SOCIALIZATION Do you see differences between these two pictures..?? Recruitment Human resources planning identifies the needs of HR in organization Once the organization know these needs, the organization must do something to meet those which is called Recruitment Recruitment is the process of finding qualified people and encouraging them to apply for jobs in the organization Building up pool of qualified applicants Quality of HR is depends upon quality of recruits, well planned and well managed recruiting effort will result in high quality applicant According to DeCenzo and Robbins,” Recruitment is the discovering of potential candidates for actual or anticipated organizational vacancies” In words of Ivancevich and Glueck,” Recruitment is that set of activities that an organization uses to attract job candidates who have abilities and attitudes needed to help organization achieve its objectives” Failure to generate an adequate number of reasonably qualified applicants can prove costly in several ways in terms loss, cost of training and supervision In today’s highly complex and competitive situation, the choice of right personnel has far-reaching implications The need for recruiting arises in every organization due to following reasons: Mobility of HR: This comprises vacancies due to transfer, promotion, retirement, termination, permanently disability or death Growth of Business: Due to expansion, diversification, growth etc Sources and Methods of Recruitment Generally sources and method of recruitment are perceive as same but they are different Sources are those where prospective employees are available while methods are those which stimulate the prospective employees to apply for job The sources of recruitment can be broadly classified into two categories Internal Sources Internal sources of recruitment means considering present employees as candidates for job vacancy Sometimes best employees can be found within the organization If a higher post is offered to an employee who deserves that post, it stimulates all other employees of the organization to work hard The major sources of internal recruitment include promotion 1. Promotions It refers to promoting or upgrading an employee who is already existed in the pay roll and contributed for organizational performance It is done by shifting an employee to a higher position with high responsibilities, facilities, status and pay Usually, many companies fill higher job vacancies by promoting employees who are considered fit for such positions This is due to fact that it has a great psychological impact over other employees for their motivation towards better performance 2.Transfers It is an alternative technique to promotion Under it, employees are internally recruited through transfer from one work place to another It means, transfer refers to the process of interchanging the job duties and responsibilities of employees from one place to another or from one department to another It involves shifting of people from one job to another without any promotion in their position or grade. It is a good source of generating qualified employees from over-staffed departments 3. Present Employees: The present employees of a concern are informed about likely vacant positions The employees recommend their relations or persons intimately known to them. Management is relieved of looking out prospective candidates The persons recommended by the employees may be generally suitable for the jobs because they know the requirements of various positions The existing employees take full responsibility of those recommended by them and also ensure of their proper behaviour and performance 4 Rehires Rehiring employees who had left the organization or were laid off temporarily or permanently Mainly it includes recruiting retired employees who are willing to work on part time basis Even retrenched employees are taken up once again Advantages of this source is that the people are already known to the organization Similarly, there is no need of orientation and training programme for them as they are familiar with the organization Methods of the internal recruitment are as follows Job Posting Most common method of recruitment It involves informing employees about vacancies through bulletin board notices, circulars or newspaper In recent days large organizations have developed online vacancies system via E-mail where employees can apply via mail It carry information about the nature of the position, pay rates, and the qualifications need It provides equal opportunity to employees to move up in the organization It motivates employees if done fair manner Employee Referrals Finding employees within organization on the basis of referrals of the employees of other department Managers and supervisors generally recommend qualified candidates for the vacant jobs Informal communication among managers can lead to the discovery that the best candidate for a job is already working in different section in organization Skills inventory It contains data about each employees skill, abilities, work performance and other information which indicate his/her overall value to the organization Information that can be listed in a skills inventory are as follows Personal data: age, sex, marital status Skills: education, job experience, training Salary and job history: present and past salary, dates of raises Company data: benefit plan data, retirement information, seniority Capacity of individual: test scores on psychological and other tests, health information Special qualification: membership in professional groups, special achievements Advantages of Internal Recruitment Predictable Performance As employees is already known to the organization so the supervisors/ managers will have knowledge about their past performance The probability of better selection is high Promotes loyalty It