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Personnel Planning and Recruitment

Emranul Haque
Assistant Secretary (HRM) Dhaka Chamber of Commerce & Industry

Learning objectives: Explain the main techniques used in employment planning and forecasting List and discuss the main outside sources of candidates Effectively recruit job candidates Name and discuss the main internal sources of candidates Developing a help wanted ad. Explain how to recruit a more diverse workforce

Personnel Planning and Recruitment Some key points The recruitment and selection process is a series of hurdles aimed at selecting the best candidates for the job Employment planning is the process of deciding what positions the firm will have to fill, and how to fill them Succession planning is the ongoing process of systematically identifying, assessing, and developing organizational leadership to enhance performance Application form provides information on education, prior work record and skills Remember it is unlawful to discriminate against any individual with respect to employment because of race, color, religion, sex, national origin, or age etc.

Personnel Planning and Recruitment


Steps in Recruitment and selection process Application Employment Recruiting: form planning and build a pool completed by forecasting of candidates candidates Developing personnel plans requires three forecasts: one for personnel requirements, one for the supply of outside candidates, and one for the supply of inside candidates. Selection tests

interview and supervision

To predict the need for personnel, first project the demand for the produce or service, next, project the volume of production required to meet these estimates; finally, relate personnel needs to these production estimates
With personnel needs projected, the next step is to build a pool of qualified applicants. There are several sources of candidates, both internal ( promotion from within) and external sources ( advertising, employment agencies, executive recruiters, college, varsity internet and referrals and walk-inns etc.)

Orientation and placement

Personnel Planning and Recruitment

Steps in recruitment and selection process 1. Decide what positions you'll have to fill through personnel planning and forecasting 2. Build a pool of candidates for these jobs by recruiting internal or external candidates 3. Have candidates 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. Decide who to make an offer to, by having the supervisor and perhaps others on the team interview the candidates

Personnel Planning and Recruitment

Employment Planning and forecasting: the process of deciding what positions will have to fill, and how to fill them Employment planning should be an integral part of a firms strategic and HR planning process Options of recruiting such as internal and external are decided

Personnel Planning and Recruitment

Before planning for employment requirement youll usually need to forecast three things1. Forecasting personnel needs 2. Forecasting the supply of inside candidates 3. Forecasting the supply of outside candidates

Personnel Planning and Recruitment 1. Forecasting personnel needs It involves use of simple techniques such as Trend analysis: study of a firms past employment needs over a period of years to predict future needs Ratio analysis: a forecasting technique for determining future staff needs by using rations between some causal factor and the number of employees required The scatter plot: a graphical method used to help identify the relationship between two variables such as a measure of business activity and your firms staffing levels. If you can forecast the business activity you can easily forecast the number of people required in the firm Using computers to forecast personnel requirements: determination of future staff needs by projecting sales, volume of productions, and personnel required to maintain this volume of output, using software packages

Personnel Planning and Recruitment


2. Forecasting the supply of inside candidates: the main task is determining which current employees might be qualified for the projected openings through some internal sources, such as Qualifications inventories: manual or computerized records listing employees education, career and development interests, languages, special skills, and son on, to be used in selecting inside candidates for promotion Personnel replacement charts: 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 Computerized information system: most firms use computerized information system. These firms use various packaged software systems enter information about employees background, experience, skills etc. using the company intranet

Personnel Planning and Recruitment

3. Forecasting the supply of outside candidates: if there are wont be enough inside candidates to fill the anticipated openings or for any other reasons, you need to forecast the availability of outside candidates. To forecast the supply of outside candidates a HR manager needs to consider the socio-economic conditions, rate of employment, national and international labor force growth rate, and the availability of potential job candidates of specific occupations etc. you can use public, private, published, unpublished, national and international sources of information to anticipate the supply of outside candidates. Moreover, today internet has become the most useful source in this regard

Personnel Planning and Recruitment

Organizing the recruitment function: centralized vs. decentralized Four good reasons for centralized recruitment i) Easy to apply the companys strategic priorities such as employment image ii) Reduces duplication through single recruiting office iii) Easy to ensure experts involvement in recruitment iv) Wider use of internet to recruit at the least cost

Personnel Planning and Recruitment

Measuring recruiting effectiveness: The Recruiting Yield Pyramid- some employers use a recruiting yield pyramid to calculate the number of applicants they must generate to hire the required number of new employees. The pyramid refers to the historical arithmetic relationships between recruitment leads and invitees, invitees and interviews, interviews and offers made, and offers made and offers accepted

Personnel Planning and Recruitment : The Recruiting Yield Pyramid-

Offers accepted
50 100 150 Offers made 2:1 Candidates interviewed 3:2 Candidates invited 4:3 200 1200 Leads generated 6:1

Internal sources of candidates


Advantages of recruiting from internal sources: i) candidates strengths and weaknesses are known ii) More committed iii) High morale iv) require less training and orientation Disadvantages: i) feel of deprivation so discontented ii) wasting of time to interview all managers of the company iii) inbreeding/ peer class classes for the new class association

Personnel Planning and Recruitment

Internal sources of Candidates Job posting: publicizing an open job to employees often by literally posting it on the bulletin boards and listing its attributes, like qualifications, supervisor, working schedules and pay rate Rehiring: rehiring from former employees Succession planning: Succession planning is the ongoing process of systematically identifying, assessing, and developing organizational leadership to enhance performance

Personnel Planning and Recruitment


Outside sources of candidates Advertising
The media Constructing ad ( AIDA: attention, interest, desire and action) Employment advertisings effectiveness

Employment agencies: public and non-profit, and private agency Temp agencies: Part tem or JIT Workers / Alternative staffing- use of nontraditional recruitment sources Outsourcing white-collar and other jobs Executive recruiters ODRS College recruiting Referrals and walk-inns Recruiting via internet:

Recruiting via Internet The organizations are increasingly recruiting the positions via internet because internet is cost-effective, generates more responses, faster, attracts candidates from diverse background in less time Top online recruiters Yahoo!Hotjobs Jobcentral.com collegeRecruiter careerBuilder Monster.com Hound Career.com Indeed.com Simply hired etc.