Policies and Procedures for the Recruitment, Selection and Induction of a New Organization - Coursework Example

PROJECT 1 Policies and procedures Policies and procedures for the recruitment, selection and induction of a new organization Proper planning is very important during the recruitment process for any organization. Good planning requires a careful evaluation of the company’s policies and procedures when the company is recruiting or selecting new employees (Armstrong et al. 45). Managers are expected to come up with policies and procedures to ensure that the process of recruitment and selection is efficient. Some organizations are taking advantage of the technological advancements thus making the process more efficient as found out by Budhwar et al. (468). There are policies set down by states and also Commonwealth legislation which will have to be followed. The Workplace Relation Act of 1996 will be important on stipulating how the employer and the employee will be relating in the workplace. According to Budhwar et al. (467), Human Rights and Equal Opportunity policy is clear on how to select people for specific roles on the basis of their merit without any discrimination. Disability discrimination policy prevents the organization from discriminating the disabled people and is clear that disabled people are also capable of doing some jobs. Racial discrimination policy will be important to the recruitment process because it will prevent selecting people for certain positions by their race other that basis on their merit and qualification credentials (Aswathappa 27). Sex discrimination policy is also important in preventing any form of discrimination by gender. This policy expects equal opportunities among the male and the female genders in the workplace. The state policies will be considered during the process of recruitment with the inclusion of selecting and induction processes. Normally, volunteers come into the companies with diverse motives and also expectations. They usually have different interests, skills and also experiences. For this reason, it is important to have a clear procedure on how the organization will recruit, select and also induct employees in the company. During the recruitment process, it is important to outline how the policies considered during the process will be followed according to Kadushin (46). In the recruitment process, the processes of selection are described concerning some documents or even checklists. Job descriptions are also written at this stage as noted by Armstrong et al. (39). After recruitment stage, the selection process follows. This process involves choosing the person who best meets the requirements which had been expected for a certain position. Fairness and transparency policies are very critical at this step to avoid incidences of nepotism, corruption or even racism. During the selection process, an application form is provided then the criteria used for selecting individuals are addressed to the volunteers as noted by Armstrong et al. (49). The volunteers are then taken to an information session. Afterward, interviews are done then checks and finally following the individual references to select the best candidate. Induction is the final process and involves welcoming the new members to the company. In the process, there is also the introduction of their operations in the organization. They are also informed about other workers and also the top executives in the organization. The new employees are given a copy explaining in details their roles and responsibilities and working hours and expectation from the organization. Description of the organization This project selects McDonald’s as the organization to be analyzed. The organization operates in the food service industry. The organization uses franchising as the best way to perform its operations. The company has more than 30,000 hotels which show how the company is a huge unique brand. The company’s core business is to provide fresh foods at affordable prices. This is possible due to the company’s fast food supply network which has ensured efficiency and also cost effectiveness when doing the activities of the organization. How and why you would analyze strategic and operational plans According to Purce and John (67), Strategic and operational plans are important for an organization during recruitment process since they ensure the company’s recruitment process is managed by the set-aside budget. The process of analyzing the strategic and operational would involve various steps. The first step would be analyzing whether the company has all necessary inputs to be used by the new workforce in the operations of the company as claimed by Dee et al. (279). The second step will be coming up with the action plan on the inputs to be used by the new workforce inducted in the company. Finally, there would be analysis to ascertain whether the company has what is required in the execution of the operational plans as claimed by Aswathappa (35). There are reasons for analyzing strategic and operational plans and also policies before coming up with the recruitment process. Strategic and operational plans guide the organization in successfully meeting the recruitment process as noted by Dee et al. (275). Also, the plans enable the organization to properly manage the process of recruitment so as to confine the cost of recruitment to the set budget. Legislation and Regulations There are legislation and regulation which will be important in the recruitment process. This regulations will be important in manage the priorities during selection. The legislation and regulations are as follows; 1. Critical examination of the documents provided by the volunteers to ascertain whether they are competent and relevant to the position. 2. A critical scrutiny of the documents of the chosen individual ton ensures that he or she was the best candidate for the position. 3. Ensuring appropriate ways of managing the new chosen staff members in the organization. Effective induction process will be essential to ensure the new employee understands the key executives and the expectations of the organization. 