BBA LLB – IV Semester

Subject- Human Resource Management

Unit-2
By- A.P. Anushka Gupta
 HRP (Human Resource Planning)
Human Resource Planning (HRP) is the process of forecasting the future human resource requirements of the
organization and determining as to how the existing human resource capacity of the organization can be utilized to
fulfil these requirements. It is the process which helps the management of the organization in meeting the future demand
of human resource in the organization with the supply of the appropriate people in appropriate numbers at the
appropriate time and place. It's about putting the right people in the right jobs at the right time.

 According to E.W. Vetter, human resource planning is “the process by which a management determines how an
organization should make from its current manpower position to its desired manpower position.

 Human resource planning is also known as ‘Manpower Planning’

 Process of HRP
1. Environmental Scanning: Identify and analyze external
factors that may affect the organization's human resource needs,
such as economic trends, technological changes, and legislative
requirements.

2. Internal Analysis: Evaluate the current workforce, including

skills, competencies, and demographics. Understand the
strengths and weaknesses of the existing workforce.

3. Forecasting Future Demand: Project future demand for

human resources based on organizational goals, growth plans,
and changes in technology or markets.
4. Forecasting Future Supply: Assess the internal and external sources of human resources. Internal
sources include current employees, while external sources may include recruitment strategies.

5. Identifying Gaps: Compare the forecasted demand and supply to identify potential gaps in the
workforce. Identify potential areas of surplus or shortage.

6. Developing Action Plans: Devise strategies to address the identified gaps. This may involve
recruitment, training, development, succession planning, or restructuring.

7. Implementation: Put the action plans into practice. This may include hiring new employees, providing
training programs, or restructuring existing teams.

8. Monitoring and Evaluation: Continuously monitor the effectiveness of the human resource plans.
Evaluate whether the organisation is achieving its goals and adjust the plans as necessary.
 Recruitment
Recruitment is a positive process of searching for prospective
employees and stimulating them to apply for the jobs in the
organization. When more persons apply for jobs then there will be a
scope for recruiting better persons.

According to Edwin B. Flippo, “It is a process of searching for

prospective employees and stimulating and encouraging them to
apply for jobs in an organization.”
Types of Recruitment
 What is Internal Recruitment?
Internal Recruitment is the process of hiring people from inside the organization. This type of recruitment could save a
ton of time for recruiters as they don’t have to go through the long hiring process that includes sourcing, assessment,
interviews, etc. as the talent they need is sourced from within the organization. To give you a clearer idea of the same,
you must explore the different internal recruitment types.
1. Transfer
A transfer most often works in organizations that have multiple outlets in different locations. For example, your
store or unit in Delhi needs a store manager immediately, and you have an employee working in the same position in
your Chennai location but is willing to be transferred and relocate to Delhi with the same designation and same pay.

2. Promotion
Suppose there is an opening for a team lead in your organization and there is a senior developer who is not just
talented but is eligible for a promotion and has what it takes to lead a team. In such instances, through internal job
postings, the senior developer is promoted to team lead and is also given the raise they deserve.

3. Rehiring of previous employees

Sometimes companies rehire a past employee for a new role if they have the skills to take up the new role or have
upskilled from the last time that they left the organization or had been a great value-add to the organization in the
past.
4. Referrals
Many organizations have gained their best employees through an internal reference by other employees who are
currently working in the organization. And it makes sense, a current employee already has an idea about the role,
company culture, etc, so they would have an idea about who would fit the role better.

5. Unused(saved) talent pool databases

A job posting, old or new, would have attracted tons of job applications, out of which only a select few would have
been selected and hired for the job at the time. In times of need, these leftover job applications are a major source of
applications to scour through to find one that’s best for a role that you are currently looking to fill in your
organization
 What is External Recruitment?
External Recruitment is a process of attracting fresh candidates and recruiting from outside of the organization. Naturally,
the external recruitment approach can bring in candidates with fresh, innovative ideas, and renewed energy and could
pleasantly surprise you with their unique, hidden skills. While it is a time-consuming process, it could be a wonderful way
to build a talent pipeline to secure the future of the organization. In this type of recruitment, candidates are sourced, vetted,
assessed, and interviewed before a hiring decision can be made.
1. Advertisement
This is one of the most commonly used, yet one of the most effective types of recruitment strategies. Advertising is
simply putting up job postings on various platforms such as LinkedIn, your company’s career site, and other social
media platforms with the potential to attract candidates. Of course, this could be a costly recruitment method, but it
also attracts a large pool of candidates and promotes the employer brand.

2. Social Media Recruitment

While it wasn’t seen as the most reliable type of recruitment method in the past, a recent survey by The Muse revealed
that candidates do prefer looking for potential jobs on social media platforms like Facebook, Twitter, etc. Employers
can take advantage of this and focus on advertising their jobs as well as company culture on social media attracting
target candidates.

