SevenMentor HR Services

MODULE - 1

Recruitment &
Manpower supply
Manpower Planning
Manpower Planning which is also called as Human Resource Planning consists of
putting right number of people, right kind of people at the right place, right time,
doing the right things for which they are suited for the achievement of goals of the
organization. Human Resource Planning has got an important place in the arena of
industrialization. Human Resource Planning has to be a systems approach and is
carried out in a set procedure. The procedure is as follows:

1. Analyzing the current manpower inventory

2. Making future manpower forecasts
3. Developing employment programmes
4. Design training programmes

Steps in Manpower Planning

1. Analysing the current manpower

inventory-Before a manager makes
forecast of future manpower, the
current manpower status has to be
analysed. For this the following
things have to be noted-
 Type of organization
 Number of departments
 Number and quantity of such
departments
 Employees in these work
units

Once these factors are registered by

a manager, he goes for the future
forecasting.

2. Making future manpower forecasts- Once the factors affecting the future
manpower forecasts are known, planning can be done for the future
manpower requirements in several work units.
 The Manpower forecasting techniques commonly employed by the
organizations are as follows:

i. Expert Forecasts: This includes informal decisions, formal expert

surveys and Delphi technique.
ii. Trend Analysis: Manpower needs can be projected through
extrapolation (projecting past trends), indexation (using base year as
basis), and statistical analysis (central tendency measure).
iii. Work Load Analysis: It is dependent upon the nature of work load in a
department, in a branch or in a division.
iv. Work Force Analysis: Whenever production and time period has to be
analysed, due allowances have to be made for getting net manpower
requirements.
v. Other methods: Several Mathematical models, with the aid of
computers are used to forecast manpower needs, like budget and
planning analysis, regression, new venture analysis.
3. Developing employment programmes- Once the current inventory is
compared with future forecasts, the employment programmes can be
framed and developed accordingly, which will include recruitment, selection
procedures and placement plans.
4. Design training programmes- These will be based upon extent of
diversification, expansion plans, development programmes, etc. Training
programmes depend upon the extent of improvement in technology and
advancement to take place. It is also done to improve upon the skills,
capabilities, knowledge of the workers.

Importance of Manpower Planning

1. Key to managerial functions- The four managerial functions, i.e., planning,
organizing, directing and controlling are based upon the manpower. Human
resources help in the implementation of all these managerial activities.
Therefore, staffing becomes a key to all managerial functions.
2. Efficient utilization- Efficient management of personnels becomes an
important function in the industrialization world of today. Seting of large
scale enterprises require management of large scale manpower. It can be
effectively done through staffing function.
3. Motivation- Staffing function not only includes putting right men on right job,
but it also comprises of motivational programmes, i.e., incentive plans to be
 framed for further participation and employment of employees in a concern.
Therefore, all types of incentive plans becomes an integral part of staffing
function.
4. Better human relations- A concern can stabilize itself if human relations
develop and are strong. Human relations become strong trough effective
control, clear communication, effective supervision and leadership in a
concern. Staffing function also looks after training and development of the
work force which leads to co-operation and better human relations.
5. Higher productivity- Productivity level increases when resources are utilized
in best possible manner. Higher productivity is a result of minimum wastage
of time, money, efforts and energies. This is possible through the staffing and
it's related activities ( Performance appraisal, training and development,
remuneration)

Need of Manpower Planning

Manpower Planning is a two-phased process because manpower planning not only
analyses the current human resources but also makes manpower forecasts and
thereby draw employment programmes.

Manpower Planning is advantageous to firm in following manner:

1. Shortages and surpluses can be identified so that quick action can be taken
wherever required.
2. All the recruitment and selection programmes are based on manpower
planning.
3. It also helps to reduce the labour cost as excess staff can be identified and
thereby overstaffing can be avoided.
4. It also helps to identify the available talents in a concern and accordingly
training programmes can be chalked out to develop those talents.
5. It helps in growth and diversification of business. Through manpower
planning, human resources can be readily available and they can be utilized
in best manner.
6. It helps the organization to realize the importance of manpower
management which ultimately helps in the stability of a concern.
Types of Recruitment
Recruitment is of 2 types

1. Internal Recruitment - is a recruitment which takes place within the concern

or organization. Internal sources of recruitment are readily available to an
organization. Internal sources are primarily three - Transfers, promotions
and Re-employment of ex-employees.

