1. Personnel Planning - recruitment & selection
Based on
chapter 5
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2. Personnel Planning - recruitment & selection
We have already discussed job analysis and the methods managers use to create job descriptions and job specifications.
Now we needed to discuss personnel planning and forecasting, recruiting job candidates, and developing and using application forms and how to improve effectiveness in recruiting candidates
We will also examine the methods managers use to select the best employees from an applicant pool.
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3. Tutorial 5
At today’s tutorial you will be asked to write a paragraph explaining
What is HRM?
and
Why is HRM important for all managers ?
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4. Tutorial 6 At Mondays tutorial you will have a multiple choice Test .
Please revise Ch 3 & 5 of the Dessler book over the weekend
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5. How many jobs does an organisation need?
As we have seen Job analysis identifies the duties and human requirements for each of the company’s jobs.
The next step is to decide how many of these jobs you need to fill, and to recruit and select employees for them.
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6. The Recruitment and Selection Process
Human Resources Management 12e Gary Dessler
The Recruitment and Selection Process
Decide what positions to fill through personnel planning and forecasting.
Build a candidate pool by recruiting internal or external candidates.
Have candidates complete application forms and undergo initial screening interviews.
Use selection tools to identify viable candidates.
Decide who to make an offer to, by having the supervisor and others interview the candidates.
Job analysis identifies the duties and human requirements for each of the company’s jobs. The next step is to decide how many of these jobs you need to fill, and to recruit and select employees for them.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

7. Human Resources Management 12e Gary Dessler
FIGURE 5–1 Steps in Recruitment and Selection Process
The best way to envision recruitment and selection is as a series of hurdles as shown in Figure 5-1.
The recruitment and selection process is a series of hurdles aimed at selecting the best candidate for the job.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

8. Links between strategic and personnel planning
Employment planning should flow from the firm’s strategic plans. Figure which follows summarizes the link between strategic and personnel planning.
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9. Human Resources Management 12e Gary Dessler
FIGURE 5–2 Linking Employer’s Strategy to Plans
Employment planning should flow from the firm’s strategic plans. Figure 5-2 summarizes the link between strategic and personnel planning.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

10. Employment Planning
Employment (or personnel) planning is the process of deciding what positions the firm will have to fill, and how to fill them.
It embraces all future positions, from maintenance clerk to CEO. However, most firms call the process of deciding how to fill executive jobs succession planning.
Like all good plans, personnel plans require some forecasts or estimates, in this case, of three things: personnel needs, the supply of inside candidates, and the likely supply of outside candidates.
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11. Planning and Forecasting
Human Resources Management 12e Gary Dessler
Planning and Forecasting
Employment or Personnel Planning
The process of deciding what positions the firm will have to fill, and how to fill them.
Succession Planning
The process of deciding how to fill the company’s most important executive jobs.
What to Forecast?
Overall personnel needs
The supply of inside candidates
The supply of outside candidates
Employment (or personnel) planning is the process of deciding what positions the firm will have to fill, and how to fill them. It embraces all future positions, from maintenance clerk to CEO. However, most firms call the process of deciding how to fill executive jobs succession planning.
Like all good plans, personnel plans require some forecasts or estimates, in this case, of three things: personnel needs, the supply of inside candidates, and the likely supply of outside candidates.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

12. Analysis
Trend analysis can provide an initial estimate of future staffing needs, but employment levels rarely depend just on the passage of time.
Other factors (like changes in sales volume and productivity) also affect staffing needs.
Ratio analysis provides forecasts based on the historical ratio between (1) some causal factor (like sales volume) and (2) the number of employees required (such as number of salespeople).
A scatter plot shows graphically how two variables—such as sales and your firm’s staffing levels—are related. If they are, and then if you can forecast the business activity (like sales), you should also be able to estimate your personnel needs.
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13. Forecasting Personnel Needs
Human Resources Management 12e Gary Dessler
Forecasting Personnel Needs
Trend analysis
Ratio analysis
Forecasting Tools
Scatter plotting
Trend analysis can provide an initial estimate of future staffing needs, but employment levels rarely depend just on the passage of time. Other factors (like changes in sales volume and productivity) also affect staffing needs.
Ratio analysis provides forecasts based on the historical ratio between (1) some causal factor (like sales volume) and (2) the number of employees required (such as number of salespeople).
A scatter plot shows graphically how two variables—such as sales and your firm’s staffing levels—are related. If they are, and then if you can forecast the business activity (like sales), you should also be able to estimate your personnel needs.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

