Recruiting and Selecting the Best Employees Chapter 2 Recruiting and Selecting the Best Employees

Learning Objectives After completing this chapter, you should be able to: • Describe the four tasks in the position analysis process. • Explain the uses of job descriptions and how they should be developed. • Review basic employee recruitment procedures. • List and explain the tools that can help screen job applicants to determine which should receive job offers. • Review details about job offers made to candidates who meet job requirements.

Position Analysis: Describing Job Tasks

Job Descriptions: Important Recruitment Tools Uses of Job Descriptions Recruiting and Screening Hiring, Orientation, Training, and Development Performance Evaluation Programs Salary Administration Safety and Security Union and Legal Concerns

Procedures for Developing Job Descriptions

Avoiding Discrimination in Job Descriptions Revising, Approving, and Maintaining Job Descriptions

Employee Recruitment Procedures Recruitment Overview Forecasting Staff Needs Internal Recruiting External Recruiting

Effective Communication Is Important Avoiding Discrimination in Recruitment Evaluating Recruitment Methods

Employee Screening and Selection Screening Process Overview Application Forms

Employment Interviews

Planning and Conducting Job Interviews

Determining finalist candidates

Applicant Tests Drug Tests Physical Exams Skill and Knowledge Tests

Reference and Background Checks

The Job Offer

1. Describe the four tasks in the position analysis process. A position analysis identifies each task of a position and explains how it should be done. A task list specifies all tasks of a job and focuses on the activities an employee must be able to do. A task breakdown tells how each task should be done. Performance standards specify the required quality and quantity outputs that define the correct way to perform a task. A job description indicates the tasks a person must be able to perform along with other important information.

2. Explain the uses of job descriptions and how they should be developed. Job descriptions are used to recruit and screen job applicants and as part of hiring, orientation, training, and development. They help in evaluating employees, making wage and salary decisions, and implementing safety and security concerns. They also impact union and legal concerns. The information to include in a job description should be determined, and the format to use for the document must be determined. Data from the position analysis undertaken for the position will be very useful in developing the job description. Good job descriptions identify the job, indicate the position’s manager, and provide a job summary. They indicate the duties and job requirements. Job descriptions must comply with the Americans with Disabilities Act (ADA).

They must also be updated as necessary. 2. Explain the uses of job descriptions and how they should be developed continued… This involves identifying the essential functions an employee in the position must be able to do, possibly with reasonable accommodation for a disability. Position requirements in rare circumstances may also include bona fide occupational qualifications (BFOQs). Early drafts of job descriptions must be revised, and then they must be approved according to company policy. They must also be updated as necessary.

3. Review basic employee recruitment procedures. Recruiting involves activities to encourage the largest number of qualified persons to apply for a job. Staffing needs are forecasted by reviewing last year’s revenue and staffing patterns, turnover, and current and seasonal staffing schedules. Guidelines used by similar organizations and the realities of the local labor market may also be considered. Many companies have policies emphasizing internal recruiting. External recruiting methods include networking; interactions with school, community, and professional programs; and advertising through traditional and other media. Managers may also participate in career development events and offer open houses.

Recruitment methods should be evaluated. 3. Review basic employee recruitment procedures continued… Job notices must be written to provide clear information and avoid discriminatory language. The EEOC and other agencies require that everyone—regardless of race, age, gender, religion, national origin, color, or disability— receives a fair chance for any job opening. Recruitment methods should be evaluated. In small operations, managers can informally consider the best activities. Large operations may compare costs against applicants produced.

4. List and explain the tools that can help screen job applicants to determine which should receive job offers. Screening helps ensure that the best candidates are chosen for vacant positions. The goal is to find the best-qualified persons regardless of age, race, or other traits, and every applicant should be given a fair chance. Discriminatory practices should never be used. All screening should focus on the job’s essential functions and the person’s ability to perform them. Screening methods include application forms, interviews, and tests, including drug tests and physicals. Interviews should avoid topics that may imply discrimination. Reference and background checks may also be made.

5. Review details about job offers made to candidates who meet job requirements. A job offer is a formal invitation to become an employee on a certain date with specified duties and compensation. An initial telephone job offer may be followed by an employment letter, or an employment letter or contract may be sent. Job offers should provide clear and detailed information and may be contingent on completion of screening. Candidates not offered a position should be notified and thanked for their interest.

Key Terms: Americans with Disabilities Act (ADA) A law that protects qualified individuals with disabilities from discrimination in the job application and hiring process as well as other terms, conditions, and privileges of employment. Background check Verification of information provided by a job applicant, in order to learn more about the applicant’s character and possibly uncover information the applicant has withheld. Bonafide occupational qualification (BFOQ) An employment practice that would normally constitute discrimination toward certain individuals but is permissible because it is related to an essential job function and reasonably necessary for the normal operation of a business. Chamber of commerce A voluntary group of business leaders and others who promote businesses within a community. Cover letter A letter used to express interest in a position and offer to provide additional information about the job applicant.

Key Terms continued: Employment at will The idea that an employee or an employer can end the relationship at any time for any reason. Employment contract A legally binding agreement that includes terms of employment such as termination provisions; also called an employment agreement. Employment letter A document that conveys the job details and starting information to the potential employee. Essential function A key duty that an individual must be able to perform with or without reasonable accommodation. Job offer A formal invitation to become an employee of an establishment on a certain date to perform a described range of duties for a specific salary or wage, including identified benefits. Job specification A listing of the personal requirements such as skills and abilities needed to successfully perform tasks in a position.

Key Terms continued: Negligent hiring The failure to ensure, through background checks, that the applicant is a safe and competent person for the position. Networking The practice of building and maintaining ongoing communication with individuals who can provide potential assistance. Performance standard A specification of the required quality and quantity outputs that define the correct way to perform a task. Position analysis The process used to identify each task an employee must do and to explain how it should be done. Reasonable accommodation Adjustments or modifications to facilities, job duties, equipment, policies, or practices provided by the employer to enable people with disabilities to perform the essential functions of the job. Recruiting A series of activities designed to influence the largest number of qualified persons to apply for a job.

Key Terms continued: Résumé A written overview of an applicant’s background, including education and work experience. Screening The process of reviewing the skills, experience, attitudes, and backgrounds of applicants to make a selection. Task breakdown An explanation of exactly how each task in a task list should be done. Undue hardship An action causing significant difficulty or expense when considered in light of factors such as an employer’s size, financial resources, and the nature and structure of its operation. Union shop An operation in which all employees are required to join a union and pay dues as a condition of employment.

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