Hiring and Induction PDF

Kaushalya Silva B.B. Mgt. (Special) Degree in Accountancy (Kel’ya), CMA Passed Finalist, DBF (IBSL) Lecturer (Probationary) Department of Accountancy E-mail: [email protected] Hiring a...

Kaushalya Silva B.B. Mgt. (Special) Degree in Accountancy (Kel’ya), CMA Passed Finalist, DBF (IBSL) Lecturer (Probationary) Department of Accountancy E-mail: [email protected] Hiring and Induction BAIS 21112 Human Resource Management Hiring  Learning Outcomes After studying this chapter successfully, you should be able to: ▪ Define what Hiring is ▪ Explain why Hiring is important for an organization ▪ Describe the process of Hiring ▪ Understand the need of having a probationary period ▪ Identify relevant principles governing employee probation 4 Hiring Hiring is the process of appointing the candidate selected to the post/job which is vacant. It involves placing the selected employees on the right positions of the jobs. Generally, the authority of obtaining and appointing new employees is vested in top management of the organization. 5  Importance of Hiring ▪ Until hiring is done there are no new employees placed on the jobs to perform relevant duties and responsibilities. ▪ Offering and inviting occur in hiring function. ▪ Real acquisition or placement of new employees to the organisation occurs after successful performance of the hiring function. ▪ To realize the objective of getting the right people to do the right jobs at the right time in the right way, hiring has to be performed successfully. 6  Different Labels related to the Relevant Set of People at Recruitment, Selection, and Hiring Before Recruitment Job Seekers At Recruitment Job Applicants At Selection Job Candidates After Selection Appointees At Hiring New Employees 7 Hiring Process 8  Hiring Process 1. Preparation of Appointment Letter ▪ Letter of Appointment which contains terms & conditions of employment should be given by the organization to every job candidate who has been selected for a certain post. ▪ Job, tasks & duties, special terms & conditions, normal terms & conditions, pay & other allowances, benefits etc. should be included in the Letter of Appointment. 9  Hiring Process 1. Preparation of Appointment Letter ▪ In preparing the Letter of Appointment, there are two approaches: ✓ Detailed one ✓ One-paged letter ▪ Letter of Appointment is issued to the successful job applicant: ✓ To assure him/ her about the job ✓ To take action to resign from the current employer ▪ Letter of Appointment is an integral part of the contract of employment between the appointee & appointer. 10  Hiring Process 2. Notification to Appointees ▪ Decision of selection & appointment is to be notified to the applicants by the relevant authorized officer on behalf of the organization. ▪ Letter of Appointment will be issued in this stage. ▪ It is important to notify to those who were not selected and appointed from the point of public relations. 11  Hiring Process 3. Follow-up ▪ An attempt to ensure whether the appointees accept the job offers or reject them. ▪ All the appointees might not be able to accept the job offers. Hence, it is necessary to know whether the job offer is accepted or not. ▪ It is important to get this knowing in advance to appoint another suitable person to the job vacancy without delay if a certain appointee rejects the job offer. ▪ A Special letter can be sent along with the appointment letter requiring the appointee to inform the organization on or before a certain date whether the offer is accepted or not. 12  Hiring Process 4. Appointment from the Waiting List ▪ This step has to be followed if the rejection of the job offer occurs. ▪ WAITING LIST should be used in this regard. ▪ If the organization selected a person from the waiting list, the first, second & third steps of the Hiring Process have to be carried out again. 13  Hiring Process 5. Entering into the Contract of Employment ▪ After the appointee has entered into the contract of employment, he/she becomes a new employee to the organization. 14  Probationary Period ▪ Is a certain period of time during which a new employee, who was hired for a permanent post, works for an organization. ▪ During this period, the new employee will have to prove that he/she is capable of performing duties of the job successfully. As a result, he/she will be confirmed on the job. ▪ Until confirmation, a new employee who is on probation is not legally a permanent employee. 15  Probationary Period ▪ Probationary Period may be anything between 03 months and one year or even longer. ▪ At any time during the probationary period & up to the end of the period, the employment can be terminated by either the employer or the employee or both at short notice without any further obligation on either party. 16  Probationary Period ▪ At the end of the probationary period, management should make a proper decision about the probationer. There are 03 possible types of decisions. ✓ Confirmation of employment ✓ Extension of the probationary period ✓ Non-confirmation (termination) 17  Principles of Managing Probationers ▪ To evaluate job performance ▪ To inform progress to the probationer ▪ To give confirmation if job performance is good or excellent and other requirements (if any) have been met ▪ To extend the probationary period for one time only if job performance is not good but not poor and other requirements (if any) have not been met ▪ To inform the probationer about performance reviews and violations of discipline in writing 18 Employee Induction  Learning Outcomes After studying this chapter successfully, you should be able to: ▪ Define what Employee Induction is ▪ Understand four major types of Induction ▪ Explain why Employee Induction is important for an organization ▪ Describe the process of Induction ▪ Identify the principles of Induction 20  Induction ▪ Induction can be defined as a HRM function that systematically & formally introduces new employees to the organization, the jobs, the work groups to which they will belong & the work environment where they will work. ▪ It is a function by which the new employee learns about a new organization & prepares himself/herself to deal with it. ▪ Induction involves a process of welcoming the new employee leading to build within the employee the feeling of belonging to the organization and the comfortable feeling of the new organizational environment. 