4. Finally, there would be an effective training session for the new employees to ensure they are properly familiar with the new company. Supporting form needed The application form is a supporting documentation which will ensure that those who are wishing to apply for the position within the organization will provide the necessary information. This is important since it will assist in the selection of the best candidate. The following is a sample of a developed application form. Application Information Names Street Address City State Country Phone No Desired Salary Date Available for Interviewing Position Available for Education High School attended Indicate the period College attended Indicate the period Degree Other Institution attended References Full Name Relationship Company Phone: Address Full Name Relationship Company Phone: Address Full Name Relationship Company Phone: Address Who I will consult with I will consult with the Senior HR officer during the recruitment process. The reason for consulting him/her will be to assist me in driving forward the strategic and the operational plan to ensure the process is managed within the organizations’ scheduled budget. How I will gain support from Senior Management Senior management will align the staffing profiles properly to the key activities of the organization. The senior management will use input from the HR team thus driving the strategic and operational plan forward as scheduled. Technical applications There are various technical applications which will be important in the development process of the organization. The first is clearly stating the required skills and competencies in the choosing guideline so as to ensure only the best candidate is chosen for a particular position. This is important since it ensures the growth of the organization considering that the candidate chosen is competent and has relevant talent which will guarantee the quality and high-performance output. Internal vs. External Recruiting I would use external recruitment agencies for the recruitment process of the organization. External recruitment is effective compared to internal recruitment since it ensures quality when hiring. Normally, most of the internal staff recruiters will depend on web-based systems when screening and also culling applicants for the various positions as noted by Dee et al. (275). This makes them lack the required incentives and also penalties in the recruitment process. For external recruiters, no metrics are put in place during the process. Also using internal staff for recruiting creates tension among the employees thus negatively affecting the employees’ morale. External recruitment agencies ensure the company gets the best-qualified person at the specific positions since they want to ensure loyalty with the company. Also, the cost is another consideration for using an external recruitment agency other than internal staff as posited by Dee et al. (274). If the need for recruiting new employees comes once in a long period, there is no need for the organization to set up internal recruitment department due to the maintenance costs. It is costly to maintain the internal recruitment department in the long term. How and when to use trial forms and documents The best time to use trial forms and documents is before starting the recruitment process. Trial forms and trial documents are important in identifying the challenges the applicant may face during the recruitment process. Its efficiency is tested to determine whether it efficiently correlates with the recruitment process. Afterward, the forms and documents are checked to ascertain whether the questions are clear and understandable to the applicants. In case there are challenges for the applicants in answering the questions, necessary adjustments are made so as to ensure the application form will be clear and easy to understand for the applicants during the real recruitment process. How to present the finalized policies and procedures to the senior management and employees Policies and procedures are important in defining, regulating and also informing the senior management and also the employees on how the organization will work. Presentation of the finalized policies and procedures is very essential since it explains to the senior management and also the employees on how they will solve the problems arising in the line of duty. I will present the finalized policies and procedures to both the senior management and the employees in a systematic way which will reinforce the policies in numerous contexts. After presenting the finalized policies and procedures to the senior management and the employees, I will make sure they all understand what the policies mean and how they will be applying them. Also, I will also tell them the penalties for failure to complying with the stipulated policies. Afterward, I will ensure that the employees sign a short form which confirms that they have seen and also understood well the policies. It is import to retain the short form document as evidence. I will reinforce the policies through continuous training sessions and also with the help of discussion groups. These sessions will be important in reminding the employees that they are required to follow the policies and procedures to the letter. There would also be training for the senior managers to ensure that the implement the rules stipulated in the policies and procedures well in a fairly manner without any form of discrimination whatsoever. Also, I would set a date for reviewing the policies to constantly remind all the involved parties. Finally, we will agree with all the involved parties where the policies and procedures documents will be kept and how they could be accessed by anyone. Notice boards or even folders on the internet could be ways of keeping the documents. Actions to take incase employees require extra training Incase employees require extra training for compliance with the policies and procedures for the process of recruitment I would take various actions. One action would be an increment of the number of training units which are relevant to the work outcome in the organization. The more units will be explaining specific core competencies required in the line of duty. Also, I would be varying the training programs for the employees to meet the specific needs of the organization. Finally, I would increase the duration of the training sessions as a way of ensuring maximum understanding for good compliance with the stipulated policies and procedures. The extra training will guarantee extra performance and also long-term employment thus ensuring improved performance and high productivity by the employees in the organization (Budhwar 467). (2000 words) PROJECT 2 Recruit, select and induct staff Determining future Human Resource needs Numerous techniques are used to ascertain the future need for human resources for the organization. The techniques have variance in their degree of application. One of them is the popular “replacement and succession planning method”. The