3. Employment exchanges
A term that has come from ages, employment exchanges are mostly run by the Government. Many candidates register
themselves under these employment exchanges and are then sponsored by employers for recruitment to open job roles
or advertised. Employment exchanges are run by private individuals and are equipped to supply the required
manpower.
4. Educational Institutions
Educational institutions are a major source to attract potential candidates as students fresh out of college, have a zeal
to prove their mettle, and want nothing more than an excellent job in hand, as they graduate. This type of recruitment
is popularly called Campus Recruitment, wherein employers interview students and hire the best ones for their open
roles.

5. Recruitment agencies
Yet another popular and reliable type of recruitment, engaging with an expert third-party Recruitment services
provider such as Alp Consulting does not only help you recruit the best candidates for the job but also provide you
with full-scale HR (Human Resources) services and recruitment services as per your need.

6. Recruitment events
For large organizations or companies planning expansion, recruitment events are ideal for attracting the right talent.
These events can vary from hosting open days and attending job fairs to holding hackathons and conducting graduate
recruitment drives on campus. For instance, Lego hosts “Brick Factor,” a competition where 100 participants compete
in building challenges, with top performers offered jobs as Master Builders.
7. Labor contractors
This type of recruitment is solely for Manufacturing industries looking to hire manpower or factory workers.
Through labor contractors, workers are appointed on a contract basis for a particular period.

8. Word of mouth
Large brands and well-known companies can leverage word-of-mouth recruitment because unsolicited job seekers
approach them daily. With an established employer brand recognized as an employer of choice, they only need to
announce that they’re hiring to attract a strong response.
 Selection
• Selection is a process of measurement, decision making and evaluation.

• The goal of a selection system is to bring in to the organization individuals who will perform well on the
job.

• To have an accurate and fair selection system, an organization must use reliable and valid measures of job
applicant characteristics. In addition, a good selection system must include a means of combining
information about applicant characteristics in a rational way and producing correct hire and no-hire
decisions.

• A good personnel selection system should add to the overall effectiveness of the organization.
 Types of Tests

•Cognitive Ability Testing – To test the reasoning, thinking and information processing abilities of a
candidate.
•Physical Ability Testing – To check the physical abilities of a person to be able to meet the demands of
some jobs like those in the armed forces, manufacturing companies, law enforcement, and fashion &
glamor industries.
•Personality Testing – There are many aspects of candidates’ personality that might require evaluation
such as the degree of introversion, ability to work in teams and leadership qualities, based on the
requirements of the job in question.
•Integrity Testing – Most companies while selecting candidates for any position will want to check the
integrity of candidates. Integrity testing becomes even more essential in jobs where the employees handle
a lot of sensitive information.
• Situational test: This test evaluates a candidate in a similar real-life situation. In this test, the
candidate is asked either to cope with the situation or solve critical situations of the job.

• Interest tests: These tests are inventories of the likes and dislikes of candidates in relation to work,
job, occupations, hobbies and recreational activities. The purpose of this test is to find out whether a
candidate is interested or disinterested in the job for which he is a candidate and to find out in which
area of the job range/occupation the candidate is interested.

• Work Sample Testing – Work sample testing means the candidates are actually asked to perform the
jobs that they be performing if selected. Based on their performance in those demonstrative samples,
the actual expertise of the candidate can be evaluated. For example, asking potential drivers to take a
driving test.
• Drug Testing – Finally some companies have a policy not to recruit anyone with a history of drug
abuse or addition. So, they may put the candidates through narcotic testing to rule out any such
occurrences in the past.
 Methods of Selection

1. Resume screenings
Resume screening is the first step to identifying candidates who meet the basic qualifications.
Tools like AI resume scanners can speed up the process and reduce bias.

2. Phone screenings
Phone or video screenings allow recruiters to assess candidates’ qualifications and interest
levels. Structured questions allow for consistency and fairness.

3. Interviews
Candidates whose phone screening indicates a strong fit will advance to the interview stage,
the most in-depth part of the selection process. Interviews consist of one or more
conversations, usually in person, with hiring decision-makers. They cover every aspect of a
candidate’s qualifications, including their specific job experience and accomplishments in prior
roles. Although interviews aren’t foolproof, they are the best tool recruiters have for assessing
and comparing candidates.
4. Skills assessments
There are some jobs where it’s difficult to assess a candidate’s abilities based on an interview alone. These
positions call for a skills assessment, which tests candidates’ technical capabilities. In addition to giving, you an
objective comparison of different candidates (i.e., a score on a scale of 1 to 100), skills assessments can help
eliminate bias and encourage candidates from nontraditional backgrounds.

