Recruiting Management System

RECRUITING STRATEGY

Recruiting strategy refers to the plan and approach an organization uses to identify, attract, and hire the best talent for its needs. It can be simple or complex. But they should always be realistic, easy to describe, and aimed at achieving organization’s primary goals. Those three basic tenets are the foundation of every successful hiring strategy. It helps company to attract the best new hires while minimizing the cost of acquiring new talent. The employee recruiting trends we’ll explore in this guide include: 

• Job Descriptions: Clearly defining the roles and responsibilities of the position is crucial. A well-crafted job description helps potential candidates understand the expectations and requirements.
• Organization Branding: Building and promoting a positive employer brand is essential for attracting top talent. This involves showcasing the company culture, values, and benefits.

How to Build Employee Branding

• Positive Workplace Culture: Foster a positive and inclusive workplace culture. Highlight employee success stories, team achievements, and company events to showcase the positive aspects of working at your organization.
• Employee Value Proposition (EVP): An Employee Value Proposition (EVP) is essentially the unique set of benefits and rewards that an organization offers to its employees in exchange for their skills, contributions, and commitment.
• Social Media Presence: Leverage social media platforms to showcase your company culture, values, and employee achievements. Engage with your audience and respond to comments to build a positive online presence.
• Professional Development Opportunities: Highlight your commitment to employee growth and development. Showcase training programs, mentorship opportunities, and career advancement paths.
• Competitive Compensation and Benefits: Clearly communicate your competitive salary and benefits packages. Make sure prospective employees understand the tangible rewards of working for your organization.
• Treating candidates as customers: The best candidates can choose where they want to work, just as customers can decide where to shop. Keep that in mind when interacting with applicants.
• Employee Referrals: Encouraging current employees to refer suitable candidates can be a cost-effective and reliable method, as they are likely to recommend individuals who align with the company culture.
• Social Media Recruitment: Utilizing social media platforms like LinkedIn, Twitter, and Facebook to showcase company culture, a unique brand, mission, benefits, share job openings, and engage with potential candidates while promoting open roles.
• Internship Programs: Offering internships allows companies to evaluate potential future employees while providing valuable experience to candidates. It's a win-win situation.
• Networking: Building relationships with industry professionals, attending events, and leveraging personal and professional networks can help identify and attract qualified candidates.
• Recruitment Agencies: Collaborating with recruitment agencies can help reach a broader pool of candidates, especially for specialized or hard-to-fill positions.
• Improving the hiring process with data and metrics: Recruiting metrics are helpful to search for top talent, including those that calculate the cost per hire. Take time to learn about these metrics so can remove some of the guesswork when troubleshooting your hiring process.
• Continuous Improvement: Regularly reviewing and updating the recruiting strategy based on feedback, results, and industry trends ensures it remains effective and aligned with the organization's goals.

 

FORECASTING MANPOWER DEMAND

Forecasting manpower demand helps organizations avoid workforce shortages or surpluses, enabling them to optimize their human resources strategically. It plays a crucial role in workforce planning, recruitment, and talent management, ensuring that the organization has the right people with the right skills at the right time.

• Business Strategy: Align your manpower forecast with the overall business strategy. Consider the company's expansion plans, new projects, and market trends.
• Economic Conditions: Consider the overall economic conditions and how they might impact the demand for your products or services. Economic downturns or upturns can influence staffing needs.
• Employee Turnover: Analyze historical turnover rates to estimate future turnover. Consider the reasons behind turnover and work on retention strategies.
• Skill Requirements: Identify the skills required for current and future roles. Consider emerging skills and technological advancements.
• Technological Changes: Evaluate how technological advancements may automate certain tasks, affecting manpower needs. Consider the need for upskilling or reskilling existing employees.
• Historical Data: Examine past workforce data to identify patterns and trends. Look for seasonality or cyclical patterns in manpower demand.
• Scenario Planning: Develop multiple scenarios based on different assumptions. Consider best-case and worst-case scenarios for more robust planning.