Internal recruitment may lead to increase in employee’s productivity as their

motivation level increases. It also saves time, money and efforts. But a
drawback of internal recruitment is that it refrains the organization from new
blood. Also, not all the manpower requirements can be met through internal
recruitment. Hiring from outside has to be done.

Internal sources are primarily 3

a. Transfers
b. Promotions (through Internal Job Postings) and
c. Re-employment of ex-employees - Re-employment of ex-employees is
one of the internal sources of recruitment in which employees can be
invited and appointed to fill vacancies in the concern. There are
situations when ex-employees provide unsolicited applications also.

2. External Recruitment - External sources of recruitment have to be solicited

from outside the organization. External sources are external to a concern.
But it involves lot of time and money. The external sources of recruitment
include - Employment at factory gate, advertisements, employment
exchanges, employment agencies, educational institutes, labour contractors,
recommendations etc.
a. Employment at Factory Level - This a source of external recruitment in
which the applications for vacancies are presented on bulletin boards
outside the Factory or at the Gate. This kind of recruitment is
applicable generally where factory workers are to be appointed. There
are people who keep on soliciting jobs from one place to another.
These applicants are called as unsolicited applicants. These types of
workers apply on their own for their job.
b. Advertisement - It is an external source which has got an important
place in recruitment procedure. The biggest advantage of
advertisement is that it covers a wide area of market and scattered
applicants can get information from advertisements. Medium used is
Newspapers and Television.
c. Employment Exchanges - There are certain Employment exchanges
which are run by government. Most of the government undertakings
and concerns employ people through such exchanges. Now-a-days
recruitment in government agencies has become compulsory through
employment exchange.
d. Employment Agencies - There are certain professional organizations
which look towards recruitment and employment of people, i.e. these
private agencies run by private individuals supply required manpower
to needy concerns.
e. Educational Institutions - There are certain professional Institutions
which serves as an external source for recruiting fresh graduates from
these institutes. This kind of recruitment done through such
educational institutions, is called as Campus Recruitment. They have
special recruitment cells which helps in providing jobs to fresh
candidates.
f. Recommendations - There are certain people who have experience in
a particular area. They enjoy goodwill and a stand in the company.
There are certain vacancies which are filled by recommendations of
such people. The biggest drawback of this source is that the company
has to rely totally on such people which can later on prove to be
inefficient.
g. Labour Contractors - These are the specialist people who supply
manpower to the Factory or Manufacturing plants. Through these
contractors, workers are appointed on contract basis, i.e. for a
particular time period. Under conditions when these contractors leave
the organization, such people who are appointed have to also leave
the concern.
Employee Selection Process
Employee Selection is the process of putting right men on right job. It is a
procedure of matching organizational requirements with the skills and
qualifications of people. Effective selection can be done only when there is effective
matching. By selecting best candidate for the required job, the organization will get
quality performance of employees. Moreover, organization will face less of
absenteeism and employee turnover problems. By selecting right candidate for the
required job, organization will also save time and money. Proper screening of
candidates takes place during selection procedure. All the potential candidates who
apply for the given job are tested.

But selection must be differentiated from recruitment, though these are two
phases of employment process. Recruitment is considered to be a positive process
as it motivates more of candidates to apply for the job. It creates a pool of
applicants. It is just sourcing of data. While selection is a negative process as the
inappropriate candidates are rejected here. Recruitment precedes selection in
staffing process. Selection involves choosing the best candidate with best abilities,
skills and knowledge for the required job.

The Employee selection Process takes place in following order-

1. Preliminary Interviews- It is used to eliminate those candidates who do not

meet the minimum eligibility criteria laid down by the organization. The skills,
academic and family background, competencies and interests of the
candidate are examined during preliminary interview. Preliminary interviews
are less formalized and planned than the final interviews. The candidates are
given a brief up about the company and the job profile; and it is also
examined how much the candidate knows about the company. Preliminary
interviews are also called screening interviews.

2. Application blanks- The candidates who clear the preliminary interview are
required to fill application blank. It contains data record of the candidates
such as details about age, qualifications, reason for leaving previous job,
experience, etc.
3. Written Tests- Various written tests conducted during selection procedure
are aptitude test, intelligence test, reasoning test, personality test, etc. These
tests are used to objectively assess the potential candidate. They should not
be biased.