promotes loyalty and commitment among the employees, as they feel secured on account of chances of advancement Skilled and ambitious employees are less likely to quit and become involved in the development activities Morale and Motivation Morale and motivation of the employees are enhanced when employees are given the higher post from inside the organization Their psychological needs can be fulfilled by providing an opportunity for advancement Employees turnover will be low Time and cost Is less time consuming and less costlier When jobs are filled internally less general training and orientation will be required and less time will be needed for the person to adapt to the work environment Employer-employee Relationship Better employer-employee relationship will be established Satisfaction of trade union Job Security Maximizes job security for the present employees Disadvantages of Internal Recruitment Limited choice Organization have less choice for selection as needed skills or quality people may not be available inside the organization Discourage outsiders It discourages the capable-talented person They will be never get chance to be the part of the organization In-breeding Leads to inbreeding who have no new idea Not suitable for the post that needs innovations and original thinking Management may become stagnant-rigid, out of competition Negatively affect morale Negatively affect the morale of employees as they fight for promotion Ripple effect When vacancy is filled internally, the individual who is transferred or promoted to fill the first vacancy creates a second vacancy If the second is also filled internally, then another vacancy occurs External Recruitment If the vacancies cannot be fulfilled through the internal sources of the organization then the organization goes for the external recruitment Employment exchanges The most popular sources of recruitment for unskilled, skilled or semi- skilled operative jobs The job seekers get their names registered with employment exchanges managed and operated by the government The employers notify the vacancies to such exchanges and the exchanges refer the names of prospective candidates to the employers In India it is compulsory to fill certain types of vacancies through it Nepal government does not have employment exchanges Educational institutions Many educational institutions such as colleges and instructions are popular source of recruitment for technical, professional and managerial jobs They are usually view as sources for young, inexperienced entrants to the work-force Many big organizations maintain a close liaison with the universities, vocational school, management institutions to recruit qualified personnel for various jobs Private Employment Agencies Private agencies especially in technical or professional areas do this They compile bio-data of a large number of candidates and recommend suitable names to their clients Such agencies charge fee for their services For example security guard hiring agencies (Garud) Trade unions Generally unemployed or underemployed persons put a word to the trade union leaders with a view to getting suitable employment Such union leaders are aware of the availability of candidates In order to satisfy trade union leaders management consult with unions for suitable candidates Employees Referrals/Recommendations It involves recommendations made by current employees regarding some one whom they know and who fulfills the qualifications Present employees know both company and candidates being recommended Professional associations Are the sources of specialized professionals such as managers, accountants, engineers, lawyers, doctors, etc They maintain a roster of their members They are the source of bio-data of prospective professional candidates In Nepal, professional associations like MAN (Management Association of Nepal), Nepal Medical Council and Engineers Association are few examples Unsolicited Applications Involves direct applications in which job seekers submit unsolicited application letters or resumes Provides a pool of potential employees to meet future needs It can be of the following types Walks-ins Busy organizations and the rapid changing companies do not find time to perform various functions of recruitment They advise the potential candidates to attend for an interview directly and without a prior application a specified place The suitable candidates among the interviewees will be selected for appointment after screening the candidates through tests and interviews Write-Ins They are the job seekers who send written enquires These job seekers are asked to complete application forms for further processing Electronic Internet is becoming a common source of recruitment Candidates send bio-data through internet Such database becomes a source for recruiting prospective candidates It is cost effective also External recruitment method Advertising Most common forms of external recruitment Widely accepted method of recruitment It provides information about job and stimulate candidates to apply for jobs It can be given in daily newspaper, magazines, radio, T.V etc Educational institutions Many educational institutions such as colleges and instructions are popular source of recruitment for technical, professional and managerial jobs They are usually view as sources for young, inexperienced entrants to the work-force Many big organizations maintain a close liaison with the universities, vocational school, management institutions to recruit qualified personnel for various jobs Employees referrals Applicants introduced by present employees may prove to be a good source of recruitment Applicants are likely to be good employees because their background is sufficiently known Internet search Internet is becoming popular these days for recruitment Merojob.com, jobsnepal.com are some popular websites