21  Induction Induction can be divided into two categories: ✓ General Induction – refers to introducing the new employee to the organizational setting ✓ Special Induction – refers to introducing the new employee to the job & job environment 22  Types of Induction Induction involves four types: ▪ Organisational Induction: the new employee is oriented to the vision, mission, goals, strategies, organizational setup & history & current status of the organization ▪ Department Induction – the new employee is oriented to the particular department where he/she will have to perform ▪ Job Induction – the new employee is oriented to the job (duties, responsibilities, working conditions etc.) he/she is supposed to perform ▪ Human Induction – the new employee is introduced to all the personnel with whom he/she will have to interact frequently (peers, superior/s, subordinates etc.) 23  Objectives of Induction ▪ The general purpose of employee induction is to influence the new employees to start working efficiently and effectively within the possible shortest time. ▪ The following objectives are expected to achieve through induction. ✓ To build confidence about self and the organization within the new employee ✓ To create the feeling of belonging and loyalty within the new employee ✓ To familiarize the new employee with the job & environment within a shorter time ✓ To generate favorable attitudes within the new employee about peers, superiors, subordinates and the organization in general ✓ To assist the new employee to contribute to organizational success more quickly 24  Importance of Employee Induction The startup cost for a new employee reduces as he/she takes a short time to learn the specifics of the job and to become efficient and effective Efficiency of time management of superiors and co-employees increases because they will have to spend less time on training and coaching of new employees Induction creates positive attitudes among newcomers about the organization and its members Tardiness, absenteeism and turnover reduces when newcomers perceive themselves to be successful, wanted or needed Waste, accidents and training cost decreases Induction is needed to reduce the degree of impact of the culture shock Employee induction is useful for reducing the degree of real shock Induction starts the process of socialization of new employees and in fact it will accelerate the process Induction contributes to organizational effectiveness 25 Benefits of Induction 26  Induction Process Preparation Conduct Evaluation 27  Induction Process 1. Preparation The organization should be ready to welcome employees who come to work as new personnel In this stage, specific & clear answers need to be obtained for the following: i. About what information should a basic understanding be given ✓ Nature of the organization ✓ Personal policies, procedures and rules ✓ Rewards ✓ Job and job environment ✓ Personnel 28  Induction Process 1. Preparation ii. Who should give the information? ✓ CEO, Human Resource Manager, Immediate Superior ✓ In addition, a Buddy System can be used iii. How to give information? ✓ Employee handbook ✓ Video films/CD/DVD ✓ Information booklets ✓ Documents ✓ Lectures ✓ Presentations ✓ Discussions 29  Induction Process 1. Preparation iv. Within what period of time should the information be given? it depends on ✓ nature of the organization ✓ nature of the job ✓ available time of the management v. Where should the information be given? Developing answers for the above questions results in formulation of an induction program. It is now to be implemented. 30  Induction Process 2. Conduct Induction program is implemented actually in this stage. Generally, the formulated induction plan is to be implemented by the relevant supervisor or by the head of the HR department. Some organizations, use an approach where organizational induction is done by the General Manager and Human Resource Manager, departmental induction is done by the Head of the respective department, job induction is done by the immediate superior and human induction is done by an officer from the HR Department and the immediate superior jointly. 31  Induction Process 3. Evaluation Evaluation refers to a systematic attempt to assess the degree of success of the induction program. ✓ Were the objectives of the induction program achieved? ✓ To what extent were the objectives achieved? ✓ What can be done to improve the effectiveness of the program in the future? Questionnaire, an examination, a special form or a book containing a set of questions are possible to use for the purpose of evaluation. A cost-benefit analysis of the induction program can also be suggested for induction evaluation. 32  Principles of Employee Induction Principles of employee induction refer to general rules that manager should obey in formulating and implementing a system of employee induction. ✓ Meeting of Business Needs ✓ Customer Focus ✓ Involvement of Senior Management ✓ Direct Relevance of Information ✓ Higher Involvement of the Immediate Superior/Manager in Induction ✓ Concern of the Human Side of Induction ✓ Gradual Introduction 33 Thank You…. 34