Recruitment & Selection - How to recruit and select new employees. A Manual for HR and non-HR...

How-to-Guide RECRUITMENT & SELECTION

<How to recruit and select new employees>

RECRUITMENT & SELECTION HOW-TO-GUIDE

©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com

RECRUITMENT & SELECTION HOW-TO GUIDE



• This Guide is part of the RECRUITMENT & SELECTION TOOLKIT. This toolkit helps you to reach a pool of candidates and select the most appropriate candidate for a vacant post in your company.

• Step by step, this Guide describes how to determine the appropriate search approach, how to respond to candidates, conduct your selection interviews and manage negotiations with the best matching candidate.

• For each step in the Guide, you will be introduced to the relevant tools and templates and how to complete them: a template for defining your Search Approach together with the Hiring Manager, an interview template, a list of interview questions to choose from, examples of standard replies to candidates and so much more.


ROADMAP OVERVIEW STEPS FOR RECRUITING & SELECTING EMPLOYEES


STEP IV

MAKE JOB OFFERS & NEGOTIATE

STEP III

CONDUCT INTERVIEWS &

REFERENCE CHECKS

STEP II

RECRUIT & RESPOND

STEP I

UNDERSTAND THE BUSINESS

CASE & PREPARE THE SEARCH

O N B O A R D I N G

• Our How-to-Guides, such as the one you are currently reading, are limited in application: each customer can consult our How-to-Guides, but they cannot be shared, edited, customized, etc... in any format or context. These Guides only serve as comprehensive manuals for you in applying all the HRM Toolshop Tools & Templates, and should be used for that purpose only.

• Each of our How-to-Guides is therefore only offered in a non-customizable or non-editable format.

• On the other hand, you are allowed to use the Tools & Templates for which you bought a license, and customize these to your needs, subject to the limitations under the License.

• For more information: see our General Conditions on www.hrmtoolshop.com.

USING THIS GUIDE




• Critical HR Competencies to have:

– Business Understanding

– Analytical Thinking

STEP I – UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH


STEP I

UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH

• If a position becomes vacant, check with the HR Business Partner (or directly with the responsible line Manager if the role of HRBP does not exist in your organization) which solutions are feasible or have already been anticipated in the Workforce Planning (if your Company conducted such exercise). Some questions you may ask during such meeting with the HRBP or the Line Manager responsible for the vacancy (hereafter the “Hiring Manager”):

– Is a (temporary) external solution feasible?

– Is it possible to reorganize tasks & responsibilities amongst current employees in the team/ another team?

– Is it an option to reallocate responsibilities to employees in a ‘Mobility Program’, e.g. employees having to be redeployed, employees returning from long term leave, employees who have been working on a project reaching its end date, …. If a Temporary Replacement or an Internal Transfer is a feasible option, the relevant procedure should be followed (see Internal Transfer Policy & Temporary Replacement Policy).


UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH - 1


Tool Reference:

• Recruitment & Selection Manual for Hiring Managers

• Vacancy Request Form

• Job Description & Job Profile Form

• Search Approach Preparation

• Search Approach

See also HR Policies (Recruitment & Selection, Internal Transfer, Temporary Replacement Policies) & HR Procedures Manual (Hiring & On-Boarding Procedures)

...SOME PAGES ARE MISSING HERE...

Go to www.hrmtoolshop.com

and download the entire How-to-Guide



http://www.hrmtoolshop.com/



– Planning & Organizing

– Facilitating & Consulting

STEP II – USE THE AGREED RECRUITMENT MEDIA AND RESPOND TO THE RECEIVED APPLICATIONS

STEP II

RECRUIT & RESPOND


• Implement the agreed search approach by applying the identified recruitment media (e.g. contact recruitment agency, draft job advert, organize student mailing, etc.).

• Respond promptly and appropriately to all applications (see ‘Responding to Applications’ Templates).

• Liaise regularly with the Hiring manager, either as a general update or when the Hiring Manager’s specific input is needed, e.g. to approve an advert.


RECRUIT & RESPOND

Tool Reference:

• Responding to Applications Templates

• CV-Based Shortlist

• Vacancy Update Report





– Facilitating & Consulting

– Interviewing & Assessment

STEP III – CONDUCTING SELECTION INTERVIEWS AND CHECKING REFERENCES FOR SHORTLISTED CANDIDATES

STEP III

CONDUCT INTERVIEWS & REFERENCE CHECKS


• Plan your selection interview with the candidate and, if agreed in the Search Approach, together with the Hiring Manager.

• Prepare the selection interview together with the Hiring Manager. In principle the format, content and style of the interview have already been discussed in the Search Approach. However, it is advisable to walk the Hiring Manager briefly through the different parts of the interview and each interviewer’s role, expecially if the Hiring Manager is not frequently involved in a selection procedure.

• You can use the Interview Template to guide you through the steps of the interview and to summarize the candidate’s answers and write down your comments.


CONDUCT INTERVIEWS & REFERENCE CHECKS - 1


Tool Reference:

• Interview Questionnaire

• Interview Template

• Interview Shortlist Report

• Employment Recommendation Form

• Reference Request Form




– Negotiation

– Communication

STEP IV – MAKING JOB OFFER AND NEGOTIATING WITH FINAL CANDIDATE


STEP IV

MAKE JOB OFFERS & NEGOTIATE

• Prepare the Job Offer Letter (part of the End of Negotiations Letters) using the appropriate information regarding the grade/job family of the candidate and the personal remuneration package being offered and the information contained in the HR Policies regarding benefits.