of Nepal This provides wider reach It is cost-effective Advantages or external recruitment Qualified Personnel By using external recruitment, the management can attract qualified and trained people to apply for vacant jobs in the organization Wider Choice When vacancy are advertised widely, a large number of applicants from outside organization apply The management has a wider choice while selecting the people for employment Fresh Talent Present employees may lack sufficient or they may not fulfill the specifications of the job to be filled Provides wider choice and brings new blood in the organization Competitive Spirit The existing employees will have to compete with outsiders they will work harder to show better performance Disadvantages of External Recruitment Dissatisfaction among existing staff May lead to dissatisfaction and frustration among existing employees They may feel that their chances of promotion are reduced Lengthy process It takes long time Has to notify vacancies and wait for applications to initiate the selection process Costly Process A lot of money has to be spent on Ad and processing of appliations Recruitment Process HR Planning There must be the integration of corporate planning and HR planning in order to achieve organizational goals HR planning is a part of corporate planning So it must determine and categorize the organization's long range and short range HR needs Should prepared specifying the duties, responsibilities, working conditions and skill requirements to perform tasks Job Design and Analysis Job design and analysis are also important tasks under recruitment process Job design is the way in which tasks, duties, and responsibilities are organized into a unit of work to attain certain objectives On the other hand, 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 Legal Consideration Government influences recruitment through legal provisions Government law prohibits discrimination in terms of sex, religion or caste These matters should be consideration during recruitment process Likewise, organization itself has certain recruitment policies Policies such as ‘promotion from within’ or external recruiting’ greatly affect recruitment Determination of Sources and Methods At this step, sources and methods of recruitment should be determined There are two sources and methods of recruitment such as Internal Sources and Methods: They seek applicants for positions from within the company External Sources and Methods: They seek applications for positions from sources outside the organization Developing a Pool of Qualified Candidates The step involves preparing and developing a pool of candidates builds groundwork for processing them into the selection activity Selection The selection process starts immediately after recruitment choosing qualified personnel for a particular position from the applicants Involves a series of steps by which the candidates are screened for choosing the most suitable persons for vacant posts It is the process of securing relevant information about an applicant to evaluate his/her qualifications, experience and other qualities with a view to matching these with the requirements of job Picking individuals (out of the pool of job applicants) with requisite qualifications and competence to fill jobs in the organization Keith Davis, “ Selection is the process by which an organization chooses from list of screened applicants, the person or persons who best meets the selection criteria for the position available” According to Wendell French,’ Selection is the process of choosing among people who apply for work with an organization Thus, it is all about examining the applicants with regard to their suitability for the given job or jobs, and choosing best candidates from the list of suitable candidates The Selection process Preliminary Interview It involves brief and centers on very specific job requirements It may be used to quickly check on language skills, qualifications, experience, interests, willingness, to do shift work, and the like The receptionist or some other official conducts it It eliminate the totally unqualified or unsuitable candidates It saves and cost involved in other steps It is also an excellent opportunity to describe the job in enough detail to the candidates Reception of Applications/ Application Blank The successful candidates in preliminary interview are given the application blank or form They are required to fill up the application blank in their own handwriting In certain cases the applicants are asked to write resume It provides written record of personal, education, experience, expected salary and allowances etc It is the basic source of all employment information for use in later steps of selection process Valuable tools in screening out unqualified applicants Contents of application blanks Personal Information Educational Information Experience and Training Information Extra Curricular Information References Selection Tests Organizations conduct the selection test for the qualified candidates after they are screened on the basis of the applications blank Measures the candidate’s ability, aptitude, reasoning and knowledge in various disciplines which provides objective information on how well the applicant cam be expected to perform the job They are useful in bring out the qualities and weaknesses of candidates Thus, the tests must be designed properly Selection Interview Interview is a “face to face observational and personal appraisal method” to evaluate a candidate’s fitness for the job Most widely used and essential step in the process of selection The factual data of the applicant given in the application blank can be checked and more information may be obtained from the candidate The communication skill of the candidate can be judged in the interview and also way of thinking can also be