method is used in the determination of the need to replace the personnel. It is majorly related to the number of the staff vacancies which is as a result of resignations, promotions or even transfers. The HR estimates the number of the vacancies with the number of letters of resignation, notifications of promotions and many others ways including the number of exit interview in an organization. The recruitment officer is expected to make follow ups and then find a solution by discussing the need for any replacements with departmental heads of the organization. After any agreement, a formal request is addressed to fill the vacancies is completed and dispatched to the Human Resource Management to request for the recruiting process. Succession planning normally involves a long-term process mostly for top executives for organizations. Production forecast method is another way of determining the future human resource needs. Typically, the approach is based on the relationship between the constant outputs produced by the employees with the number of selected employees to perform the activities in the organization which can meet the projected levels of productivity. There is the calculation of the accurate production which is projected when some employees are recruited. The third technique used is the Delphi method. This method enables forecasting of future employee demand with basis on the judgment given by a panel of expert. Experts such as line managers make an estimation on the number of personnel who may be needed in the future depending on the demand of the product or even the need for high efficiency in the production of the output. Delphi technique involves a survey which is given to experts. This survey is usually organized by the Human Resource Management. The responses indicated in the questionnaire by the experts are carefully analyzed by the HRM and then given to the other leading experts so as to evaluate the need for more personnel in the organization. Managerial judgment technique is another method based on the experience and skill of the sitting managers to approximate the number of employees they will need to fill in vacant positions in the departments they are heading in the future. The managers project their future personnel needs based on the budget completed in each financial year. It is important for the budget to include all the salaries and overheads of the staff members. Account staff turnover is made about the number of dismissals, promotions and also transfers. Managers are advised to make the judgments by feasible; realistic future employee needs projections without assumptions. Compliance with policies and procedures for managers and supervisors I will ensure maximum compliance by the managers and supervisors through continuous training. There would always be a regular review of the policies and procedures as a way of ensuring the managers and supervisors understand them well. Penalties would be taken into effect whenever one does not follow the procedures and policies as per the documents. Information about policies and procedures would be easily available to both the supervisors and managers since it would be kept over the internet and also in their respect offices. Development and the use of position descriptors and person specification by the managers and supervisors Position descriptors and person specification are very important in the recruitment process since they outline the type of person that an organization wishes to employ in a given position as noted by Purce and John (67). Also, they eliminate any unsuitable applicants since they give guidance into the exact individual the organization is searching for. I would ensure managers and supervisors develop and use the position descriptors and also person specification by stipulation the usage of the two in the policies of the organization. Also, I will explain to them the benefits of suing the two in the process of recruiting personnel for the organization. Training needs for managers and supervisions Training for both managers and supervisors is very important in that it gives the necessary skills required for good performance. There are various ways I would ensure both the managers and the supervisors have the required training to do their job. First, I would ensure the use of a checklist to ensure that they undergo the required training as expected in the organization. The checklist will ensure that they underwent fully the training packages. Also, I would ensure that many units of competencies are taught during the training sessions. In the units, the supervisors and managers will be taught how to achieve the needs of the training efficiently. During the training sessions, I will also employ the qualification rules which will ensure the needs of training both the managers and the supervisors are met to the letter. Efficient learning programs will also be articulated in the training courses as a way of ensuring they are given the needed for them to perform better. Selection procedures I would ensure the managers and the supervisors follow the selection procedures with the implementation of an effective recruitment and selection policy. The policy will be clear on the selection procedure and the steps the manager or supervisor should follow during the recruitment process. Besides, there are best-practice steps which the managers need to be emphasized to use when performing the selection procedures. External agencies may also be used to determine whether the selection procedure was fair or not. Also, a hefty penalty should be endorsed to whoever (manager or supervisor) fails to follow the selection guidelines as stipulated in the procedure guide of the recruitment process as recommended by Purce and John (69). Execution of job offers and contracts I would ensure that managers and supervisor execute job offers of employment quickly by making them sign an agreement. In the agreement, there would be a clause for a penalty for delayed execution of the employees job offers and also contracts. Also, I would stipulate the period which every manager or supervisor should have completed the execution process. Provision to employee’s accurate information Providing the new appointments with the right information regarding their salaries and also terms and conditions of places of work is critical to avoid incidences of distrust and also ensure the loyalty of the appointed employees. I would ensure that the managers provide accurate information by providing them with easy to use guides and also worksheets which they would use as a reference to information