Polycabanas Stores Ltd - Strategic Staffing Handbook - Case Study Example

STAFFING HANDBOOK: STAFFING HANDBOOK POLYCABANAS STORES LTD Handbook October Strategic staffing handbook Abstract The main objective of this work is to make an example of strategic staffing handbook containing several important tools that are used in the process of staffing. It is a policy of Polycabanas stores that the book mentioned above is used in planning of the main procedures, practices and personnel policies for the firm. The handbook is inclusive of strategic staffing definition, job analysis description, approach employed in position posting, and related reasoning for taking the approach, interview layout process, and approach to assessment and pre employment testing. Main words: employment procedure, staffing handbook, interview process. Table of contents 1. Aim of the Strategic Staffing Handbook Strategic staffing definition 2. Job analysis process description 3. Approach employed in position posting 4. An example of application form 5. Interview process layout 6. The interview philosophy of the organization Example of interview questions 7. Approach to assessment and pre-employment testing 8. Equal employment chances 9. Work Time frame 10. Harassment procedures Introduction The handbook was created to aid supervisors and managers in understanding the characteristics of staffing process. Management characterizes the firm and firm’s strategic goal of growth and development of the employee. The book will cover areas like the process of job analysis, application procedures, interview process and areas that interest the managers. The staffing handbook can be of use to managers in referring to basic information. Management is encouraged to seek the help of HR department incase the handbook does not give the required answer or detail. Aim of the Strategic Staffing Handbook The basic goal of the strategic staffing handbook is providing many important tools employed during staffing process like technical support and immediate administrative services to the staff through the whole time in Polycabanas stores. The staff uses the handbook in completing of specific projects for the personnel who are out or fill a position that is vacant during recruitment. Polycabanas stores also issue their clients with possible source of individuals for limited and career appointment positions. Our definition of strategic planning It is defined as the addressing and recognizing process of staffing effects of detailed strategies or business proposals. Polycabanas stores frequently make changes in its staffing and business process to incorporate long term strategies and firm’s goals with present operating plans to be in order with upcoming trends. Identifying market trends in the business and adapting the staffing needs allows Polycabanas stores to remain a profitable and competitive organization. Strategic staffing is a diversified process that is inclusive of retaining, hiring and recruiting employees to achieve the future and current business goals and plans. This process requires constant monitoring in order to achieve customers’ need and business goals. Polycabanas stores take its role of empowering employees very serious. It considers employee development and training as its best investment. Through investing in employees, Polycabanas leadership believes they have invested in the future as a company (Hall, 2004) Polycabanas understand that in a wide market environment, there is fierce competition and leader in the production industry concentrate their investment on labor. Polycabanas top managers believe the corporate culture should be the main strategic goal of its employees and organization. The process of strategic staffing is integrated within the management body of the organization. Supervisors and managers should have a positive understanding of how this strategy benefits the employees and organization. Supervisors and managers have a vital impact on workers’ growth and development. The staffing professional ought to work alongside each other to aid employees achieve their full potential. The human capital of this organization is directly proportional to its production. Job analysis Polycabanas stores realizes that the process of job analysis will aid the firm determine several factors related to staffing strategies. Job analysis plays a vital role in several business and staffing functions. It also helps in selection and recruitment, job design, job evaluation, benefits, compensation, development and training, ensuring compliance, and productivity. At Polycabanas stores the approach to job analysis process is done in stages. Our approach to job analysis process Identifying the purpose of job analysis Determining the method of job analysis Identifying data to be collected Determine who is to carry out the analysis: Polycabanas’ stores HR department or outsource the process to a consultant Choosing a method to carry out the analysis Example of a job analysis form Title:               Classification:         Division:  Location:                 Grade:               Job Requirements A. Position summary B. Job Duties B. Software used and computer skills C. Reporting structure Employee Requirement A. Training and education B. Aptitude and skills C. Physical and environment D. Licenses Success factors A. Increase sales B. Develop sales comments____________________________________________ ____________________________________________________ ____________________________________________________ HR executive___________________________________ Department Manager__________________________________ Date of completion______________________________________ Posting Approach to position posting As job posting is both a science and an art planning should be done to achieve the best results. First, the HR department has to consider the medium they are to use in posting. For instance they will have to choose whether to use journals, newspapers, online, or web depending on the people they are targeting. Secondly, they should write the Ad with the best language, and tone. The HR should then choose the key words and the must have. Lastly, the department should set their bottom line (Deb, 2006) Brief sample of an internal job posting STAFF OPPORTUNITY Position: sales executive Reports To: Manager Department: sales and marketing Qualifications or Skill Required: Diploma in sales Responsibilities: Increasing sales volume Looking for new market Branding and supplying company’s products Application Deadline: Interested applicants should send resume to Name: Samuel Owen Position Title: HR manager Company Name: Polycabanas stores Company Address: 345267 Fax (002) 000-0039 E-Mail Address: sokmad@hotmail.com Application process In a nutshell the application process follows some steps. 