known Medical Examination Certain jobs require certain physical qualities like clear vision, perfect hearing, unusual stamina, clear tone etc It reveals whether or not a candidate possesses these qualities Scope and rigorousness of the examination depends upon the job requirements It will reduce the rates of labor turnover and absenteeism It can be held by the company doctor or by a doctor approved and paid by the company Checking References The references given in the application blank are contacted to investigate the candidate’s past employment, character reputation etc They may be contacted through telephone, mail, letter, personal visit etc Telephone call is quicker, mail provides details about candidates However, a personal visit is superior to the telephone and mail methods, and is used where it is highly essential to get the detailed actual information Final Selection If the candidates successfully overcomes on all the above tests, he/she is eligible for selection The HR department should make the actual selection with consultation with concern department that had the position open After taking final decision, the organization has to intimate this decision to the successful and unsuccessful candidates The list of successful candidates should be published in notice board or news board Then, the successful candidates are formally appointed by issuing an appointment letter Types of Tests 1 Ability Tests a) Achievement Tests Assists in determining how well an individual can perform tasks related to the job It measure a person’s potential in a given area or job Skills already acquired by the candidate either through his/her education or experience can be judged though these tests Also known as proficiency tests and work sample test Used to test the level of knowledge and proficiency acquired by the applicants More useful to measure the value of specific achievement when an organization wishes to employ experienced candidates For example, a typing test may measure the typing performance of a typist in terms of speed, accuracy and efficiency These are of two types: Job knowledge Test: Under this, a candidate is tested in the knowledge of particular job Work Sample: Under this test a portion of the actual work is given to the candidate as a test and the candidate asked to do it B) Aptitude Tests Aptitude means the potential which an individual has for learning the skills this test measure the hidden talent of the candidate to learn a new skill or job Most promising indices for predicting the candidate’s success It is very important to know as to whether the selected candidate will be capable of learning the job or not For example General Management Aptitude Test (GMAT) measures the aptitude of students for the success for MBA entrance examination Mechanical Ability Test: Measures the persons ability to perform the mechanical works Useful for apprentices, machinists, mechanics, maintenance, technicians etc Psychometer Tests: Measure a person’s ability to do a specific job determine mental dexterity or motor ability etc Useful while selecting the workers who need to perform the job like assembly, packing, testing, inspection etc Artistic Tests: Measures the ability for creative job like art, music etc 2 Personality Tests These tests are designed to measure certain dimensions of personality such as emotional maturity, self-confidence, tact, decisiveness, sociability, objectivity, patience, initiative etc of a candidates Whether a candidates is having a sick personality or healthy personality can be determined by these tests Well known names of personality tests are: the Minnesota Multiphase Personality Inventory (MMPI) the MMPI-2, which has 567 true/false questions, and the newer MMPI-2-RF, published in 2008 and containing only 338 true/false items and California Personality Inventory (CPI) The personality tests are basically of three types: Interest Tests: These are inventories of the likes and dislikes of candidates in relation to work, job, occupations, hobbies and recreational activities Attitude tests: Attitudes are evaluative judgments concerning objects, people and events They measure personality predispositions Projective Tests Candidate is asked to project his own interpretation onto certain standard stimuli The way in which he responds to these stimuli depends on his own values, motives and personality 3 Honesty Tests They ensure accuracy of information provided by the candidates Several types of tests have been devised to assess honesty Polygraph Test: It is a lie detector mechanical device that measures the honesty of the candidate These have ethical and legal implications Organizations use honesty test to help to reduce losses due to employee theft Paper and Pencil Tests: In this test, using paper and pencil individuals answer ‘yes’ or ‘no’ to the list of questions 4 Situation Tests Measures the reaction of the candidates when s/he is placed in a particular situation like his/her ability to undergo stress and his demonstration of ingenuity under pressure These tests usually relate to a leaderless group situation, in which some problems are posed to a group and its members are asked to reach some conclusions without the help of a leader Reliability and Validity in selection test Reliability It is the test of consistency in results when they are repeated in similar situations It refers to the degree of consistency and repeatability in measuring and re-measuring the same candidates or employees The selection test should be reliable in terms of scores obtained at different points of time For example, an individual’s intelligence is generally a stable characteristics So if we administer an intelligence test, a person who scores 110 in March would score close to 110 if tested in July Tests which produce wide variations in results serve little purpose in selection Validity