Human Resource Management

Graduate Diploma in Management

Session 2

Sharuga Rajeswara
Senior Lecturer, BMS.
MBA in Management (Scotland),
BSc (Hons) HRM and Leadership (UK).
Content Outline
❑ Re‐Cap from last week

❑ Job Analysis

❑ Job Description and Job Specification

❑ Recruitment and selection

▪ Recruitment and selection process

▪ Methods of recruitment
▪ Sources of selection
Job Analysis
Imagine this is your first day at job

When you start a new job, what should you do now?

After joining the firm………..
Common Problems In The Sri Lankan Workplace

Didn’t know its my work,

I didn’t understand

I am browsing Facebook
because I have finished
all my work

Not me! This was supposed

to be done by him

Accountability Responsibility
 Job Analysis
Job Analysis is a process to identify and determine in detail the
particular job duties and requirements and the relative importance of
these duties for a given job.

Job analysis is the process of getting information about jobs:

• what the worker does

• how he gets it done

• why he does it

• skill, education and training required

• relationship to other jobs, physical demands

• environmental conditions
 Importance of job analysis

• Provides with first hand job related information

• Helps in creating right job-employee fit

• Helps in establishing effective hiring strategies

• Guides through performance evaluation and appraisal process

• Helps in analysing training & development needs

• Helps in deciding compensation & benefits

 Process of job analysis

Step 5 :
Step 2 : Step 3 : Step 4 : Step 6 :
Step 1 : Evaluate
Determine Identify Methods Write job
Select job and verify
information sources of of data analysis
to study data
to collect data collection report
collection

• Tasks • Employees • Interviews • Other

• Responsibilities • Supervisors/ • Questionnaires employees
• Skill managers • Observation • Supervisor/
requirement • Diaries and managers
record

Refer core-text pages – 96- 106

 Job Description

A job description is an internal document that clearly states the

essential job requirements, job duties, job responsibilities,
and skills required to perform a specific role.
Components of Job Description

Job identification/ Job Summary

Job Tittle

Job location

Role/ Job duties and responsibilities

Machine Required/ Equipment

Salary/ Incentive/ Allowance

Supervision is given or received

Refer core-text pages – 107-113

Lets look at a sample Job Description (JD) for the
designation of factory manager working for Dilmah
Benefits and Limitations Job Description

Benefits of JD Limitation of JD

➢ Better recruitment ➢ Poorly written JD

➢ Better compensation ➢ Not updated

➢ Legal compliance ➢ Unrelated specifications

➢ People planning ➢ Limit the scope of the

activity
 Job Specification

A statement of employee characteristics and qualifications

required for satisfactory performance of defined duties and
tasks comprising a specific job or function.
Components of Job Specification

Skills

Knowledge

Education Qualification

Experiences

Attitudes

Training

Physical Effort

Refer core-text pages – 114-116

Lets look at a sample Job Specification (JS) for the
designation of factory manager working for Dilmah
 Benefits and Limitations Job Specification
Benefits of JS Limitations of JS

➢ Job specification highlights all the specific ➢ It is a time-consuming process as it has

details required to perform the job at its best to be very detailed and complete

➢ It gives the HR managers a threshold and a ➢ A job description is time-bound and

framework on the basis on which they can changes with changing technology and
identify the best prospects changing knowledge & skill requirements

➢ Helps in the screening of resumes and ➢ It can only give a framework of emotional
saves time when there are multiple characteristics and personality traits but
applications by choosing those who are cannot specify the experience or forecast
closest to the job specification complex issues

➢ HR managers can use job specification as a

benchmark to evaluate employees and give
them required training

➢ It also helps companies during performance

appraisal and promotions
Impact of Job Analysis on other HR functions
 Group Activity
Prepare a sample JD and JS for the following designations;

• Group 1 : Marketing manager

• Group 2 : Machine operator

• Group 3 : HR executive

• Group 4 : Business Analyst

• Group 5 : Receptionist

• Group 6 : Senior lecturer

• Group 7 : Accountant

JD and JS templates are provided. Required to fill the information for the designation provided
 Recruitment and Selection