14. Other Factors Managers obviously need to consider other factors too.
These include projected turnover, decisions to upgrade (or downgrade) products or services, productivity changes, and financial resources.
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15. Drawbacks to Traditional Forecasting Techniques
Human Resources Management 12e Gary Dessler
Drawbacks to Traditional Forecasting Techniques
They focus on projections and historical relationships.
They do not consider the impact of strategic initiatives on future staffing levels.
They support compensation plans that reward managers for managing ever-larger staffs.
They “bake in” the idea that staff increases are inevitable.
They validate and institutionalize present planning processes and the usual ways of doing things.
Managers obviously need to consider other factors too. These include projected turnover, decisions to upgrade (or downgrade) products or services, productivity changes, and financial resources.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

16. Forecasting
Computerized forecasts enable the manager to build more variables into his or her personnel projections. Newer systems particularly rely on mathematically setting clear goals.
Whichever forecasting tool you use, managerial judgment should play a big role.
It’s rare that any historical trend, ratio, or relationship will simply continue.
You will therefore have to modify the forecast based on subjective factors—such as the feeling that more employees will be quitting—you believe will be important.
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17. Using Computers to Forecast Personnel Requirements
Human Resources Management 12e Gary Dessler
Using Computers to Forecast Personnel Requirements
Computerized Forecasts
Software that estimates future staffing needs by:
Projecting sales, volume of production, and personnel required to maintain different volumes of output.
Forecasting staffing levels for direct labor, indirect staff, and exempt staff.
Creating metrics for direct labor hours and three sales projection scenarios—minimum, maximum, and probable.
Computerized forecasts enable the manager to build more variables into his or her personnel projections. Newer systems particularly rely on mathematically setting clear goals.
Whichever forecasting tool you use, managerial judgment should play a big role. It’s rare that any historical trend, ratio, or relationship will simply continue. You will therefore have to modify the forecast based on subjective factors—such as the feeling that more employees will be quitting—you believe will be important.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

18. Staffing
Knowing your staffing needs satisfies only half the staffing equation.
Next, you have to estimate the likely supply of both inside and outside candidates. Most firms start with the inside candidates.
Department managers or owners of smaller firms often use manual devices to track employee qualifications.
Thus a personnel inventory and development record form compiles qualifications information on each employee.
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19. Staffing
Computerized skills inventory data typically include items like work experience codes, product knowledge, the employee’s level of familiarity with the employer’s product lines or services, the person’s industry experience, and formal education.
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20. Question
1) What is the first step in the recruitment and selection process?
A) performing initial screening interviews
B) building a pool of candidates
C) performing candidate background checks
D) interviewing possible candidates
E) deciding what positions to fill
Answer:
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21. Answer
Answer E
Explanation: The first step of the recruitment and selection process is deciding what positions to fill through personnel planning and forecasting.
Building a candidate pool, having candidates complete applications, and performing background checks are the next steps in the process.
The final step is interviewing candidates and making job offers.
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22. Question
4) Marcus, an HR manager for Samsung, must decide what positions the firm should fill in the next six months., which means Marcus is currently working on ________.
A) employee contracting
B) screening job candidates
C) personnel planning
D) interviewing job candidates
E) writing job descriptions
Answer:
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23. Answer
Answer C
Explanation: Personnel or employment planning is the process of deciding what positions the firm will have to fill and how to fill them. The process considers all future positions from maintenance workers to executives, and flows from the firm's strategic plans.
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24. Forecasting the Supply of Inside Candidates
Human Resources Management 12e Gary Dessler
Forecasting the Supply of Inside Candidates
Manual systems and replacement charts
Computerized skills inventories
Qualification Inventories
Knowing your staffing needs satisfies only half the staffing equation. Next, you have to estimate the likely supply of both inside and outside candidates. Most firms start with the inside candidates.
Department managers or owners of smaller firms often use manual devices to track employee qualifications. Thus a personnel inventory and development record form compiles qualifications information on each employee.
Computerized skills inventory data typically include items like work experience codes, product knowledge, the employee’s level of familiarity with the employer’s product lines or services, the person’s industry experience, and formal education.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