It is a test which helps to predict whether a person will be successful in a given job It is the evidence regarding the appropriateness or meaningfulness of result about scores from a measurement procedure A test that has been validated can be helpful in differentiating between prospective employees who will be able to perform the job well and those who will not Naturally, no test will be 100 percent accurate in predicting job success A validated test increases probability of success Selection tests may require the following types of validity Content Validity It is the one in which the content of the selection test (question paper, etc.) correlate highly with the job content Predictive Validity It is the one in which a candidate’s performance in the selection test correlates highly with future requirements of the job Concurrent Validity It is the one in which the test result is related to the current performance of the candidates Construct Validity It refer to the degree to which the test scores should be sufficient to measures the psychological aspects of the candidates It is concerned with the identification of a particular trait related to successful performance, such as a measure of intelligence The interview Refers to a conversation with a purpose It is a face to face observational and personal appraisal method of evaluating the applicant where the interviewer who is higher in status is in a dominant role The purpose of employment interview is to obtain information regarding the prospective employees such as their background, training, work history, education and interests Interview is the oral examination of candidates for employment It is formal, in-depth conversation conducted to evaluate the applicant’s acceptability Interview can be adapted to unskilled, skilled, managerial and professional employees It allows a two-way exchange of information, the interviewers learn about the applicant, and the applicant learns about the employer Purpose of Interview Main purposes of employment interview are as follows Giving information that will help the applicants make up their mind about the company or the selling aspects Making the candidates feel that they have been fairly treated Types of Interview Unstructured Interview Also known as non-directive interview Designed to let the interviewee speak his mind freely The interviewer is a careful and patient listener, prodding whenever the candidate is silent The idea is a to give the candidate complete freedom to ‘self’ himself without encumbrances of the interviewer’s questions Semi-structured Also known as flexible interview Major questions to be asked are broadly planned in advance The interviewer has flexibility in asking specific questions for detailed probing purposes The candidate’s response is generally lengthy Structured Interview Also known as directive interview The recruiter uses a predetermined set of questions that are clearly job related Since every applicant is asked the same basic questions, comparison among applicants can be made more easily It improve the reliability of the interview process, eliminate biases and errors and may even enhance the ability of a company to withstand legal challenge Whereas, the whole process is somewhat mechanical, restrict the freedom of the interviewers and may even convey disinterest to applicants who are used to more flexible interviews Similarly, designing a structured interview may take a large amount time and energy • Stress Interview • The interviewer attempts to find how applicants would respond to aggressive, embarrassing, rude and insulting questions • The whole exercise is meant to see whether the applicant can cope with highly stress-producing, anxious and demanding situations while at work, in a clam and compose manner • Sometimes this approach may backfire, because interviewee might give negative reaction to such questions • So the applicant that the organization wants to hire might even turn down the job offer under such trying conditions •Depth Interview •Designed to intensively examine the candidate’s background and thinking and to go into considerable detail on a particular subject to special interest to the candidate •The theory behind it is that if the candidate is found good in his area of special interest, the chances are high that if given a job he would take serious interest in it Methods of Interview One-on-one Interview •There will be only two participants- the interviewer and the interviewee •It means there will be a single interviewer interviewing one candidate at a time •Usually, the one-on-one interview is conducted by the HRM department chief, concerned department chief (in which the vacancy exists), as well as the CEO of the organization, respectively Committee or Panel Interview •The applicant meets two or more interviewers who take turns asking questions •After the interview, the interviewers pool their observations to arrive at a consensus about the suitability of the applicant •The panel members can ask new and insightful questions based on their expertise and experience and elicit deeper and more meaningful responses from candidates •Could also limit the chances of personal biases of any individual interviewer •Sometimes panel may make candidate feel more stressed than usual Group Interview •Designed to see how the candidates react to and against each other •All the candidates may be brought together in the office and they may be interviewed •Candidates may given a topic for discussion, how they will participate in the discussion, how each will make his presentation and how they will react to each other’s views and presentation Limitation of Interview Snap Judgment Interviewer may suddenly reach a judgment about the candidate early on in the interview Such snap judgment can be erroneous (full of error). It limits the value of interview Consequently, it