5. Personality assessments
A personality assessment aims to identify a candidate’s characteristics beyond their technical skills, like their
communication style and work preferences. While personality assessments don’t have “right” or “wrong” answers,
they can help zero in on strong candidates for positions where certain personalities are more likely to succeed, like
sales, customer service, and management positions.

6. Reference checks
Reference checks should happen in the final stages of the hiring process before making an offer (you’d be
surprised how many companies wait to check references until an offer has been made!). While references aren’t
always the easiest or the most reliable tool to help with candidate selection, they can be invaluable in uncovering
glaring red flags, like if a candidate fabricated their job history.

8. Background checks
Background checks are less about helping you select the right candidate and more about
preventing you from choosing the wrong one. Once you’ve honed in on a top choice using
other selection methods, you might use a background check as the final hurdle to clear
before making an offer.
 Placement
The selection procedure ends with the placement of a worker to the job. The term ‘placement’ is nothing but
posting of people to jobs matching their abilities. It implies matching the requirements of a job with the
qualifications of the candidate. It involves assigning a specific rank and responsibility to an individual. Matching
the requirements of the job with the qualifications of a candidate is the essence of placement.

According to Pigors and Myers “Placement consists in matching what the supervisor has reason to think the new
employee can do with what the job demands (job requirements), imposes (in strain, working conditions, etc.), and
offers (in the form of pay rate, interest, companionship with others, promotional possibilities, etc.)” They further
state that it is not easy to match all these factors for a new worker who is still in many ways an unknown quantity.
 Problems in placement
1. Employee expectations- If the employee expects high salary independent and challenging work and the job
offers low salary, dependant work then the employee finds himself misfit to the job.

2. Job expectations- Sometimes the expectations from the employee are more than the employee’s abilities or
skills. Then the HR manager finds the mismatch between th job and the employees.

3. Change in technology- Technological changes bring changes in job description and specification. This may
mismatch.

4. Changes in organizational structure- The organization may do merger, acquisition, downsizing etc. That may
result in mismatch between job and employee.
 Principles of a Good Placement

· To assign their responsibility for bringing more productivity and

performance.

· It is an Important part for HR Department.

· It will help to match the need of skill in the job with qualification of
employee.

· It will help the employee to get maximum confidence on the job.

 It helps to maximize the excellence of the business.

Steps should be taken to make placement effective and satisfactory:

1. Job Rotation:
Job rotation means transferring the employee from one job to another. This technique of rotating the employee among
different jobs in the department or organization enables the employee to satisfy his aptitude for challenging work so as to
enable the employee to match with his new job-assignment.

2. Team Work:
Team-spirit is necessary among the employees. The team spirit comes from team work which allows employees to use
their skill, knowledge, experience, abilities etc. and minimizes the problems in placement.

3. Training and Development:

Continuous training and management of employees help each employee to acquire new skills and knowledge, based on
the re-designed jobs. This will also help in solving placement problems.

4. Job Enrichment:
Job enrichment provides the challenging work and decision-making authority to the employees. It gives an opportunity
to the employees to utilize their varied skills and help in solving placement problems.

5. Empowerment:
Employee empowerment relating to the job he does helps him to exploit his potentialities which he can use efficiently.
This will also solve the problem in placement.
 Induction or Orientation
Induction, is designed to provide a new employee with the information he needs to
function comfortably and effectively in the organization. Inductions may be viewed
as the socializing process by which organization seeks to make an individual its agent
for the achievement of its objectives and the individual seeks to make an agency of
the organization the achievement of his personal goals.

According to Edwin B. Flippo “Induction is the welcoming process to make the

new employee feel at home and generate in him a feeling of belongingness to the
organization.”
Benefits of Induction

For Employers

•Quicker Employee Productivity – Induction ensures faster settling down for the employee
and quicker availability to his line function.

•Operational Efficiency – Induction program ensures that the new employees join their
department fully informed and sorted. this results in higher productivity levels.

•Lesser Disputes – since the new employees are given detailed instruction about the
organizational behavior, its culture and dos and don’ts, there are less chances of any
disputes when the employee reaches his shop floor
For Employees

•Settling Down Comfortably – New employees get an opportunity to be introduced to their peers, supervisors and
other members of the team. They are also imparted information about various forums and points of contact in case
of any requirement. This ensure that the new employees settle down more comfortably.

•Establishing Communication – Initial introductions help in establishing good communications for the newcomers.
This helps in keeping the new employees well engaged with the overall ecosystem of the organization.

•Motivating – The way the new employee is welcomed and imbibed into the organization influences the motivation
level of the incumbent. The induction program should become a pleasant experience for the new comer!!
Types of Induction Programme
•General Orientation – Carried out by the HR department. Involves
introductions, showing around and completing the post joining formalities.