 

FORECASTING MANPOWER SUPPLY

Forecasting manpower supply involves estimating the availability of qualified and skilled individuals in the labor market to meet the workforce needs of an organization. Here are key factors to consider when forecasting manpower supply:

• Workforce Profile: Understand the composition of your current workforce in terms of skills, experience, and roles. This forms the baseline for your manpower supply forecast.
• Skill Development Programs: Assess the effectiveness of skill development programs in producing a workforce with the required competencies. Consider partnerships with educational institutions and training providers.
• Internal Talent Pipeline: Assess the potential for promoting and developing internal talent. Consider succession planning and career development programs.
• Technology Advancements: Evaluate the impact of technological advancements on the skills demanded in the labor market. Consider the availability of individuals with skills aligned with emerging technologies.
• Recruitment Channels: Determine the most effective channels for sourcing manpower. This could include job portals, recruitment agencies, social media, or professional networks.
• Flexible Work Arrangements: Consider offering flexible work arrangements. This can attract a broader range of candidates, including those who value work-life balance.
• Labor Market Trends: Analyze current and projected labor market trends, including unemployment rates, participation rates, and demographic shifts. Consider regional variations in labor supply.
• Demographic Changes: Examine demographic factors such as population growth, age distribution, and migration patterns. Consider how demographic changes may affect the size and composition of the labor force.
• Collaboration with Educational Institutions: Establish partnerships with educational institutions to understand and influence the skills being developed. Consider internship programs and collaboration on curriculum development.

 

BALANCING MANPOWER GAP

Managing Manpower Surplus

• Redeployment and Internal Mobility: Encourage internal mobility by offering training and development programs that allow employees to acquire new skills. Facilitate internal transfers or promotions to areas of the organization where there is a shortage of skills.
• Voluntary Attrition Programs: Implement voluntary attrition programs, such as early retirement options or voluntary redundancy packages. Offer incentives for employees who choose to leave the organization voluntarily.
• Flexible Work Arrangements: Explore flexible work arrangements, such as part-time work, job-sharing, or reduced hours, to accommodate surplus employees while maintaining productivity.
• Cross-Training and Upskilling: Provide opportunities for cross-training and upskilling to enhance the skill sets of employees, making them more adaptable to different roles within the organization.
• Temporary Assignments and Projects: Assign surplus employees to temporary projects or assignments that align with their skills. This can help keep them engaged and contribute to the organization's goals.
• Outplacement Support: Offer outplacement services to support employees in finding new opportunities outside the organization. This may include resume writing workshops, career counseling, and job search assistance.
• Cost Reduction Strategies: Implement cost reduction strategies, such as freezing hiring in non-essential areas, delaying recruitment, or cutting back on overtime.
• Communication and Transparency: Communicate openly with employees about the surplus situation, the organization's strategies for managing it, and the support available to them. Maintain transparency throughout the process to build trust among employees.
• Legal Compliance: Ensure that any actions taken comply with labor laws and regulations. Consult with legal experts to navigate potential legal implications.

 

Managing Manpower Shortage

• Redistribution of Tasks: Redistribute tasks among existing employees to cover essential functions. Ensure that workload is distributed reasonably and does not lead to burnout.
• Cross-Training: Implement cross-training programs to enhance the skill sets of existing employees. This can provide flexibility by allowing employees to fill multiple roles in times of shortage.
• Temporary Staffing: Consider hiring temporary or contract staff to fill immediate gaps. Temporary staff can provide relief while you search for more permanent solutions.
• Overtime and Flexible Hours: Offer overtime opportunities to existing employees, but be mindful of potential burnout. Implement flexible work hours to accommodate the needs of the existing workforce.
• Recruitment and Onboarding: Prioritize recruitment efforts to quickly fill essential positions. Streamline the onboarding process to get new hires up to speed as efficiently as possible.
• Employee Referral Programs: Encourage current employees to refer qualified candidates for open positions. Employee referral programs can be an effective and quick way to find suitable candidates.
• Remote Work and Freelancers: Explore the possibility of remote work to widen the pool of potential candidates. Consider hiring freelancers for specific projects or tasks.
• Retain and Motivate Existing Staff: Ensure that existing employees feel valued and motivated during times of shortage. Recognize and reward their efforts to maintain morale and reduce the risk of turnover.
• Utilize Technology: Explore automation and technology solutions to streamline processes and reduce the dependency on manpower.

