PNG Transformers Pvt. Ltd.

CODE: SOP 001/HR

DATE: 16.07.2019
USER: HR Department
DRAFTED BY: Vidushi Chaudhary
OWNER OF PROCESS: Respective HR

SOP FOR RECRUITMENT

Guidelines for recruiting various job positions in the company

STAGE 1: Analyzing the need of job vacancy

(Planning & Strategy Development)
STAGE 2: Preparation of Job Description
STAGE 3: Posting the jobs on Various Social
Networks (Searching)
STAGE 4: Scheduling interviews (Screening)
STAGE 5: Preparation of Documents for
Selected Candidates
STAGE 6: Evaluation& Control
STAGE 1: Analyzing the need of job vacancy
(Planning & Strategy Development)

Step 1:- Evaluate the need of job vacancy in the company. Connect with the management
and analyse the need and number of vacancies and required candidates to fill the
positions

Step 2:- Translation of likely job vacancies and information about the nature of these jobs
into a set of objectives or targets that specify (a) number, and (b) type of applicants
to be contacted.

Step 3:- Plan the number of contacts (plan to attract more applicant than the actual hiring
number)
Some of those contacted will be uninterested, unqualified, or both. Each time a
recruitment program is contemplated, one task is to estimate the number of
applicants necessary to fill all vacancies with qualified people.

Step 4:- Type of Contacts: This refers to the type of people to be informed about job
openings. The type of people depends on the tasks and responsibilities involved and
the qualifications and experience expected. These details are available through job
description and job specification (Stage 2)

Step5:- Decide to “Make or Buy”: Decide whether to hire less skilled employees and
invest on training and education programs, or to hire skilled labor and professionals.
Essentially, this is the ‘make’ (hire less skilled workers) or ‘buy’ (hire skilled
workers and professionals) decision.

Step 6:- Use of Technological Sophistication: Decide the method of recruitment to be used
for the hiring. For the type of hiring, recruitment method to be used.
For instance:- To recruit labors, we opt for advertisements, contact to vendors,
Agency, etc.
To recruit other control staff, we opt for job portals, job agencies, campus hiring etc.

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STAGE 2: Preparation of Job Description

This stage involves preparing the required job descriptions and its specifications
for openings in the organization.

For Preparing Job Description:

Responsibilities and
Job Title Job Summary Qualifications and Skills
Duties
•Make your job titles •Open with a strong, •Outline the core •Include a list of hard
specific. Avoid internal attention-grabbing responsibilities of the and soft skills
lingo that may confuse summary position •Include the
the job •Involve importance of requirements
position, summary of • Preferences/
job profile References
•Describe the basic
purpose of the job. ( ...
•List the various duties in
order of importance. ( ...
•Begin each sentence
with an action verb.
•Use examples to add
meaning.
•Define jargon or initials.
•Assume the reader
knows nothing about
your job.
•Answer all the why, how
and with who questions
that your sentences
generate

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STAGE 3: Posting the jobs on Various Social
Networks (Searching)

This stage involves two steps:-

Source activation
• Posting the job vacancies on various social job websites
• Generally, Social sites used by us are :- Naukri , Indeed, LinkedIn

Selling
• Involves providing information of job vacancy to the agencies, newspaper advertisements,
business magazines, job forums, etc.

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STAGE 4: Scheduling interviews (Screening)
After sourcing and searching the candidates, the part of screening comes along. This stage of
recruitment involves scheduling the interview for sources or searched candidates.

This stage involves various steps of screening the candidates:-

Step 1: Source the candidates from mentioned job portals and download the resumes for
qualified candidates. (Reference: SOP 003/HR Sourcing the candidates)
Step 2: Contact the candidates which fits in our required skill sets for the job profiles.
Step 3: Schedule the interview for the candidates according to the suitable schedule of
recruiter as well as candidate discussed mutually over the call.
Step 4: Inform the Director in advance regarding the scheduled interviews on the upcoming
dates

When the candidate arrives at the office for the interview:

1. Provide him the pre-interview form to fill and ask him/her copy of their updated
resume.
2. If there is some delay in the interview schedule, inform the candidate and make him
wait and ask them to be comfortable by asking water or anything.

During Interview:
1. Have a copy of Format no. 081HRD22 (Interview First Round) with you along with
the resume and filled pre- interview format for better knowledge of the candidate
profile.
2. Make the candidate comfortable.
3. Ask the related questions and analyse the candidate profile and also simultaneously
fill the format form to gather more information.
4. Discuss the company policies with the candidates

After Interview:

1. Provide the actual feedback to the candidate for the interview

2. If the candidate is selected, inform him his joining formalities and schedule for the
same
3. If selection of the candidate is done, the process will proceed to Stage 5, otherwise the
process will flow from Stage 3 to Stage 4 continuously.

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STAGE 5: Preparation of Documents for Selected
Candidates

This stage involves preparation of documents for the selected candidates. As per our
company policy, Candidates will have to serve a probation period of maximum 1 month in
which he has been provided some tasks (discussed mutually) to complete. If he/she is
successful in achieving those provided task in the probation month, his/her employment will
be considered as permanent after the probation review.

On the day of joining, employee is provided with “PROBATORY EMPLOYEE

PERFORMANCE SHEET” which includes the tasks provided and any fixed assets allotted
to him for the probation month.

After probation month, if the performance of the candidate is found suitable, he/she will be
offered with the suitable post in the company otherwise the candidate can be asked to leave
the company.

After Probation:
1. Prepare the appointment letter for the candidate with the provided job profile and all
the details
2. Allocate the fixed assets to him (if required)

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STAGE 6: Evaluation & Control

This Stage is considered important part of recruitment process as considerable costs are
incurred in the recruitment process. The costs generally incurred are:
1. Salaries for recruiters.
2. Management and professional time spent on preparing job description, job specifications,
advertisements, agency liaison, and so forth.
3. Cost of advertisements or other recruitment methods, that is, agency fees.
4. Cost of producing supporting literature.
5. Recruitment overheads and administrative expenses.
6. Costs of overtime and outsourcing while the vacancies remain unfilled.
7. Cost of recruiting suitable candidates for the selection process.
Questions should always be asked as to whether the recruitment methods used are valid and
whether the recruitment process itself is effective.
Statistical information on the cost of advertisements, time taken for the process, and the
suitability of the candidates for consideration in the selection process should be gathered and
evaluated.

There are two types of evaluation done for the recruitment control process:-

•Return rate of applications sent out.

Evaluation for • Number of suitable candidates for selection.
• Retention and performance of the candidates selected.
recruitment •Cost of the recruitment process.
•Time lapsed data.
process •Comments on image projected

•Number of initial enquiries received which resulted in completed

Evaluation for application forms.
•Number of candidates at various stages of the recruitment and selection
recruitment process, especially those shortlisted.
•Number of candidates recruited.
methods • Number of candidates retained in the organization after six months.

After evaluating the recruitment process and methods, control measures should be taken to
improve the efficiency of the process.

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