4. Employment Interviews- It is a one to one interaction between the

interviewer and the potential candidate. It is used to find whether the
candidate is best suited for the required job or not. But such interviews
consume time and money both. Moreover the competencies of the
candidate cannot be judged. Such interviews may be biased at times. Such
interviews should be conducted properly. No distractions should be there in
room. There should be an honest communication between candidate and
interviewer.

5. Appointment Letter- A reference check is made about the candidate selected

and then finally he is appointed by giving a formal appointment letter.

6. Hiring of the candidate- Why are the offer step and the hire step not
combined into one step? Because not every offer of employment is accepted.
If every offer was accepted, then yes, we could do that. If a #1 candidate
rejects the offer, then the company might extend the offer to their #2
candidate . . . or their #3 candidate, if #2 falls through. Once a candidate
does accept the offer of employment, though, that’s when the official hire
can be made.
7. Onboarding of the candidate - What’s the point of hiring the best candidates
in the marketplace if you can’t retain those candidates after you’ve hired
them? A comprehensive onboarding process is perhaps the most crucial
steps in the recruiting process. When we refer to onboarding, we’re talking
about more than just new employee paperwork and knowing where the
bathrooms are located. We’re talking about continuing to make the
candidate/new employee feel wanted before they officially join the
organization. Many a company has failed to do that, only to see their new
employee never show up for their first day of work.

Conventional Methods of Sourcing through different

portals
 Naukri
 Monster
 Timesjob
 Shine
 Indeed
 OLX etc
Different Methodologies in Recruitment

Sourcing: In the process of finding a resource for any given job, recruiters usually
search various sources like job boards, social media, internal databases etc to find a
matching profile. A profile which seems like a fit for the given job description. This
particular process where we are matching a profile with the given job requirement
is called as Sourcing

Sourcing means identifying candidates for a job opening. It emphasizes searching

for qualified people over waiting for them to apply.

The sourcing process typically involves building a list of potential candidates’ names
(called name generation) and finding contact information for each person. The
initial reach out – a cold email, or InMail on LinkedIn – is also sometimes considered
part of this stage of the recruitment process.

Many sourcing techniques are web-based, including:

 Sifting through resume databases and professional directories

 Using advanced Boolean search techniques on Google or other search

engines

 Searching profiles on LinkedIn, Facebook, Twitter or other social networks

 Retrieving lost or forgotten resumes from a company’s Applicant Tracking

System.

Shortlisting : is the process of identifying the candidates from your applicant

pool who best meet the required and desired criteria for the open req and who you
want to move forward onto the next step of your recruitment process, which is
usually some form of interview.

In other words, creating a “short list” of candidates you want to talk to.

In the recruitment process, shortlisting comes after sourcing (finding and attracting)
and before interviewing and further assessing. Screening and shortlisting often
happens simultaneously: as you screen resumes from candidates, you shortlist the
best ones to move forward.

Shortlisting criteria can include:

 Education

 Work experience

 Skills and knowledge

 Personality traits

 Competencies

Mass mailing: It is the act of sending the same email to a large group of people
at one time. As a recruiter, you might send mass emails in several situations:

 To entice passive candidates

 To give mass rejections

 To explain the recruitment process

 To share status of the process

 To advertise open positions

 To market to potential clients

In any of these situations, you are at risk of being filtered out as spam. Even if you
do get into someone’s inbox, your email might be ignored. You need to be strategic
with your mass emails.

Tips to stay out of the spam folder

Try the following tips to help your emails stay out of the spam folder.

Be careful with your subject lines and message body. Leave out spammy words and
phrases, such as:

 Opportunity
  Make money

 Work from home

 Success

 Open

 Click here

 100% satisfied

 Apply online

 Urgent

This isn’t an exhaustive list. Basically, avoid any words that sound like you’re being
pushy or making a sale. If you’ve ever seen a particular word or phrase in a spam
email, you should probably avoid it.

When you send mass emails, keep your emails brief by saying exactly what you
need to say, nothing more. Don’t give too much information because it might
overwhelm the recipient. If they are interested, they can reach out for more
information.

Boolean search: It is a structured search process that allows you to insert

words such as ‘AND’,’OR’, ‘NOT’ to target the exact search results you want.

In a Boolean search, the ultimate goal is to utilize a search engine to its fullest
potential by allowing the narrowing, broadening, or inclusion of specific search
results.

