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2003 Prentice Hall, Inc.

Human Resource Management Chapter 3:Personnel Planning and Recruitment

Ass. Prof. Ipek Kalemci TUZUN

Instructor presentation questions:


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Steps in Recruitment and Selection Process

The recruitment and selection process is a series of hurdles aimed at selecting the best candidate for the job.


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Steps in Recruitment and Selection Process

1. Decide what positions youll have to fill, by engaging in personnel

planning and forecasting. 2. Build a pool of candidates for theses jobs by recruiting internal or external candidates. 3. Have applicants complete application forms and perhaps undergo an initial screening interview. 4. Use selection techniques like tests, background investigations, and physical exams to identify viable candidates. 5. Finally, decide who to make an offer to, by having the supervisor and (perhaps) others on the team interview the final candidates.


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Employment or personnel planning is the

process of deciding what positions the firm will have to fill, and how to fill them.
Personnel planning covers all the firms

future positions, from maintenance clerk to CEO. However, most firms use succession planning to refer to the process of deciding how to fill the companys most important executive jobs.


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Developing Personnel Plans requires three forecast;

1. Forecasting personnel needs

2. Forecasting the supply of outside

candidates 3. Forecasting the supply of inside candidates


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1.How to Forecast Personnel Needs

Staffing plans also must reflect:

1.Projected turnover (as a result of resignations or terminations) 2. Quality and skills of your employees (in relation to what you see as the changing needs of your organization) 3. Strategic decisions to upgrade the quality of products or services or enter into new markets 4. Technological and other changes resulting in increased productivity 5. The financial resources available to your department


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Forecasting Personnel Needs

Forecasting Tools

Trend Analysis

Ratio Analysis

Scatter Plotting


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Methods to Predict Employment Needs

Trend analysis Trend Ratio Analysis Another

Analysis Trend analysis means studying variations in your firms employment levels over the last few years to predict future needs.

approach, ratio analysis, means making forecasts based on the ratio between (1) some causal factor (like sales volume) and (2) the number of employees required (for instance, number of salespeople).


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Scatter plot shows projected staff size

The Scatter Plot A scatter plot shows graphically how two variables.such as a measure of business activity and your firms staffing levels.are related. If they are, then if you can forecast the level of business activity, you should also be able to estimate your personnel requirements. Managerial Judgment Whichever forecasting method you use, managerial judgment will play a big role. Its rare that any historical trend, ratio, or relationship will simply continue unchanged into the future. Youll therefore have to modify thehe forecast based on factors.such as projected turnover or a desire to enter new believe will be important.

Number of nurses

1200 1000 800 600 400 200 0 0 500 1000 1500

Hospital size (# of beds)


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Using Computers to Forecast Personnel Requirements

Computerized forecast

Determination of future staff needs by projecting sales, volume of production, and personnel required to maintain this volume of output, using software packages


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2. Forecasting the Supply of Inside Candidates

Qualifications inventories
After getting the answers of

how many employees needed, next, the supply- both internal and external must be estimated. Qualification inventories can facilitate the supply of internal candidates

Manual or computerized records listing employees education, career and development interests, languages, special skills, and so on, to be used in selecting inside candidates for promotion


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2Forecasting the Supply of Inside Candidates

Qualification Inventories

Manual Systems and Replacement Charts

Computerized Information Systems


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There are several types of manual systems used to track employee qualification
Personnel inventory &

development record help track employee qualifications

Personnel replacement charts

Personnel replacement

are often used for filling a companys top positions

chart;Company records showing present performance and promotability of inside candidates for the most important positions Position replacement card; A card prepared for each position in a company to show possible replacement candidates and their qualifications


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Management Replacement Chart


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Computerized Information Systems

Work experience codes

Product knowledge
Industry experience Formal education

Foreign language skills

Career interests
Performance appraisals Skills

Training courses


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Internal Candidates: Hiring from Within

Foreknowledge of candidates

Failed applicants become

strengths and weaknesses

More accurate view of

candidates skills
Candidates have a stronger

commitment to the company

Increases employee morale
Less training and orientation

discontented Time wasted interviewing inside candidates who will not be considered
Inbreeding strengthens


tendency to maintain the status quo


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Finding Candidates within

Job posting

publicizing the open job to employees and listing its attributes like qualifications, supervisor, work schedule, and pay rate


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3. Forecasting the Supply of Outside Candidates

Require forecasting general

econonomic conditions, local market conditions and occupational amrket conditions

Outside sources of



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Outside Sources of Candidates

Advertising Recruiting via the Internet Employment Agencies (public and

private) College recruiting Internships Referrals and walk-ins


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Campus Interview Report

Name of person interviewed Applying for position Department Qualifications Excellent
Communication Education Related Experience Interpersonal Skills Problem Solving Skills Adaptable to change




Completed by


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Internet Recruiting
While may have 5

million online resumes there may be 2-3x that on the internet

Go to

Conduct searches for specific areas and talents

Tripod and Yahoo also search resume databases for locating possible employees


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FIGURE 512 Best Recruiting Sources

Note: Survey of 2,294 organizations.

Source: Workforce Management, December 2004, p. 98.

Percentage of employers reporting best-performing sources for hiring without regard to cost, 2004.


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Developing and Using Application Forms

Uses of Application Information

Applicants education and experience

Applicants progress and growth

Applicants employment stability

Applicants likelihood of success


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Developing and Using Application Forms

Application forms provide 4 types of info
Does candidate have the necessary education or experience ? Provides applicants previous progress and growth

Provides previous work record to assess the applicants suitability

Application data can determine if applicant will succeed


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Application Forms and the Law Must

NOT have questions in an application form to be EEO compliant
Education Achievements

Housing Arrangements

Arrest Record

Marital Status

Areas of Personal Information

Notification in Case of Emergency

Physical Handicaps

Memberships in Organizations


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Applications to Predict Job Performance

Much like screening, some firms use job

applications as a tool to predict future performance They conduct statistical studies to find relationships between responses and success

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Employme nt Applicatio n