block out further potentially useful information Contrast Effect Judging current candidate based on previous candidate’s performance Also known as contrast error Halo Effect It is interviewer’s tendency to judge a candidate on the basis of one special trait or quality It occurs where the interviewer generalizes from one aspect of the candidate to all aspects Non-verbal Tendency of the interviewers to make judgment based on non-verbal signals such as how the candidate looks, sits, moves Biases Tendency of the interviewers to make judgment based on personal biases such as anti-black, caste, gender, religion etc Lack of Knowledge Interviewer having poor knowledge about the job may make interview worst To solve this problem, the management should inform the interviewer about the job that the applicant interviewee applying for Socialization It is the process through which a new recruit begins to understand and accept the values, norms and beliefs held by others in the organization Internalizing the way things are done in the organization Orientation helps the newcomers to interact freely with employees working at various levels and learn behaviors that are acceptable From such interaction newcomers began to understand how the department/ company is run, who holds power and who does not, who is politically active in the department etc R.W Griffin explains Socialization as generalized norm conformity that occurs when a person makes the transition from being an outsider to being an insider in the organization Treated as one of the learning process Socialization is the process of adaptation that takes place as individual attempt to learn the values and norms of work roles Process of Socialization Pre-arrival The pre-arrival stage openly recognizes that all the new recruits arrive in the organization with a set of values attitudes expectation and learning Pre-arrival refers to all the learning that occurs before a new member joins the organization Its sources are education and training, prior job experiences, recruitment process, selection process etc Encounter stage Upon entry into organization, the new members enters the encounter stages The member’s starts comparing expectation, the image of the organization, which s/he had formed before joining to the company If the expectation or reality concur, the encounter is smooth whereas if differ then stress and frustration will occurs In the process of adjustment the individual tries to replace his/her own values and norms with those of the organization But if they are unable to reconcile those values and norms of the organization and get disillusioned and quits the job Metamorphosis stage In this stage, the member masters the skills required to adjust with the organization norms and values this is of course a voluntary process and conscious decision, which enables the new members to become compatible with the organization This signals the completion of socialization process Outcomes of Socialization Productivity It has positive impact on productivity as it improves their work performance Commitment Results greater commitment to organization’s goals by employees. This increases employee loyalty Turnover It leads less propensity to leave the organization This reduces employee turnover because they stay with the organization. They pursue a career Recruitment and Selection Practices in Nepalese Organizations Recruitment Process In all organized types of Nepalese organization there is a process of formal recruitment and selection The process includes attracting, collecting, short-listing of candidates, and interviewing and selecting employees Prior to the restoration of democracy, some public enterprises (PEs) were authorized by the Public Commission to complete the recruitment process for the selection of employees required After the restoration of democracy , PE’s have conducted their own Accordingly, they have a formal process of announcing vacancies for promotion and externally for the new recruits Sources and Methods of Recruitment Nepalese organizations practice a mix of internal and external sources of recruitment Friends and relatives are the main source of the recruitment for private sector But the public sector do seek candidates from the labor market and industries through job posting and employees referrals External sources of Recruitment Advertisement Daily newspapers specially on Gorkhapatra, Kantipur, The Rising Nepal, The Kathmandu post, The Himalayan Times, Republica are common in practice for recruitment advertisement Employment Exchanges Nepal lacks employment exchanges Manpower agencies are playing key roles in foreign employment Labour Contractors They supply non-skilled labours in factories and construction industries For examples supply of security guards Walk-ins This method is practiced for factory workers, manual workers on daily basis, and even teachers in private schools and colleges Selection In the private sector organization The selection process is unorganized in private sector organization as it is based on subjective judgment and personal relationship of owners/ manager The private sector banks and financial institutions short list the candidates and use employment agencies for the selection purpose However the nepotism , favoritism and source of executives are highly prevailing for the selection procedure in Nepal In government sector Organization The selection process in government sector organizations in Nepal by Public Service Commission (PSO) consists of following steps The application forms are forms are evaluated and screening test is administered for officer level new entrants Written tests or exam are administered Selection interview is conducted. It generally semi-structured conducted by a panel Practice tests are administered for technical job Hiring decision is made Medical examination is done