The process of attracting individuals in sufficient numbers with

the right skills and at appropriate time to apply for open position
within the organisation and picking the best fit employee.
Recruitment

Recruitment is the process of

searching for prospective

employees and stimulating

and encouraging them to apply

for the job.”
(Flippo EB,1980)

Refer core-text pages – 136-149

 Selection

The Selection is the process of

choosing the most suitable
candidate for the vacant position
by evaluating based on certain
criteria in the organisation.
 Difference between recruitment and selection

Basis Recruitment Selection

Meaning It is the process of stimulating It is the process of selecting

people to apply for a vacant job the best candidate from those
position in the organisation who have applied for the job

Objectives The objective of recruitment is to The objective of selection is to

create a pool of eligible get the best candidate
candidates for the purpose of selected for the job
selecton

Nature It is a positive process as it It is a negative process as it

attracts people towards the involves rejection of
organisation candidates at every sage of it

Sequence It takes place before selection It takes place after recruitment

 Detail Recruitment and selection process

1. Job Analysis
2. Job description
3. Job specification
Recruitment
4. Recruitment Strategy
5. Advertising
6. Application forms
7. Screening
8. Shortlisting
9. Interview
10. Reference and background check Selection
11. Pre- employment test
12. Medical exams/drug test
13. Hiring decision
 Methods of Recruitment

Recruitment

Internal Recruitment External Recruitment

Internal Recruitment is External Recruitment is

when the business looks to when the business looks to
fill the vacancy from within fill the vacancy from any
its existing workforce suitable applicant outside
the business
Internal and External recruitment methods

Job posting

Promotion

Internal Transfer
Recruitment Methods

Departmental Exam

Retired employee

Advertisement

Campus Recruitment
External
Employment Agency

Walk-in interview
Class Activity
Benefits and Limitation of Internal Recruitment
Benefits of Internal Recruitment
➢ Management knowns the strengths
and weakness
➢ Boosts morale when employees see
promotions as rewards for loyalty
➢ Encourages ambitious workers
➢ Lesser errors as performance
already a witness
➢ Lesser costing
➢ Not much orientation required
➢ Good training device for developing
middle and top level managers
➢ More commitment to the company
Limitations of Internal Recruitment
➢ Fail to bring in “New Blood”
➢ Infighting among rivals
candidates, decrease in morale
➢ Vacancy information itself could
be hidden if information flow is
traditional
➢ Limited choice, opportunity
➢ Promotes favoritism
➢ Discontent unsuccessful
applicants
➢ “One of the gang” inside attitude
➢ Requires to fill the position of the
person who has been promoted
Benefits and Limitation of External Recruitment
Benefits of External Recruitment
➢ New Employees bring new
perspectives that can be applied to
business opportunity and challenges
➢ Training new hires may be cheaper
and faster because of prior external
experience
➢ New hires are likely to have fewer
internal political issues/ challenges in
the firm
➢ New hires may bring new industry
insights and expertise
➢ Potentially larger applicant pool
generated by search efforts
Limitations of External Recruitment
➢ The process may cause morale
problems for internal candidates
of not being selected
➢ The recruitment process may take
more time and resources
➢ New employees may require
longer adjustment periods
➢ Orientation efforts are necessary
➢ Culture and work practices are
different
➢ Training might be required
➢ Recruiters often must evaluate
more applicants
Stats on Recruitment
Discussion of Previous Class Question

• Answer pattern – expectation

• Marks allocation

• Look at the graded scrips – Doubts and improvements

 Additional Reading Texts

• Core text : Page numbers provided in the slides

1. Job Analysis
2. Recruitment

• JD and JS templates

• Job Analysis Tute : PDF version

Contact Details
Name: Sharuga Rajeswara
Email: sharuga@bms.ac.lk
Phone: Call BMS general line – Extension 600
Meeting: Business Academic Department (Wednesdays – Sundays)