Strategic Staffing Handbook - Essay Example

Strategic Staffing Handbook Introduction Competitiveness is forcing the modern day organizations to strive for the survival in the market. For attaining sustainable market position in the market, it is necessary to recruit right asset for the appropriate positioning of the human resources to gain desired returns in terms of productivity. As these kinds of challenges are intended to be vanquished with the application of strategic staffing, it is often considered as modern HR equipment, which assists in managing the supply chain of an organization effectively. Conceptually framing, strategic staffing is not similar to that of the traditional approach. Rather, expanding the traditional approach, it principally turns the existing staff members from being reactive to a proactive nature. It actually complies with the just-in-time supply chain management with regard to the operational process that mainly involves the management of the talent supply in order to ensure right people in appropriate position at right time (Bechet, 2008). Strategic Staffing handbook is theoretically regarded as a medium that provides the employees with detail information of the organization as well as the employment terms. Strategic Staffing handbook usually entails polices, rules and the procedures being operated within the organization. It also entails the details of the employment contract. It frames an important Strategic Human Resource Management (SHRM) tool within any organization providing the entire internal scenario of the organizations’ operations and its prevailing policies and procedures. Hence, it is vital for the staff to go through the staffing handbook with great care as the staffing handbook not only gives details about the assigned roles along with the responsibilities of the employees, but also intends to discuss about the company’s human resource quality. It provides an insight on the job analysis segment and the approaches to the process of the job analysis consequently. Apart from this, the handbook also provided an overview about the employment details. Staffing Hand book XYZ Retail Company 7 March 2014 Our Definition of Strategic Staffing Strategic staffing for our company reflects about the process, which has been into application in order to identify the implications of the selected staff members. The application of the strategic staffing principally addresses the impacts of staffing on our company’s business strategies along with the advanced plan. Apart from this, our company also implements the notions of strategic staffing in order to gain ideas about the prevailing issues that reflect about the gap or surplus with regard to staffing. In this regard, this particular information is necessary to understand the entire employment procedure. In-fact, strategic staffing is vital for our company, as it defines about the internal process, which our company is following to mitigate the staffing problems effectively. Our company is in retail sector, it mainly deals in the apparel segment. The company provides the customers’ with a wide range of trendy apparels and accessories to match. Correspondingly, our company handbook will incorporate the following contents. Our Company And Its Business Job Analysis Our Approach To The Job Analysis Process Example Of Job Analysis Form Postings Our Approach To Posting Positions Brief Sample Of An Internal Job Posting Application Process Our Application Form How The Application Form Is Utilized (The Process) And Rationale Interviewing Process Our Interviewing Philosophy Examples Of Legally Acceptable, Non-Generic Interviewing Questions Pre-Employment Assessments Organizational Philosophy To Pre-Employment Testing And Assessment Customer Service Workplace Health & Safety (WH&S) Policy Our Company and Its Business Our company functions in the apparel retail sector that provides the customers’ with a variety of latest fashionable and trendy garments. Our retail shop acts as the one-stop fashion destination that strives to suffice the fashion requirements of the customers. Our company caters to the fashion requirements of all age group of customers. Our company’s product range is greatly influenced by the runways along with the global street fashion trend. It provides the customers’ with the A-grade fashionable apparels at their convenience along with preserving the competitive interests of the company. Apart from providing exclusive and fashionable apparels, our company also provides the customers’ with wide range of matching accessories. Job Analysis Job analysis is a form of technique that is applied with a motive to derive in-depth understanding of the concerned job pertaining to the employees. Our company takes into account few elements that assist in understanding the job effectively. Literature review is followed in order to obtain succinct understanding about the information associated with the given tasks to the employees. This information is required in order to document the series of Knowledge, Skills and Abilities (KSA) along with the tasks of the employees. On-site discussion with the he supervisors are also taken into concern for discussing, reviewing and augmenting the documented tasks. Subsequently, a meeting is conducted in order to finalize the concerned tasks statement. In the due course, a questionnaire is also framed that is further forwarded to the officials along with supervisors with the motive to determine the key tasks associated with the job positions within the company. The company management also consults and discusses with the officials and the supervisors with the aim to build up relationship between the key tasks to be conducted, with that of KSA needed for fostering effective job analysis. Our Approach to the Job Analysis Process Our company’s approach towards the job analysis mainly entails various processes for analyzing as well as synthesizing the information being gathered. In this respect, a particular process is practiced in our company with regard to the job analysis approach. Job design, employment, job