Induction and Interviewing Candidates - People Management PDF

BM014-3-1 PM- People Management TOPIC 4- INDUCTION AND INTERVIEWING CANDIDATE BM014-3-1 PM Induction and Interviewing Candidate SLIDE 1  TOPIC LEARNING OUTCOMES At the end of this topic, you should be ab...

BM014-3-1 PM- People Management TOPIC 4- INDUCTION AND INTERVIEWING CANDIDATE BM014-3-1 PM Induction and Interviewing Candidate SLIDE 1  TOPIC LEARNING OUTCOMES At the end of this topic, you should be able to: 1. Define Induction and Orientation 2. Identify the differences between Induction and Orientation 3. Explain the purpose for holding an induction program. 4. Discuss the main types of selection interviews. 5. Explain the six factors that affect the usefulness of interviews. 6. Illustrate the guideline for being a more effective interviewer. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 2  Contents & Structure Learning Objectives Page 1. Define Induction and Orientation 2. Identify the differences between Induction and Orientation 3. Explain the purpose for holding an induction program. 4. Discuss the main types of selection interviews. 5. Explain the six factors that affect the usefulness of interviews.. 6. Illustrate the guideline for being a more effective interviewer. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 3  Recap From Last Lesson 1. Briefly explain each step in the recruitment and selection process. 2. What are the main things you would do to recruit and retain a more diverse workforce? 3. Why is it important to conduct preemployment background investigations? How would you do so? BM014-3-1 PM Induction and Interviewing Candidate SLIDE 4  Learning Objective 1: Define Induction and Orientation BM014-3-1 PM Induction and Interviewing Candidate SLIDE 5  1.0 Induction and Orientation The new employee orientation process is important to both the company and the employee. The company gets a chance to complete the necessary employment paperwork and begins the process of obtaining productivity from the new employee. The employee has the opportunity to become familiar with her new surroundings and to find out what her exact job duties will be. Using the proper employee induction and orientation procedures can insure a smooth transition for the employee and company. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 6  1.1 Induction Induction is “the process of receiving and welcoming an employee when he first joins a company and giving him the basic information he needs to settle down quickly and start work (Armstrong, 2019). BM014-3-1 PM Induction and Interviewing Candidate SLIDE 7  1.2 What is an onboarding process? Onboarding is a human resources industry term referring to the process of introducing a newly hired employee into an organisation. Also known as organisational socialisation, onboarding is an important part of helping employees understand their new position and job requirements. Induction and Orientation / 'onboarding' are the processes that should happen when someone first starts a new job. These processes are largely the responsibility of the line manager of the new recruit and ensure that new starters are able to settle in quickly and BM014-3-1 PM Induction and Interviewing Candidate SLIDE 8  Learning Objective 2: Identify the Differences between Induction and Orientation BM014-3-1 PM Induction and Interviewing Candidate SLIDE 9  2.0 Difference between Employee Induction and Employee Orientation i) Meaning Induction refers to a process of introducing the newcomer to his company and work environment. Orientation is the process of helping the newcomer to align with his new position, responsibilities and work culture. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 10  2.0 Difference between Employee Induction and Employee Orientation ii) Type of information Induction can contain information like company overview, organisational hierarchy, policies etc. Orientation can provide information like the new employee’s assignments, team members, various procedures, and processes etc. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 11  2.0 Difference between Employee Induction and Employee Orientation Difference between Induction and Orientation: iii) Formality level Induction can be more informal than orientation. Orientation can be more formal than induction. iv) Order Induction is the first process. Orientation comes after induction. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 12  Learning Objective 3: Explain the Purpose for Holding an Induction Program. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 13  3.0 Purpose of Induction To reduce start up costs (associated with job learning) To reduce anxiety To reduce employee turnover To save time for supervisor & colleagues To develop Realistic Job Expectations and Job Satisfaction BM014-3-1 PM Induction and Interviewing Candidate SLIDE 14  3.0 Purpose of Induction The idea is to make the new employees feel ‘at home’ in the new environment Expedite proficiency Enhance adjustment to work group and norms Encourage positive attitude The terms and conditions of employment It helps a new employ to know the job, its content, policies, rules and regulations. The people with whom he is supposed to interact. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 15  3.0 Purpose of Induction Induction helps New Employees Know what is Understand Begin the Feel welcome expected in the socialisation and at ease work and organisation process behavior BM014-3-1 PM Induction and Interviewing Candidate SLIDE 16  3.1 The Induction Process 1. Meet colleagues Getting to know who they’ll be working with is so important in getting the new employee comfortable and easing their first-day worries. Introduce them to their team (and assure them that they don’t have to remember all the names straightaway!) and consider assigning them a buddy for extra support. The employee will be more eager to start working if they’re made to feel welcomed and like they’re part of the team already. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 17  3.1 The Induction Process 2. Tour of workplace Familiarise your employee with their new surroundings, showing them where they can find the toilets, the first aid box, the fire exits and any kitchen facilities. Ensure you’ve sorted out their workstation ahead of their arrival and that they have everything they need to get started. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 18  3.1 The Induction Process 3. Health and safety On the first day of the induction process, the new hire should be taken through your health and safety procedures and receive any necessary training. Different types of roles will require different levels of training, but as a minimum requirement, employees should know how to assess and minimise common workplace risks, and be informed about emergency procedures. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 19  3.1 The Induction Process 4. Get all the necessary documents sorted All employees need to have received and signed a written statement of employment (usually in the form of an employment contract) within 2 months of their start date. You’ll also need to collect from them copies of proof of their right to work in the UK, their bank details for payroll. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 20  3.1 The Induction Process 5. Get to grips with company policies It’s a good idea to grant all new employees access to an online employee handbook which covers all policies and procedures for your business. This will detail any legal requirements they’ll have to abide by, as well as company policies surrounding dress code, annual leave, sickness absence and any other areas of importance. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 21  3.1 The Induction Process 6. Understand their role Early on in the induction process, it’s important to invite the employee to a meeting where you explain the key responsibilities of their new role, what you expect from them and how their work will contribute to the wider company. This will give them a good overview to get started with and will hopefully encourage them to work hard and excel in their role. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 22  3.1 The Induction Process 7. Identify any training needed By the end of the induction process, you’ll likely have a good idea of how well the employee be able to perform their role and will have identified any gaps in their abilities. This way you can organise further training or tasks in order to ensure they’re fully equipped going forward. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 23  3.1 The Induction Process 8. Organise first appraisal meeting Giving feedback to new employees is essential in keeping them on the right track and giving them motivation to maintain a high standard of work. Make sure you set a date for their first performance review and ask them to answer some questions beforehand, so you gain an understanding of how well they’re settling in. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 24  3.1 Steps In Induction Programme 1. Welcome to the organisation 2. Explain about the company. 3. Show the location, department where the new recruit will work. 4. Give the company's manual to the new recruit. 5. Provide details about various work groups. 6. Give details about pay, benefits, holidays, leave, etc. 7. Emphasise the importance of attendance or punctuality. 8. Explain future training opportunities and career prospects. 9. Clarify doubts, by encouraging the employee to come out with questions. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 25  3.2 Problems of Induction Too many paperwork High cost to company Only expenditure no income Information overload Too much “selling” of the organisation Too much one-way communication BM014-3-1 PM Difficult for the employee to relate Induction and Interviewing Candidate SLIDE 26  Learning Objective 4: Discuss the Main Types of Selection Interviews. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 27  4.0 Job Interview A job interview is a formal meeting in which an applicant is asked questions to determine their suitability for a particular job. Job interviews come in all shapes (face-to-face, phone or video interview) and sizes (one-on-one, panel or group interview) BM014-3-1 PM Induction and Interviewing Candidate SLIDE 28  4.1 Types of Interviews Selection Interview Types of Appraisal Interview Interviews Exit Interview BM014-3-1 PM Induction and Interviewing Candidate SLIDE 29  4.2 Types of Interviews Selection interview – A selection procedure designed to predict future job performance on the basis of applicants’ oral responses to oral inquiries. Appraisal interview – A discussion, following a performance appraisal, in which supervisor and employee discuss the employee’s rating and possible remedial actions. Exit interview – An interview to elicit information about the job or related matters to the employer some insight into what’s right or wrong about the firm. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 30  4.3 Basic Features of Interviews Selection Interviews Interview Interview Interview Structure Content Administration BM014-3-1 PM Induction and Interviewing Candidate SLIDE 31  4.3 Interview Structure: Formats of Interviews: Structured Interview A structured interview is a type of interview in which the interviewer asks a particular set of predetermined questions. In structured interviews, questions are planned and created in advance, which means that all candidates are asked the same questions in the same order. Structured interviews are also known as: – Standardised interviews – Planned interviews – Formal interviews BM014-3-1 PM Induction and Interviewing Candidate SLIDE 32  4.3 Interview Structure: Formats of Interviews: Unstructured interview An unstructured interview is a type of interview in which the interviewer asks questions that are not prepared in advance. In unstructured interviews, questions arise spontaneously in a free-flowing conversation, which means that different candidates are asked different questions. Unstructured interviews are also known as: – Informal interviews – Casual interviews BM014-3-1 PM Induction and Interviewing Candidate SLIDE 33  4.3 Interview Structure: Formats of Interviews-Semi-structured interview A semi-structured interview is a type of interview in which the interviewer asks only a few predetermined questions while the rest of the questions are not planned. In semi-structured interviews, some questions are predetermined and asked all candidates, while others arise spontaneously in a free-flowing conversation. Semi-structured interviews are also known as: – Moderately structured interviews – Hybrid interviews – Combined interviews Induction and Interviewing Candidate BM014-3-1 PM SLIDE 34  Learning Objective 5: Explain the Six Factors that Affect the Usefulness of Interviews. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 35  5.0 Factors Affecting Interviews Nonverbal Behavior First Impressions and Impression (Snap Judgments) Management Interviewer’s Factors Applicant’s Personal Misunderstanding of Affecting Characteristics the Job Interviews Candidate-Order Interviewer (Contrast) Error and Behavior Pressure to Hire BM014-3-1 PM Induction and Interviewing Candidate SLIDE 36  5.0 Factors Affecting Interviews First impressions – The tendency for interviewers to jump to conclusions—make snap judgments—about candidates during the first few minutes of the interview. Negative bias: – unfavorable information about an applicant influences BM014-3-1 PM interviewers more than does Induction and Interviewing Candidate SLIDE 37  5.0 Factors Affecting Interviews Misunderstanding the job – Not knowing precisely what the job entails and what sort of candidate is best suited causes interviewers to make decisions based on incorrect stereotypes of what a good applicant is. Candidate-order/ Contrast error – An error of judgment on the part of the interviewer due to interviewing one or more very good or very bad candidates BM014-3-1 PM just before the interview in question. Induction and Interviewing Candidate SLIDE 38  5.0 Factors Affecting Interviews Nonverbal behaviour and impression management – Interviewers’ inferences of the interviewee’s personality from the way he or she acts in the interview have a large impact on the interviewer’s rating of the interviewee. – Clever interviewees attempt to manage the impression they present to persuade interviewers to view BM014-3-1 PM them more favorably. Induction and Interviewing Candidate SLIDE 39  5.0 Factors Affecting Interviews Effect of personal characteristics: Attractiveness, gender, race – Interviewers tend have a less favorable view of candidates who are: Physically unattractive Female A different racial background Disabled BM014-3-1 PM Induction and Interviewing Candidate SLIDE 40  5.0 Factors Affecting Interviews Interviewer behaviors affecting interview outcomes – Talking so much that applicants have no time to answer questions. – Letting the applicant dominate the interview. – Acting more positively toward a favored (or similar to the interviewer) applicant. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 41  Learning Objective 6: Illustrate the Guideline for being a More Effective Interviewer. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 42 BM014-3-1 PM Induction and Interviewing Candidate SLIDE 43  6.0 How to Conduct an Effective Interview Make sure you know the job: Suggestions 1. Structure your interview: 1 Structure Your Interview Base questions on actual job duties. Use job knowledge, situational, or behaviorally oriented 2 Prepare for the Interview questions and objective criteria to evaluate the interviewee’s responses. 3 Establish Rapport Train interviewers. Use the same questions with all candidates. 4 Ask Questions Use descriptive rating scales (excellent, fair, poor) to rate answers. 5 Close the Interview Use multiple interviewers or panel interviews. If possible, use a standardized interview form. 6 Review the Interview Control the interview. Take brief, unobtrusive notes during the interview. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 44  6.0 How to Conduct an Effective Interview 2. Get organised – Secure a private room to minimize Suggestions interruptions. – Review the candidate’s application and résumé. 1 Structure Your Interview – Review the job specifications 2 Prepare for the Interview 3. Establish rapport – Put the person at ease. 3 Establish Rapport 4. Ask questions 4 Ask Questions – Follow your list of questions. – Don’t ask questions that can be answered yes 5 Close the Interview or no. – Take unobtrusive notes during interview 6 Review the Interview 5. Close the interview BM014-3-1 PM 6. Review the interview Induction and Interviewing Candidate SLIDE 45  6.1 Suggested Supplementary Questions for Interviewing Applicants 1. How did you choose this line of work? 2. What did you enjoy most about your last job? 3. What did you like least about your last job? 4. What has been your greatest frustration or disappointment on your present job? Why? 5. What are some of the pluses and minuses of your last job? 6. What were the circumstances surrounding your leaving your last job? 7. Did you give notice? 