25. Employee Data The employer should secure all its employee data.
Much of the data is personal (such as Social Security numbers and illnesses).
Legislation gives employees legal rights regarding who has access to information about them
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26. If there won’t be enough inside candidates to fill the anticipated openings (or you want to go outside for another reason), you will turn to outside candidates.
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27. Recruitment
It’s hard to overemphasize the importance of effective recruiting.
It’s easy to assume that recruiting is easy—that all you need do is place a few ads on the Web.
Nothing could be farther from the truth.
Several things make it more complex.
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28. The Need for Effective Recruiting
Human Resources Management 12e Gary Dessler
The Need for Effective Recruiting
Effectiveness of chosen recruiting methods
Effects of nonrecruitment issues and policies
Recruiting Challenges
Legal requirements associated with employment laws
It’s hard to overemphasize the importance of effective recruiting. It’s easy to assume that recruiting is easy—that all you need do is place a few ads on the Web. Nothing could be farther from the truth. Several things make it more complex.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

29. Recruiting
Assuming the company authorizes you to fill a position, the next step is to build up, through recruiting, an applicant pool.
Employee recruiting means finding and/or attracting applicants for the employer’s open positions.
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30. Human Resources Management 12e Gary Dessler
Effective Recruiting
External Factors Affecting Recruiting
Supply of workers
Outsourcing of white-collar jobs
Fewer “qualified” candidates
Other Factors Affecting Recruiting Success
Consistency of recruitment with strategic goals
Types of jobs recruited and recruiting methods
Nonrecruitment HR issues and policies
Successful prescreening of applicants
Public image of the firm
Employment laws
Assuming the company authorizes you to fill a position, the next step is to build up, through recruiting, an applicant pool. Employee recruiting means finding and/or attracting applicants for the employer’s open positions.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

31. Centralize /decentralize ?
Should you centralize your firm’s recruitment efforts, or let each plant or office do their own recruiting?
Reasons for doing so appear on the next slide
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32. Organizing How You Recruit
Human Resources Management 12e Gary Dessler
Organizing How You Recruit
Facilitates strategic priorities
Reduces duplication of HR activities
Ensures compliance with EEO laws
Advantages of Centralizing Recruiting Efforts
Fosters effective use of online recruiting
Should you centralize your firm’s recruitment efforts, or let each plant or office do their own recruiting? Reasons for doing so appear on this slide.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

33. Measuring Effectiveness
Measuring recruiting effectiveness requires deciding what recruiting outcomes to measure and how to measure them.
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34. Measuring Recruiting Effectiveness
Human Resources Management 12e Gary Dessler
Measuring Recruiting Effectiveness
What to measure
How to measure
Evaluating Recruiting Effectiveness
Measuring recruiting effectiveness requires deciding what recruiting outcomes to measure and how to measure them.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