evaluation, training and development and compliance with legal matters among others are few of the processes being incorporated within our company. The various methods, which our company adapts with regard to the job analysis has been listed hereunder. Observation Interview Work dairies Position analysis To be mentioned in this context, job analysis provides a vivid description about the concerned job aspects. Job description is necessary for the employers, job applicants as well as the employees to derive in-depth knowledge with regard to the concerned job roles. Example of Job Analysis Form Our company follows a dedicated process of the job analysis form that assists in evaluating its effectiveness maintaining utmost accuracy. The sample of job analysis form of our company is as follows. Job Analysis Template Title of the Job : Data Form Completed: Title of the Immediate Supervisor: Job Status: Number of Hours per week: Permanent - Temporary Term - Casual - Understanding the Job Job Duties Level of Responsibility Accountabilities Major Activities of The Job Minor Activities of the Job Job Context for Activities Identifying Examples of Performance Behavior 1 2 Postings In the column of posting, our company reflects about the vacant positions for about only 10 working days with regard to the intended date mentioned in the posting notice. The employees being selected for a position from within the existing employees is not mentioned in the postings. Positions associated with the sick leaves, maternity leaves and authorized absences are also not considered as the vacant positions. Our company postings involve various contents that assist the employees to derive effective information from the handbook. Position title, salary grade, minimum requirements, supervisor’s titles, date of the posting and grade among others are few of the included contents of the job posting. Our Approach to Posting Positions Approaches to the job postings usually involve the medium of advertisement being selected in order to attract pool of candidates. Our company follows both the internal and the external advertising media. To be mentioned, the most used advertising mediums by our company include newspaper, radio and local television broadcast. Besides, our company also uses internet to reach to the interested applicants. On-going process of the approaches with regard to the job posting further incorporates the written documentation of the job posting. In the written document, the tone is set that describes about the salaries along with benefits offered to the employees through the job postings. Language, job description, position title and company among others frame the basis of the written document. Brief Sample of an Internal Job Posting Internal job posting takes into account the process involved in the selection of the existing internal employees for filling the vacant positions at a higher hierarchical order. The sample followed by our company has been drafted below. Sample Company Internal Job Posting Job Title: Department: Posting Date: Posting Expiry Date: Purpose: Essential Duties and Responsibilities: ………….. ……………. …………. …………… Primary Interactions: Internal- External- Competencies: ……………… Education and/or Experience Application Process The job application process involves a series of steps that is required to be completed by the employees in order to apply for the vacant positions. The process involves the cover letter, job application, screening, employment tests, interview process and the hiring process. The other elements essential within the process are job offers and the new hire paper work. Our Application Form JOB APPLICATION FORM Position Applied For: ________________________________________________ PERSONAL INFORMATION Name (as in NRIC or passport): _________________________________________ (Please underline surname) I am a (tick one):  Singapore Citizen  Singapore Permanent Resident  Foreigner requiring a pass to work in Singapore Address: ___________________________________________________________ _______________________________________ Postal Code: ________________ Contact No.: __________________ Email address: _________________________ ACADEMIC QUALIFICATIONS Date Schools/Institutions Attended Qualifications Obtained (‘O’/’A’ Levels, Diploma, Degree) Subjects/Grades From To OTHER QUALIFICATIONS / COURSES ATTENDED / AWARDS ATTAINED Date Qualifications / Awards Obtained Awarding Institution From To EMPLOYMENT HISTORY Date Firm/Institution (in chronological order) Position Held Key Responsibilities Reason(s) for Leaving From To DETAILS OF CURRENT EMPLOYMENT Present Employer: ______________________ Designation: __________________ Present monthly salary: ____________________ Bonus: _____________________ Key Responsibilities: __________________________________________________ ___________________________________________________________________ Notice required (ending present employment): ________________________ (weeks) Reason for leaving: __________________________________________________ EXPECTED MONTHLY SALARY: _______________________________________ REFEREES 1. Name: ____________________ Designation: _______________________ Organization Name: ____________________________________________ Contact No.: _________________ Email Address: ____________________ 2. Name: ____________________ Designation: _______________________ Organization Name: ____________________________________________ Contact No.: _________________ Email Address: ____________________ REASON(S) FOR APPLYING FOR THIS JOB I verify that the above information is correct to the best of my knowledge. I accept that providing false information deliberately could result in my dismissal. Signature: ______________________ Date: __________________________ How the Application Form Is Utilized (The Process) and Rationale Our company extensively deals in producing and marketing fashionable latest trends of apparels. Our company has a continually growing customer base and gives prior focus to the effective customer services. Being in the apparel retail sector, it can be ascertained