•Specific Orientation – Carried out by the functional department where the job
posting has happened. Typically involves familiarization, training and handing
over. This may last longer for fresher hires.

•Follow-up Orientation – Again conducted by the HR department after a

predetermined time to assess the settling down of the employee and to fine tune
any homogenization issues.
 Process of Induction
1. Pre-Arrival Preparation
•Sending offer letters and welcome emails.
•Providing pre-joining materials (handbooks, policies).
•Assigning a mentor/buddy if applicable.

2. Day One – Formal Orientation

•Welcome session with HR and leadership.
•Company overview (mission, vision, values).
•Introduction to workplace policies and procedures.
Office tour (physical/virtual).

3. Administrative Formalities
•Completing paperwork (contracts, tax forms, benefits enrollment).
•IT setup (email, software access, security credentials).
•Health and safety briefing.
4. Role-Specific Training

•Meeting with the reporting manager.

•Understanding job responsibilities and expectations.
•Training on necessary tools and systems.

5. Cultural & Social Integration

•Introduction to team members and key stakeholders.

•Participation in team-building activities.
Overview of diversity, equity, and inclusion (DEI) policies.

6. Continuous Support & Follow-Up

•Periodic check-ins with HR/manager.

•Feedback sessions to address concerns.
•Additional training or mentoring if needed.
Job Analysis

• Job analysis refers to the process of collecting information about a job.

• In other words, it refers to the anatomy of the job. Job analysis is performed upon ongoing jobs only.
• It contains job contents.
• For example, what are the duties of a supervisor, grade II, what minimal knowledge, skills and abilities are
necessary to be able to adequately perform this job? How do the requirements for a supervisor, grade II, compare
with those for a supervisor, grade I? These are the questions that job analysis answers.

Edwin B. Flippo has defined job analysis as the process of studying and collecting information relating to the
operations and responsibilities of a specific job. The immediate products of this analysis are job descriptions and
job specifications”.

There are two major aspects of job analysis:

These are:

1. Job Description
2. Job Specification
Job Description:
• Job description is prepared on the basis of data collected through job analysis.
• Job description is a functional description of the contents what the job entails.
• It is a narration of the contents of a job.
• It is a description of the activities and duties to be performed in a job, the relationship of the job with other jobs,
the equipment and tools involved, the nature of supervision, working conditions and hazards of the job and so on.

Job description is done for fulfilling the following purposes:

1. Grading and classification of jobs

2. Placement and Orientation of new employees
3. Promotions and transfers
4. Outlining for career path
5. Developing work standards
6. Counselling of employees
7. Delimitation of authority
Job Specification:

• While job description focuses on the job, job specification focuses on the person i.e, the job holder. Job
specification is a statement of the minimum levels of qualifications, skills, physical and other abilities,
experience, judgment and attributes required for performing job effectively.

• In other words, it is a statement of the minimum acceptable qualifications that an incumbent must possess to
perform a given job.

• It sets forth the knowledge, skills and abilities required to do the job effectively.

• Job specification specifies the physical, psychological, personal, social and behavioral characteristics of the job
holders.
What is job design?

Job design is a process that companies use to create a new job or add duties to an existing
job. This allows a company to more easily reach its goals by having more employees
perform more tasks within the organization. Job design may involve developing a new
position or simply adjusting the set of tasks that a current position encompasses. For
example, a company may add duties to a graphic design position that extend slightly
beyond design work. It essentially entails integrating necessary duties and qualifications to
perform a particular task or project for increased value and maximized performance.
Job design strategies
The following are examples of job design strategies you can use in the workplace to
increase productivity and efficiency:

Job rotation

Job rotation is when a company moves employees between jobs. This type of job design
helps employees expand their skills and learn through different experiences they otherwise
wouldn't have. Job rotations can help increase the flexibility of employees, while also
allowing them to complete additional duties as needed.

Job enrichment

Job enrichment is when a manager or company adds motivational factors to an established

job. A manager may provide employees with additional feedback or they might create
natural work units, which is when the manager groups together tasks for increased
efficiency and task identity. For example, a manager may group together a graphic
designer's work to include similar tasks, such as back-end coding, to increase efficiency.
Job enlargement

Job enlargement is when a manager adds tasks within a single position, giving the
employee the opportunity to expand their knowledge and skills. It can also help reduce
monotony and gives employees the chance to take on additional responsibilities. For
example, an architect who only works on designing restaurants may also become
involved in bridge design.

Job simplification

Job simplification is when managers remove tasks rather than adding them. While this
may seem like the opposite of job design, it can actually help narrow a role to a specific
task or set of tasks. Professionals often use this approach when a position has become
too enlarged and is unmanageable.
Thankyou