35. Question
Employment planning requires making forecasts of three elements: the supply of inside candidates, the likely supply of outside candidates, and ________.
A) personnel needs
B) job specifications
C) supervisor salaries
D) global trends
E) labor relations
Answer
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36. Answer
Answer A
Explanation: The process of personnel planning requires forecasts or estimates of three things: personnel needs, the supply of inside candidates, and the likely supply of outside candidates. Forecasting personnel needs can be done through a trend analysis of the firm's employment levels over the last few years.
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37. Internal Candidates
Recruiting of current employees, or “hiring from within,” is often the best source of candidates.
However, there are advantages and disadvantages to using internal candidates.
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38. Internal Sources of Candidates
Human Resources Management 12e Gary Dessler
Internal Sources of Candidates
Advantages
Disadvantages
Foreknowledge of candidates’ strengths and weaknesses
More accurate view of candidate’s skills
Candidates have a stronger commitment to the company
Increases employee morale
Less training and orientation required
Failed applicants become discontented
Time wasted interviewing inside candidates who will not be considered
Inbreeding strengthens tendency to maintain the status quo
Recruiting of current employees, or “hiring from within,” is often the best source of candidates. However, there are advantages and disadvantages to using internal candidates.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

39. Internal Hiring
Hiring from within ideally relies on job posting and the firm’s skills inventories.
Job posting means publicizing the open job to employees (usually by literally posting it on company intranets or bulletin boards).
These postings list the job’s attributes, like qualifications, supervisor, work schedule, and pay rate.
Qualifications skills banks also play a role.
For example, the database may reveal persons who have potential for further training or who have the right background for the open job.
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40. Finding Internal Candidates
Human Resources Management 12e Gary Dessler
Finding Internal Candidates
Posting open job positions
Rehiring former employees
Hiring-from-Within Tasks
Succession planning (HRIS)
Hiring from within ideally relies on job posting and the firm’s skills inventories. Job posting means publicizing the open job to employees (usually by literally posting it on company intranets or bulletin boards). These postings list the job’s attributes, like qualifications, supervisor, work schedule, and pay rate.
Qualifications skills banks also play a role. For example, the database may reveal persons who have potential for further training or who have the right background for the open job.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

41. Outside recruitment
Firms can’t always get all the employees they need from their current staff, and sometimes they just don’t want to.
The next slide lists some of the sources that firms use to find outside candidates.
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42. Outside Sources of Candidates
Human Resources Management 12e Gary Dessler
Outside Sources of Candidates
Locating Outside Candidates 1 6 3 2 8 7
Recruiting via the Internet
Executive Recruiters 4 9
Advertising
On Demand Recruiting Services (ODRS) 5
Employment Agencies
College Recruiting
Temp Agencies and Alternative Staffing
Referrals and Walk-ins
Firms can’t always get all the employees they need from their current staff, and sometimes they just don’t want to. This slide lists some of the sources that firms use to find outside candidates.
Offshoring/Outsourcing
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

43. Recruiting via the Internet
Human Resources Management 12e Gary Dessler
Recruiting via the Internet
Advantages
Cost-effective way to publicize job openings
More applicants attracted over a longer period
Immediate applicant responses
Online prescreening of applicants
Links to other job search sites
Automation of applicant tracking and evaluation
Disadvantages
Exclusion of older and minority workers
Unqualified applicants overload the system
Personal information privacy concerns of applicants
Internet recruiting is a cost-effective way to publicize openings; it generates more responses quicker and for a longer time at less cost than just about any other method. However, Internet recruiting can present problems such as discrimination, application overload, and privacy.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

44. Advertising for Outside Candidates
Human Resources Management 12e Gary Dessler
Advertising for Outside Candidates
The Media Choice
Selection of the best medium depends on the positions for which the firm is recruiting.
Newspapers: local and specific labor markets
Trade and professional journals: specialized employees
Internet job sites: global labor markets
Constructing (Writing) Effective Ads
Create attention, interest, desire, and action (AIDA).
Create a positive impression (image) of the firm.
While Web-based recruiting is rapidly replacing help wanted ads, a glance at almost any paper or business or professional magazine will confirm that print ads are still popular. To use help wanted ads successfully, employers have to address two issues: the advertising medium and the ad’s construction.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