that to retain the customers, best educated and competent employees are required. In regard to this scenario, appropriate and extensive screening of the potential job applicants is required. For screening the application form, reference checks are conducted and the details provided in the forma are evaluated minutely to avoid any kind of problem associated with it. Interviewing Process As our organization is into the retail sector of providing the customers’ with fashionable apparels, it is necessary for the employees to engage in active communication with the customers for fostering sales. To judge the communication skills of the employees, our organization incorporates two phases of interview round. Firstly, the candidates are engaged in the group discussion. By engaging in this process, it becomes easier for the interviewers to judge the candidates on the basis of their communication skills. After the candidates are screened from in here, they are eligible for the second and last round of interview phase, i.e. personal interview. In the personal interview phase, the candidates are tested on the basis of their personal interaction abilities with the management panel. Our Interviewing Philosophy Our company engages in the aforementioned interview processes for screening the right candidate for the right position. This complies with the standard staffing methodologies that are required for execution of organization’s internal operations effectively. To be mentioned in this regard, our interviewing philosophy is aimed at assisting the management in recapitulating vital information about the prospective employee. Hence, interviewing frames a vital part and the key toll for judging the competencies of the prospective employees. Examples of Legally Acceptable, Non-Generic Interviewing Questions Q1. Please tell me something about your previous experiences. Q2. What makes you a suitable candidate for this particular type of job? Q3. In your previous experiences, what kind of sales system you have been using? Q4. What type of work schedule you are looking for? Q5. Would you be available to work for additional shifts? Q6. What do you know about our organization? Q7. What do you enjoy about working in such type of organization? Pre-Employment Assessments Pre-employment assessment is conducted by our organization with a view to reduce employee turnover along with improving the employee performance. At instant step, our management needs to undergo a critical evaluation of the performance of the existing employees to determine their core competencies that is required to be developed within the new entrants. Our management strictly ensures that the hiring process is free from the biases generated due to ‘gut-feeling’ effects of the interviewers. With this concern, benchmark has already been designed to derive the effective results and performances of the customers’. Organizational Philosophy to Pre-Employment Testing and Assessment Organizational philosophy related to the pre-employment testing along with assessment, mainly reflects about the importance of such strategies. Our organization incorporates such strategies in order to select the most suitable candidate for the position within the organization. On further note, the reports along with the feedback forms basically provide the benchmark of the employees. This helps the organization to evaluate the performance of its employees from a comparative view, taking into account the performance of the industry peers. Our success greatly depends upon the successful execution of the pre-employment testing. Customer Service Customers’ are the only important factor of our organization’s sustainability. Our company’s mission is to provide our customers with better quality of fashionable apparels at a reasonable rate. In this regard, it can be further determined that there are few basic components of the customer services followed in our organization. These components include integrity, respect and accountability among others. Our organization strictly adheres with the strategies framed with regard to these segments for the retention and sustainability of the organization within the competitive market (Government of South Australia, n.d.). Workplace Health & Safety (WH&S) Policy Workplace health and safety frames a vital part of any organization. Guidelines framed in this regard provide an overview about the employees along with their workplace obligations with regard to the rules and regulations mentioned under the Occupational Health and Safety Act (OSHA). Prior to this, it is the shared responsibility of the workplace participants, including both the employees and the management, to ensure proper compliance with that of the mentioned rules and regulations. Our organization thus provides a leaflet to all the employees for providing them with the details reading the safety measures and keeping them aware of their responsibilities (Ontario, 2011). Conclusion This particular handbook reflects about the generic staffing information in context of our organization. It has given details about the organization, its employment process and job analysis description. The handbook also reflects about the entire process of job analysis and its importance to the organization. Additionally, the handbook provides a brief description about the interview process and its philosophy with regard to the organizational context. This handbook can certainly prove helpful for the employees, as it reflects upon the workplace hazards and its measurers as well as the customer service guidelines. This handbook correspondingly elaborates about strategic staffing and its implications on the sustainability of our organization. References Bechet, T. P. (2008). Strategic staffing: a comprehensive system for effective workforce planning. USA: AMACOM Div American Mgmt Assn. Government of South Australia. (n.d.). Customer service. Core principles of customer service, 1-16. Ontario. (2011). A guide to the occupational health and safety act. Retrieved from http://www.labour.gov.on.ca/english/hs/pdf/ohsa_g.pdf Read More