1. Advertising the job and mentioning the main criteria used in selection 2. Closing the application 3. The applications are then assessed to know individuals who have qualified 4. The shortlisted candidates are forwarded to the selection panel 5. In the selection panel all application are scrutinized 6. Selection is then made 7. A job offer Is then made 8. Last is the feedback given after the interview Job application form Position: Location: Date: When are you able to start: Where did you hear about this vacancy: Personal Details Surname Name First Name (s): Current Address: Home: Mobile: Education and Training Please give details of any academic and vocational qualifications you have undertaken as well as relevant training. Qualification gained Level school / college / university Date achieved Exam body Personal Statement Declaration The information that you provide will be handled and processed in accordance with the Data Protection Act 1998. It may be used by the employer for business purposes including the prevention and detection of fraud as well as for HR purposes and administration. If you are appointed, this information will form part of your personnel record and will be treated as confidential and will not be disclosed to any unauthorised person. I understand that any false, inaccurate or incomplete information made in my application could result in dismissal, disciplinary action or a withdrawal of an offer of employment and may invalidate any contract of employment. I declare that all information given is true. Sign: _________________________ Date: _______________________________ How application form is utilized and the rationale The application form is used for making applications for a position by interested candidates. The form helps the employer to regulate that is given by the applicant. Through the use of application forms, the employer is in a position to filter candidates without the required qualification and skills. The forms can also be designed in a way that the candidates give the information that is needed. As filling the form takes time, it shows how serious a candidate is ready t o take up the role. Lastly, the forms can be kept for reference incase there positions in the future. Layout of the interview process 1. Introductory stage The first stage of the interview will create a rapport and establish a businesslike but relaxed environment. At this stage is where the interviewer raps up the first impression of the interviewee based on his or her first introduction, greeting, handshake, demeanor and appearance. The interviewer may create a small talk as you much to the interview point. A brief discussion on logistics might be carried out. What may take place during the interview may also be discussed and lastly, the both the candidate and interviewer are ready and well informed. At this point is when if you carried with you a CV it might be issued to the interviewer. 2. Interviewer’s information to the interviewee The interviewer may decide on whether to give information on the organization or more of what the position is about or keep quiet about that. Preferably, any candidate shortlisted for an interview is assumed to have information of what the position is about as for one to prepare for an interview he or she have to know what the interview needs. Nevertheless, there may be added information about the interviewer provided at that time. In other interviews the candidate may be trained for a period of time so that if that time comes there may be less time wasted on giving out information. 3. Candidate’s question by the interviewer One should be ready to tackle a range of questions in the interview room. The basic aim of the interview is determining if the job position matches you qualifications, if an individual shows interest in the employer and job, and if at many levels the vacancy fits the candidate’s qualification. An individual must match into an interview with high self esteem, knowing the industry, position and employer. An interview is not quiz to test what one knows. It is a chance to show how an individual is prepared and can think in a situation. The questions related to behavior must be included in a well set up interview. An individual should concentrate on what he can offer the firm than what the firm can offer him or her. An individual should give what he or she can offer instead of what he or cannot offer. Be specific on what you are answering and detailed enough. An individual should make the response easy to understand. If the interviewer is the one giving more information than the candidate then it is an implication that the candidate is not relaying the needed information well. 4. Give the candidate a chance to ask queries Always after the interviewer has asked questions, the candidate is presented with an opportunity to as his question. If one has no question for the interviewer portrays inadequacy and stands a chance to miss that job. An individual should always prepare a set of questions for the interviewer. 5. Conclusion Before an individual exits the interview room, the employer should brief the candidate on what is next on the hiring process and if the candidate has any requirement. The employer should also brief the candidate on he or she is to be contacted. As one approaches to go, there should be a sign of appreciation through a handshake. Lastly, the candidate should be cordial and pleasant to any person met on his or her way out. Follow up (Lashley & Lincon, 2012) Try and make a follow up on what has been agreed on the process. The interview philosophy of the organization Interviews create some culture to all that come into the firm. This is the first contact with the firm. It is a tool to employ not only place culture with new recruits but reinforce culture to employees involved at the time of interviews. If the employer needs a culture where people work as a team it should be enforced at the interview stage. It is upon the employer to decide on the culture that is to instilled so long as it has ringed on the mind of the candidate on what the firm expects. Its Polycabanas stores culture that any