45. Outsourcing /off shoring
Outsourcing and off shoring are perhaps the most extreme examples of alternative staffing. Rather than bringing people in to do the firm’s jobs, outsourcing and off shoring send the jobs out.
Outsourcing means having outside vendors supply services (such as benefits management, market research, or manufacturing) that the firm’s own employees previously did in-house.
Offshoring is a narrower term. It means having outside vendors abroad supply services that the firm’s own employees previously did in-house.
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46. Offshoring and Outsourcing Jobs
Human Resources Management 12e Gary Dessler
Offshoring and Outsourcing Jobs
Political and military instability
Cultural misunderstandings
Customers’ securing and privacy concerns
Foreign contracts, liability, and legal concerns
Special training of foreign employees
Costs of foreign workers
Resentment and anxiety of U.S. employees/unions
Outsourcing/ Offshoring Issues
Outsourcing and offshoring are perhaps the most extreme examples of alternative staffing. Rather than bringing people in to do the firm’s jobs, outsourcing and offshoring send the jobs out.
Outsourcing means having outside vendors supply services (such as benefits management, market research, or manufacturing) that the firm’s own employees previously did in-house.
Offshoring is a narrower term. It means having outside vendors abroad supply services that the firm’s own employees previously did in-house.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

47. Executive Recruiters
Executive recruiters (also known as headhunters) are special employment agencies retained by employers to seek out top-management talent for their clients.
For executive positions, headhunters may be your only source of candidates.
The employer always pays the fees.
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48. Human Resources Management 12e Gary Dessler
College Recruiting
On-campus recruiting goals
To determine if the candidate is worthy of further consideration
To attract good candidates
On-site visits
Invitation letters
Assigned hosts
Information packages
Planned interviews
Timely employment offer
Follow-up
Internships
College recruiting—sending an employer’s representatives to college campuses to prescreen applicants and create an applicant pool from the graduating class—is an important source of management trainees and professional and technical employees.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

49. Sources of Outside Applicants
Human Resources Management 12e Gary Dessler
Sources of Outside Applicants
Employee referrals
Walk-ins
Telecommuters
Other Sources of Outside Applicants
Military personnel
Employee referral campaigns are an important recruiting option. A firm may post announcements of openings and requests for referrals on its Web site, bulletin, and/or wallboards.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

50. Question
What are the four main types of information application forms provide. Discuss with the person nearest to you . Using you book answer make a list? Present to the rest of the class .
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51. Developing and Using Application Forms
Human Resources Management 12e Gary Dessler
Developing and Using Application Forms
Applicant’s education and experience
Applicant’s prior progress and growth
Applicant’s employment stability
Uses of Application Form Information
Applicant’s likelihood of success
With a pool of applicants, the prescreening process can begin. The application form is usually the first step in this process (some firms first require a brief, prescreening interview or online test). A filled-in application provides four types of information listed in the slide.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

52. Choosing applicants
In choosing what to ask on the application, some experts suggest using a two-stage process.
Ascertain the applicant qualification for the job, and then make a conditional job offer.
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53. Human Resources Management 12e Gary Dessler
Two-Stage Process
Conditional Job Offer
Is Applicant Qualified?
Make conditional job offer contingent on meeting all “second stage” conditions
Review application information, personal interview, testing, and do background check
Yes
In choosing what to ask on the application, some experts suggest using a two-stage process. Ascertain the applicant qualification for the job, and then make a conditional job offer.
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall
Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

54. Recruitment in China Before economic reforms: After economic reforms:
Recruit according to government plan
After economic reforms:
Open to society (market forces)
Based on qualifications
Recruitment fairs in major cities organized by agencies
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55. Recruitment in China Two-way Recruitment and Selection
Policy shift away from centrally-planned allocation system to one that’s market-oriented
Objective is to attract and retain competent employees
Policy requires the labor bureau to assist job seekers
Jobseekers now introduce themselves to companies by sending resumes and attending interviews.
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56. Recruitment in China Recruiting Managers for China Operations
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