 

RECRUITING BUDGET

When planning a recruitment budget, it's important to consider several factors to ensure an effective and efficient hiring process. Here are some key factors to take into account:

• Job Advertising: Allocate funds for posting job openings on relevant platforms, job boards, and social media. Consider the costs associated with promoting the job to reach a wider audience.
• Employee Referral Programs: Set aside budget for incentives in employee referral programs. Offering rewards to current employees for referring qualified candidates can be a cost-effective way to attract talent.
• External Recruitment Agencies: If you plan to use external recruitment agencies, factor in their fees. Some agencies charge a percentage of the hired candidate's salary or a flat fee for their services.
• Travel and Accommodation: If the recruitment process involves bringing in candidates from other locations, consider the costs associated with their travel and accommodation.
• Interviewing Expenses: Include costs related to conducting interviews, such as meeting room rentals, video conferencing tools, and any materials needed for assessments.
• Onboarding Costs: Consider expenses associated with the onboarding process, such as training materials, orientation sessions, and any welcome kits or swag for new hires.
• Salary and Benefits: Factor in the salary and benefits offered to the new hires. This includes not just the base salary but also bonuses, health insurance, retirement plans, and other perks.
• Time and Resources: Assess the time and resources your internal team will dedicate to the recruitment process. Factor in HR personnel hours, hiring manager involvement, and any additional support needed.
• Brand Promotion: Building and maintaining a positive employer brand can attract top talent. Budget for activities that enhance your company's image as an employer of choice.
• Miscellaneous Costs: Unexpected expenses can arise, so having a contingency fund is a good idea.

 

EXTERNAL RECRUITMENT SOURCES

External recruitment refers to methods and channels through which organizations attract and hire individuals from outside the company to fill job vacancies. These sources extend beyond the current pool of employees and tap into the external job market. Here are some common external recruitment sources:

• Job Boards: A website used by recruiters to advertise job vacancies from where job seekers can find opportunities.
• Social Media: Employer branding and recruitment marketing are collectively used to pitch candidates for hiring through social media platforms. LinkedIn is considered as the largest medium where professional networks can be built.
• Print Media: Employers can also publish ads in the newspapers and magazines to attract candidates for recruitment.
• Company Website: Providing the contact information like phone numbers and email addresses of HR professionals/employers is another way to hear from the eligible candidates.
• Referrals: Employees working with an organization can refer their friends, relatives, and acquaintances with suitable skill sets to apply for a job vacancy.
• Career Fairs: AKA job fair is a recruiting event organized at a particular position where employers & recruiters from different organizations come together and meet with potential employees for filling vacant positions in their respective companies.
• Direct Contact: This is the approach where either the candidates appear for walk-in interviews or any of the party (employer/applicant) directly calls up to enquire about the vacancies in the organization.
• On-Campus Placements: Through this means of recruitment, employers visit certain colleges and educational institutions to interview and select candidates.
• Placement Agencies/Third Party Recruiters: These are the consultancy firms that different organizations (employers) hire or partner with to coordinate with prospective candidates.
• Contacting qualified applicants from the past: The candidates you didn’t hire the first time around may deserve a second look for a new and different role at your company – especially in a tight labor market. Revisit resumes from past applicants to find potential talent that has already expressed interest in your company. 

