Many managers focus their energy on the interview. However, selection of the right candidate will be more successful if adequate time and energy is given to the entire process, beginning in good preparation and ending with a thorough induction.

This article provides a brief outline of the stages that should be included in a recruitment and selection process.

Preparation

When preparing for the recruitment process, a job analysis is usually required. This will justify the position in the company and contain all details related to the position, such as position title, location, type of employment (full-time, part-time or casual), hours of employment, qualifications required to perform the position, goals, objectives and tasks. From the job analysis, the job description and position specification are formulated. The job description contains all details related to the position while the position specification includes a profile of the type of person required for the position. As part of this preparation, it is important to draft specific and accurate selection criteria.

Screening                     

The selection criteria are used to shortlist the applicants and represent the minimum requirements for the position. At this stage, applicants who do not meet the selection criteria can be contacted and thanked for their applications. The applicants successful in meeting the selection criteria can be invited in for an interview.

Assessment

Interviewing all applicants who have met the selection criteria can be a long process and can include position related tests, along with reference checks of the applicants.

Selection                      

Analysing all the information and evaluating applications will lead to a short list of applicants; the applicant successful in reaching this level may be invited in for a second interview. At this stage you may like to consider a panel interview for the applicants with relevant line managers included in this process.

Offer of employment

The successful applicant can now be advised by phone and followed up with a letter of offer (in duplicate). If the applicant accepts, the signed duplicate letter it is returned as acknowledgement of acceptance of the position. When you receive the signed duplicate letter of acceptance, all other applications that were short listed should be advised that on this occasion their application has been unsuccessful.

Induction          

It is important for organisations to put in place an induction program for new employees. This will familiarise the new employee with their workplace and alert them to essential security and safety procedures. The induction program can include:

• introduction to work colleagues

• a tour of the premises

• briefing on security procedures

• briefing on occupational health & safety procedures

• contact details of their line managers and human resources

• an experienced employee as a buddy or mentor

During the induction employees should receive documentation and reference material including:

• job specification

• employee handbook and related information

• relevant occupational health & safety documentation

• information covering aspects of employment law, remuneration
  and taxation

• performance review procedures

• career development plans

• summaries of legislation relevant to the operations of the organisation

It is essential to have policies and procedures for the recruitment process in place to ensure the correct systems are followed when employing personnel. It is also important to ensure these procedures are reviewed on a regular basis.

Most employers would like to increase their retention rates. By ensuring the organisation has effective policies and procedures in place for recruitment, selection and induction, the organisation will be heading in the right direction to improve employee selection and consequently increase retention.

By Helen Hogan

Employee Relations Adviser, CCI BAC