8. Why should we be hiring you? 9. What do you expect from this employer? 10. What are three things you will not do in your next job? 11. What would your last supervisor say your three weaknesses are? 12. What are your major strengths? BM014-3-1 PM Induction and Interviewing Candidate SLIDE 46  6.1 Suggested Supplementary Questions for Interviewing Applicants 13. How can your supervisor best help you obtain your goals? 14. How did your supervisor rate your job performance? 15. In what ways would you change your last supervisor? 16. What are your career goals during the next 1–3 years? 5–10 years? 17. How will working for this company help you reach those goals? 18. What did you do the last time you received instructions with which you disagreed? 19. What are some things about which you and your supervisor disagreed? What did you do? BM014-3-1 PM Induction and Interviewing Candidate SLIDE 47  Interview Evaluatio n Form BM014-3-1 PM Induction and Interviewing Candidate SLIDE 48  6.2 Interview Questions to Ask 1. What is the first problem that needs the attention of the person you hire? 2. What other problems need attention now? 3. What has been done about any of these to date? 4. How has this job been performed in the past? 5. Why is it now vacant? 6. Do you have a written job description for this position? 7. What are its major responsibilities? 8. What authority would I have? How would you define its scope? 9. What are the company’s five-year sales and profit projections? 10. What needs to be done to reach these projections? 11. What are the company’s major strengths and weaknesses? 12. What are its strengths and weaknesses in production? BM014-3-1 PM Induction and Interviewing Candidate SLIDE 49  6.2 Interview Questions to Ask 13.What are its strengths and weaknesses in its products or its competitive position? 14.Whom do you identify as your major competitors? 15.How do you view the future for your industry? 16.What are their strengths and weaknesses? 17.Do you have any plans for new products or acquisitions? 18.Might this company be sold or acquired? 19.What is the company’s current financial strength? 20.What can you tell me about the individual to whom I would report? 21.What can you tell me about other persons in key positions? 22.What can you tell me about the subordinates I would have? 23.How would you define your management philosophy? 24.Are employees afforded an opportunity for continuing education? 25.What are you looking for in the person who will fill this job? BM014-3-1 PM Induction and Interviewing Candidate SLIDE 50  Review Questions 1. “A well thought-out-orientation program is essential for all new employees, whether they have experience or not.” Explain why you agree or disagree with this statement. 2. You are chosen to design an induction and orientation program for a group of management trainees who will be joining your department. Suggest what would you plan to cover throughout the program. Prepare your answers in a word document and share it with your friends. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 51 BM014-3-1 PM Induction and Interviewing Candidate SLIDE 52  Review Questions 1. How would you explain the nature of the panel interview Maria had to endure? Specifically, do you think it reflected a well-thought-out interviewing strategy on the part of the firm, or carelessness on the part of the firm's management? If it was carelessness, what would you do to improve the interview process at Apex Environmental? 2. Would you take the job offer if you were Maria? If you're not sure, what additional information would help you make your decision? 3. The job of applications engineer for which Maria was applying requires: a) excellent technical skills with respect to mechanical engineering; b) a commitment to working in the area of pollution control; c) the ability to deal well and confidently with customers who have engineering problems; d) a willingness to travel worldwide; and e) a very intelligent and well-balanced personality. List 5 questions you would ask when interviewing applicants for the job. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 53  Summary / Recap of Main Points 1. Employee orientation plays an important role in helping employees adapt and understand their job and organisation structure and culture. 2. anagers should avoid and minimise the problems faced in the induction program. 3. Different types of interviews are used to obtain information from the candidates. 4. Manager should consider and minimise the factors that will be affecting the interview. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 54  What To Expect Next Week In Class Preparation for Class Tutorial Discussion/ Case Study/ Go through the lecture slides Application Exercise for the next topic. Next topic to be cover: Update with the latest news/ Training and Developing articles/ information relate with the next topic Employees BM014-3-1 PM Induction and Interviewing Candidate SLIDE 55  Readings Essential Readings: 1. Dessler, G. (2023) Human Resource Management, 17th Global Edition, Pearson [ISBN-13: 978-0137927395] 2. Maimunah, A. (2022) Human Resource Management, McGraw-Hill [ISBN: 978-9670761619] Further Readings: 3. Robbins, S.P. & Judge, T.A. (2021) Essentials of Organizational Behavior, Global Edition 15th Edition, Pearson [ISBN-13: 978- 1292406664] 4. Robbins, S.P. & Coulter, M. (2017). Management. 14th Edition, Pearson [ISBN-13: 978-0134527604]Key Journal Articles: 5. Hoffman, Mitchell & Tadelis, S. (2018) People Management Skills, Employee Attrition, and Manager Rewards: An Empirical Analysis. Rotman School of Management Working Paper No. 3094576. 6. John G.F. (2017) "Who benefits from benefits?". Strategic HR Review, 16(3),117-124. BM014-3-1 PM Induction and Interviewing Candidate SLIDE 56