other information to predict job success, some selection methods seek to measure the degree to which an applicant possesses psychological traits called constructs. Constructs include intelligence, leadership ability, verbal ability, mechanical ability, manual dexterity, etc. Constructs deemed necessary for successful performance of jobs are inferred from job behaviors and activities as summarized in job descriptions. They are the job specifications part of job descriptions. Construct validity requires demonstrating that a statistically significant relationship exists between a selection procedure or test and the job construct it seeks to measure. For example, does a reading comprehension test reliably measure how well people can read and understand what they read?

19. 3. Content validity . A selection procedure has content validity if it representatively samples significant parts of a job, such as a filing test for a file clerk or a test of cash register operation for a grocery checker. Selection tests that approximate significant aspects of a job are called job sample tests. Job sample tests require applicants to perform certain aspects of a job's major activities, thus demonstrating competence at tasks which are an actual and important part of the job. Significant aspects of a job are determined through job analysis and set forth in job descriptions of jobs. Job sample tests should approximate aspects of the job as closely as possible, since this increases content validity.

20. What are the interview steps? The  steps in an interview consist of stages built for hiring new employees. The interview process normally begins with a well-written job description, scheduling phone screenings or preliminary interviews, conducting in-person interviews, choosing candidates, and extending an offer.

21. Interview Process Steps A detailed job description Application Complete a phone screen In-person interview Skills test Final review and feedback Offer the position

22. 1. A detailed job description Before posting a job or accepting applicants, it’s important to have a detailed and accurate job description. This ensures any applicants have clear expectations of the role. Be sure to include specific duties, software, and responsibilities candidates should expect. A good description will help save the time of recruiters and possible candidates by weeding out those who don’t see themselves in the role. Keep in mind that the goal of a job description is to attract top talent to apply so craft accordingly.

23. 2. Application After reading the job description, candidates should be encouraged to apply if they feel they meet the expectations of the role. An application should make it easy for a candidate to provide the necessary information about themselves and their qualifications. Almost nothing is more frustrating than uploading a resume and then being forced to manually input all the information you just shared through the resume. Depending on the position, it may be helpful to ask applicants to include a link to an online portfolio or other samples of their work.

24. 3. Complete a phone screen After advancing a candidate past the initial application, a phone screen may be necessary. A phone screen is a short phone conversation (roughly 15-45 minutes) to verify some of the basic requirements of a position such as education, location, and necessary skills. This saves time on both ends of the conversation and can help ensure each person's goals are in line with each other.

25. 4. In-person interview Perhaps the most traditional stage in the interview process is the in-person interview. There are a few ways this may manifest itself. Typically, it’s common for candidates to interview with a manager for their role. A candidate may also be interviewed by multiple people, employees they could be managing themselves, or company executives. The in-person interview is sometimes the final stage, and often the most telling for a candidate. It’s important for each person involved to be prepared and have substantive questions for each other.

26. 5. Skills test A   skills test  or demonstration is often required in order to show how a candidate approaches a specific situation they would encounter within their role. These tests or demonstrations should be judged objectively in order to determine the candidate’s quality of work. For example, in interviewing for my content marketing role at G2, I was tasked with writing a short article following certain company guidelines. A software developer may be asked to debug lines of code. A candidate for a sales role may be required to present a pitch. All of these serve to showcase an applicant’s ability to serve in the role they desire.

27. 6. Final review and feedback Following the skills test and in-person interview, the candidate should be informed of their performance. A good interviewer will provide detailed feedback on what they liked about the candidate’s performance, but also any reservations they may have. This type of transparency throughout the interview process makes each candidate feel valued, whether they receive an offer or not.

28. 7. Offer the position After providing feedback, candidates should be expected to receive an offer (or rejection) in a timely manner. Candidates may be applying to more than one company, and interviewers are looking to fill a role. It’s in nobody’s best interest to let time go to waste. This can lead to candidates feeling “ghosted” and having a poor perception of the company . *********