candidate who comes for an interview should be trained. Whether the interviewer is of a senior position, he should have in mind the philosophy of the firm. It may not matter how long they have interviewed candidates but the most important thing is what the interview requires from the candidate. All interviews should know the main thing a company wants in a post and what should be asked and in what manner and how culture should be represented. Polycabanas stores insist on behavioral interviewing. The candidates should have experience on interviews. Good interviews comprise of introducing oneself to the interviewer by mentioning your name, tenure and role and what interest you about Polycabanas stores. According to Polycabanas philosophy, candidates should be offered beverage and a place to rest. Examples of interview questions Why are interested in working with us? What interest you in this job? Have ever been to this field before? What training skills do you have? Tell us about yourself? What are your hobbies? What do you think of working in groups? How do you respond to criticism and instructions? What experience have you had and would this job be enjoyable? How do you perform under intense pressure and tight deadlines? How long were out of your previous job? Have ever had an injury or attack that is serious? Can you bond with others? Have you ever quit a job? What the reason for your market Gap? What are your career plans? What are your strengths and weaknesses? How do you describe your previous employer? What four words would talk about you? What is your salary expectation? What do you know about this firm? Pre employment assessment Organization philosophy to pre-employment testing and assessment The criteria one is the most predictable and reliable solution to hire the right person, building the right team, and keeping the firm’s top talent happy. This criteria was created on a whole individual approach to evaluating employees recommended by the labor department. Its all about personality testing that tries to evaluate on desirable results like more retention, lower turnover, increased productivity and higher revenues and even few accidents and mistakes. By incorporating all generations’ personality and behavioral tools with employee assessments like behavioral interviewing, background checks, reference and other test, this criterion gives a predictable and valid blue print for safe, motivated and productive workers. Through following this criterion, hiring managers and human resource can also comply safely with employment and hiring guidelines while identifying employees and candidates who have the required competence, proficiency and motivation for any post. It is also valid, cost effective and practical, retention and selection solutions for organization and business of any size (Goldstein & Weiner, 2003) Equal employment opportunity According to Polycabanas all candidates applying for jobs should be treated with equality in all respects. They should be given opportunity irrespective of their age, color, race or any kind of discrimination. The law that guides equality does not allow discrimination in some places of work. There are set rules that guide on employment opportunities. As much as other jobs have their specific targets, discrimination is avoided at all costs. The equality in work environment is enforced through law. Therefore, for any person that shall be found a victimizing the vice will have to face the law. Equality in opportunities is very vital as it offers a company with diversified competences thereby choosing the best out of it. If all candidates are given equal opportunities, the firm stands a chance to get the best hence increase in productivity and revenue. (Burstein, 1994) Working hours Almost all companies are guided by the working hours act. All organization take working hours inform of weeks or on a daily basis. In polycabanas stores, the minimum working hours in a day is 8 hours. Then, all employees have to work for extra 4 hours which is compulsory and shall be counted as overtime. The every one hour of the overtime each employee will earn 2% of the salary. All weekends are considered overtime as the official working days are Monday to Friday. Therefore, one can either choose to work or not work on a weekend. All this work shall be put into agreement between the employer and employee. Employees who opt for weekly hours shall be working for at least 60 hours in a week. The payment of the working hours shall be calculated on an hourly basis depending on salary bracket of each and every employer. In case an individual wants to take a leave he or she must do it in writing for the management to take care of the gap. Each employee is expected to observe the working hours strictly or there are consequences involved. For instance, the employee might be terminated from work as it is a breach of contract or the employee might be charged for the hours he has been absent. For this to happen, structures have been put in place to monitor how the employees respond. With strict working ours, the company is in a position to achieve its goals through adequate provision of labour. Harassment procedures Incase there is a sign of harassment of any nature, there are laid down procedures. For instance, If the harasser is in a senior position their legal ways to intervene. For colleagues, an employee should put this in writing narrating everything and addressing it to the HR. No form of harassment shall be condoned from any individual no matter the status. Any signs of harassment should be reported immediately to human resource. It is a capital offence to harass an employee in any way. Such behavior will be dealt with accordingly. The employees are advised to talk to either the Manager, Human resource or trade union incase they are unable to sort the issues by themselves. If it does not work a formal complaint can be launched through laid down procedure. References Richard, H., 2004. Strategic Planning for a Small Business. Infinity Publishing: 116pgs Tapomoy D., 2006. Strategic Approach to Human Resource Management. Atlantic Publishers & Dist: 412 pgs Guy L., & Conrad L., 2012. Business Development in Licensed Retailing. Routledge: 352 pgs Irving B. W. & Alan M. G., 2003. Handbook of Psychology, Forensic Psychology. John Wiley & Sons: 624 pages Paul B., 1994. Equal Employment Opportunity: Labor Market Discrimination and Public Policy. Transaction Publishers: 444 pages Read More