regarding the employees’ salaries and also terms and conditions in the workplace. Following the appropriate induction procedure I would ensure that the managers attend the induction training plan with the new appointments so as to make them follow properly the induction procedures. I will ensure that both the managers and the supervisors receive the schedule so that they can them are aware of how the induction process will be happening and the procedures which will be followed during the process. Provision of feedback Managers and supervisors ought to manage appropriately the probationary employees efficiently and also provide them with accurate feedback to efficiently manage their performance. Effective feedback should be specific, honest, timely and also on-going. Employees should get feedback regularly. I would teach the mangers to give effective feedback regularly to the employees to ensure good performance in the organization. How to identify any issues with the induction process Designing an effective induction program is crucial in the identification of any issues with the process. In the program, it is important to include the important aspects which the employees need to know. Also, it is also important to allow for the feedback of the newly appointed employees. Normally, the new appointees have issues they ought to address during the induction process. They need to know about some important aspects concerning the work, conditions of work, the work team, the company and also the managers and supervisors. There are important things one should consider when developing the induction program which will help in identification of any issues arising during the process. The first important thing to consider is which format to consider. Should the induction program involve a formal or informal format? Secondly, it is also crucial to determining who will be involved in the presentation of the induction program. Thirdly, the kit is important to analyses and determines how the induction program should be aimed. Should it be aimed at individuals or groups? Fourthly, the induction program should be conducted to the employees, managers and also to the supervisors so as to make them familiarize with each other. Fifthly, it is important to consider the duration of the induction program. A good induction program does not consume the time for the organization’s activities. Finally, it is important to decide what will be included in the induction program. A properly designed induction program will allow for identification of any issues arising to meet the needs of both the newly appointed employees and also the company. All issues should be addressed during the program to fulfill the professional relationship of the concerned parties. Circumstances for making refinements There are circumstances under which an organization finds it necessary to make refinements in the recruitment process of it. The first reason is to fill crucial vacancies which have been left vacant by promoted, transferred or even dismissed employees. Secondly, a company may decide to refine the recruitment to bring new skills and also experience. More skilled and experienced employees will improve the performance of the organization thus benefiting it financially. In case, the organization acquires a new technological system it will have to hire skilled employees with the right skill to accomplish the job. The other circumstance is when the major competitors in the industry are recruiting new employees. Organizations are forced to refine when their major competitors are buying the best talent for their companies (Hallsmith 249). For this matter, a company is forced to also improve their quality thus recruiting new members. The other circumstance which may make an organization to make refinements is when their performance is declining. When the economic performance of an organization is declining the company will be forced to make refinements and recruit more members with talent. The new employees ought to perform better to improve the performance of the organization thus leading to the growth of the company. An organization may also be forced to make refinements meet certain set legal requirements. For instance, an organization may be polluting the environment which has made it face the law in sometimes. For this reason, it will have to employ an environmentalist who will come up with mitigating measures to avoid facing the law again. Creation of balance is another circumstance which may make an organization to make necessary refinements. When an organization is lacking a specialist in a certain department, there is a likelihood of chaos and also an imbalance in the company (Hallsmith 245). For this reason, it will be essential to recruit the right candidate to fill that role. This candidate will bring both harmony and balance in the company. The other circumstance which may make a company make refinement is when their value is declining. For this reason, the company will have to recruit best individuals who are not only talented but also skilled and experienced to enhance the declining value of either the products or the services of the organization. A skilled professional will increase the productivity of the organization thus improving the products and the services of the firm. Finally, an organization may be forced to make refinements in case there has been the introduction of new critical function which did not exist earlier (Kadushin 59). In case a company introduces new activities to improve its business it will have to recruit skilled and experienced employees who will be expected to undertake the new activities. (2000 words) Sources Armstrong, Michael, and Stephen Taylor. Armstrong's handbook of human resource management practice. Kogan Page Publishers, 2014:34-70 Aswathappa, K. Human resource management: Text and cases. Tata McGraw-Hill Education, 2013:23-56. Budhwar, Pawan S., and Yaw A. Debrah, eds. Human resource management in developing countries. Routledge, 2013:459-469. Dee, Thomas S., and James Wyckoff. "Incentives, selection, and teacher performance: Evidence from IMPACT." Journal of Policy Analysis and Management 34.2 (2015): 267-297. Hallsmith, Gwendolyn. The key to sustainable cities: Meeting human needs, transforming community systems. New Society Publishers, 2013:230-270. Kadushin, Alfred, and Daniel Harkness. Supervision in social work. Columbia University Press, 2014: 25-70. Purce, John. "The impact of corporate strategy on human resource management." New Perspectives on Human Resource Management (Routledge Revivals) 67 (2014). Read More