• Prepare a Job Offer File containing the following documents: – 2 copies of the Job Offer Letter,

– Enclosures to the Job Offer Letter: • the Summary of Key Terms & Conditions,

• the “Employment with <<COMPANY>>… the next steps” Note and

• the Reference Request Form (if yet to be completed),

– A copy of the signed Employment Recommendation.

Send it to the HR Director and Head of Division for their approval.

• Telephone the candidate to inform him/her of the Job Offer being made.



MAKE JOB OFFERS AND NEGOTIATE - 1

Tool Reference:

• End of Negotiations Letters

• Pre-Employment Checklists

See also On-boarding & Orientation Toolkit



RECRUITMENT & SELECTION TOOLS OVERVIEW AVAILABLE TOOLS PER STEP IN THE PROCESS*

IV. Making Job Offers and Negotiating with

the Final Candidate

III. Conducting Interviews and

Verifying References

II. Attracting the right candidates &

Responding to their application

I. Understanding the Business Case and

Preparing the Search

Recruitment & Selection Manual for Hiring Managers

Vacancy Request Form

Job Description & Job Profile Form

Search Approach Guidelines

Search Approach Template

See also Hiring & On-boarding Policies and HR Procedures Toolkit (Hiring & On-boarding Procedures)

Responding to Applications Templates

CV-based Shortlist

Vacancy Update Report

Interview Questionnaire

Interview Template

Interview Shortlist Report

Employment Recommendation

Reference Request Form

End of Negotiations Letters

Pre-Employment Checklists

See also On-boarding & Orientation Toolkit

* Each tool is also separately available and fully customizable to your needs.

HRM TOOLSHOP



• The RECRUITMENT & SELECTION TOOLKIT is part of the HR TALENT MANAGEMENT category, where you can also find the related HR Toolkits for dealing with the Talent Management challenges your company is facing :

– On-boarding & Orientation Toolkit

– Management Assessment & Development Toolkit (under construction)

• Go to www.hrmtoolshop.com for more HR Toolkits & Guides.

DID YOU LIKE THIS PRODUCT?

Explore hundreds of best practice HR documents &

tools on www.hrmtoolshop.com



You can also find us at:

https://twitter.com/hrmtoolshop

https://www.facebook.com/HRMToolshop

http://www.linkedin.com/company/hrm-toolshop

• You liked this template and you want to share HRM Toolshop’s Products with other HR Professionals or Business Professionals with HR Responsibilities? Thank you for respecting our Intellectual Property Rights and referring other interested professionals to www.hrmtoolshop.com!

• Reproduction, adaptation or translation without permission is prohibited. All HRM Toolshop products are protected by copyright laws and you do not have the right to sell, re-license, sublicense, distribute or assign any of these Products. For more information: see our General Conditions on www.hrmtoolshop.com.

• The HRM Toolshop products are HR Tools & Templates provided on an “as is” basis with no warranties or guarantees, including all express, statutory and implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. HRM Toolshop does not warrant that its Products are accurate, reliable, correct, or applicable to your situation or jurisdiction.

USER TERMS




It all started years ago, when we ourselves, as HR Professionals, came to realize the hard way, that it is highly time-consuming to find ready-to-use, straightforward HR information on the internet. The option to work with expensive consultancy firms being a budgetary challenge in the economic down-turn, we looked for other EFFICIENT ways for designing and customizing our HR instruments ourselves at a high standard.

That is how our idea grew to develop pragmatic and generic how-to HR guides around HOT HR processes, such as Strategic Planning, Change Management, Performance & Talent Management! We also wanted to offer great HR tools & templates that people could download quickly and then customize to their own needs.

Just like a very professional Do-It-Yourself store for all kinds of HR issues!

To ensure the widely applicable usage of our products, we started connecting with senior HR think alikes across the globe, to help create and/or validate our Toolkits. As you read this, we are producing more practical tools & templates for you with this team. Don’t hesitate to send us a query through our web shop if you think of something particular you can’t find anywhere!

Anne & Tania, Brussels, 2013

WE WELCOME YOU TO THE HRM TOOLSHOP


Together, we combine 40 years of HR experience across industries

and geographies.

WHO WE ARE How-to-Guide RECRUITMENT & SELECTION


My fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding processes and skills. As I moved on in various leadership roles, one of them in the Federal Government, I often was challenged with matching people their competencies in critical roles effectively. Over these years, I gained a lot of experience in Talent Development and Competency Management.

At that time, Compliance became an important concern in many organizations, and I decided to obtain a Master’s Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my own HR consultancy firm, offering specialized services in Talent Management besides running the HRM Toolshop.

I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization Design, Change Management and HR Transformation through theory and practice.

Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-to-earth, operational side of HR!

I took up several international HR Director roles in Europe and the Middle East, in various industries: working within different cultures, and how to apply HR practices across locations became my key lessons learnt those years.

Summarizing all the things I saw and experienced during my career up until now would be as follows: “Running a Successful Business is Being very Smart about how you manage your People and Starts with Genuine Respect”. Any successful HR action will derive from this principle.

Tania acquired 20 years of experience through managing international HR Legal Projects and Talent & Development Programs across industries.

Anne gained 20 years of experience in guiding businesses through change, leadership development and strategic HR planning programs internationally.

Recruitment & Selection - How to recruit and select new employees. A Manual for HR and non-HR...

Recruiting & HR

Transcript of Recruitment & Selection - How to recruit and select new employees. A Manual for HR and non-HR...