How to Perform a Boolean Search

Boolean searches can be conducted on any search engine across the internet,
including those designed for resume or job searching. There are certain symbols
that you can use to limit, widen, or define the results that you want to see pop up,
and there is no restriction on how many you use in one search string. Here are the
basic ways to perform a Boolean search:

 AND
 o The simplest function, placing AND between search keywords, will
allow your results to include both (or all) of the keywords. The search
terms that follow the AND must appear in the search results.

o Example: Ruby on Rails AND developer

 OR

o OR is used when you want to search for something that has the
possibility of including either set of search terms. All combination
possibilities will come up.

o Example: remote job OR work from home OR virtual job

 NOT

o If you do not want a specific search term to appear in your results, use
NOT after the preferred search term. This will prevent the terms from
coming up.

o Example: Software Developer NOT Ninja

 Quotation marks “”

o If you want to search for an exact phrase, use quotation marks around
that phrase. For instance, a search for a remote job will include
searches for “remote” and “job”, while “remote job” searches will
include only those with that particular pairing of words.

o Example: “freelance writer”

 Parentheses ()

o Parentheses are less common and used when performing a Boolean

search string comprised of many terms and conjunctions. Parentheses
allow for separation of the terms and preference to be given to certain
ones (just like in mathematics equations!).

o Example: (“freelance” OR “contract”) AND (“writer” OR “editor”)

Lateral hiring : Lateral recruitment is the process of hiring an "expert" for the
job that needs to be filled. In some cases, it is a specialized hiring. The expert
usually is from another organization which is recognized as the leader in the field
whom it would be to your advantage to employ. When considering lateral
recruitment, Company must thoroughly investigate the job skills of the potential
recruit because he/she has no resume to work from. Such things commonly
available to the HR office are news postings, community happenings, industry
magazines, award postings, and old fashioned word of mouth about the candidate.
The candidate already has the skills that you need, so it usually is a matter of
providing incentives to get that candidate to say yes.

Mass Hiring : Mass hiring or volume hiring or bulk hiring is nothing but hiring
people in bunch for a particular company and for a specific set of projects or work.
Candidates will be evaluated on some basic skills which are critical for the job and
rest they will develop over the point of time. -Mass recruitment generally happens
for entry level positions or at the experience category of 1-3 years. The target for
mass recruitment is hiring many people. The interview is generally short and things
like communication, understanding of basics and his background are the
parameters on which the decisions are made. -These are not niche hiring where
you need to deep dive expertise in every aspect of the job.

Example- IT Company, Sales and Service provider Company

Head hunters OR Management consultants : Headhunting (also

known as Executive Search) is the process of recruiting individuals to fill executive
positions i.e. middle level and top level in organisations. Executive search may be
performed by an organization's board of directors, by executives in the
organisation, or by Management Consultancy Firms who help the organization to
technical, professional and managerial personnel.

Internal Recruiting/Hiring: Internal recruiting is the process of filling

vacancies within a business from its existing workforce. On the contrary, external
recruiting is how a business looks to fill vacancies from outside.
Companies today use internal recruitment to fill roles in their business that are best
suited to having an insider’s view or knowledge, as well as encourage loyalty and a
sense of progress for employees. Internal recruiting is an important aspect of any
business as it can save time, money and resources when compared to recruiting
externally.

Types of Internal Recruiting

 Promotions: The most widely used form of internal recruiting is the one
everybody hopes for – a promotion.

 Transfers: A transfer typically entails moving to the same job at a different

location or a similar level job in a different department.

 Temporary to Permanent: Similar to a promotion, this involves making a

temporary position holder or intern a full-fledged employee.

 Employee referrals: A hiring manager’s dream – and an often overlooked

type of internal recruiting. Employee referrals are a great, cost-effective way
to get qualified candidates in front of hiring managers. Having a system in
place to encourage and gamify the employee referral process will help to
ensure you see a constant stream of employee-referred candidates.

Job posting : The job ad is made known to the general public or targeted to a
select segment of candidates outside of the organization. A common method of
targeting external job ads is posting to specialized job boards that cater to specific
industries or demographics. Companies utilize external job ads when seeking to
increase the existing employee base, or bring in new expertise and experience not
already available within the company.

Contents of a Job Posting

Jobs postings need to clearly describe the open position as well as requirements to
be considered for the role. A well-crafted job posting is essential to attracting the
highest volume of qualified applicants.

Some basic features of job postings are:

 Required years of work experience

 The minimum education requirements or specialized education
requirements

 Any documents and papers required

 Physical and mental requirements

 A concise summary of the job, expectations of the position and any other
important information

 Information about the company and its work culture

 The preferred method for applying to the position