 

INTERNAL RECRUITMENT SOURCES

Internal recruitment is the process of filling job vacancies within a company by considering existing employees for the positions. Instead of looking outside the organization, internal recruitment focuses on identifying and promoting qualified individuals who are already part of the workforce. Here are some key aspects of internal recruitment:

• Temp-To-Hires: Some outperforming interns, trainees, or temporary employees are converted into permanent employees under certain terms & conditions.
• Internal Job Posting (IJP): Once in a while, organizations declare job vacancies within the organization to shuffle the interested, capable, and eligible employees from one department or location to another.
• Transfers: In this case, the employers transfer an employee from one location/branch of the organization to another due to promotion, performance or other reasons.
• Promotions/Service Extensions: Performance appraisals lead to promotions and change in designations of employees. Similarly, service extensions provide them more time to work with the organization. In both cases, a vacant position remains filled.
• Training and Development: Invest in your current employees' development. It's like growing your own talent from scratch.
• Cross-Functional Projects: Assigning employees to cross-functional projects can help identify individuals with potential for growth and leadership roles.
• Overtime Opportunities: When looking for employees to work overtime, consider those who have expressed interest or willingness in the past. It's an internal source that can help meet temporary spikes in workload.
• Succession Planning: Companies maintain talent pools or databases of employee skills, qualifications, and career aspirations, facilitating easier identification of suitable candidates for internal positions. Internal recruitment is closely tied to succession planning, where organizations identify and groom employees for key positions in the future.

Succession planning is a systematic process

• Identify Key Positions: Determine which positions are critical for the success of the organization. These are typically leadership and key technical roles that, if left vacant, could significantly impact operations.
• Identify Successors: Identify potential successors for each key position. Look within the organization to find individuals with the skills, knowledge, and potential to take on these roles in the future.
• Assess Skills and Competencies: Evaluate the skills, competencies, and leadership qualities of potential successors. This assessment may include performance evaluations, skills tests, and feedback from managers and colleagues.
• Create Development Plans: Develop individualized development plans for potential successors. This may involve providing training, mentoring, and stretch assignments to help them acquire the necessary skills and experiences.
• Communication and Transparency: Communicate the succession plan to key stakeholders, including the employees involved. Transparency about the organization's commitment to talent development and advancement can boost employee morale and engagement.
• Monitor Progress: Regularly monitor the progress of individuals in their development plans. Adjust the plans as needed and provide ongoing feedback and support.
• Review and Update: Periodically review and update the succession plan to reflect changes in the organization's strategy, structure, or personnel. Succession planning is an ongoing process that should adapt to the evolving needs of the organization.
• Emergency Succession Planning: addition to long-term planning, consider creating contingency plans for unexpected departures. Identify individuals who can step into key roles temporarily until a permanent successor is ready.
• Leadership Development Programs: Implement leadership development programs to groom high-potential employees for future leadership roles. These programs can include workshops, seminars, and other educational opportunities.
• Evaluation and Feedback: Regularly evaluate the effectiveness of the succession planning process. Seek feedback from both current leaders and potential successors to identify areas for improvement.
• Boosts Employee Morale: Knowing that there are opportunities for career advancement within the company can boost employee morale and job satisfaction.
• Referrals: This is a common practice in external as well as internal recruitment. When we talk about the latter, only employees of the organization are referred by their colleagues for filling a vacant position and not from outside the organization.

 

RECRUITING & SELECTION PROCESS

• Identifying Vacancy: Determine the need for a new position based on organizational growth, restructuring, or turnover.
• Job Analysis: Conduct a thorough job analysis to define the roles, responsibilities, and qualifications required for the position.

Job Analysis Methods

• Interviews: Conducting structured interviews with employees, supervisors, and subject matter experts to gather information about job duties, responsibilities, skills, and qualifications.
• Questionnaires and Surveys: Distributing questionnaires or surveys to employees to collect information about their job tasks, the time spent on each task, and the skills required.
• Job Diary: Asking employees to maintain a diary or log detailing their daily activities, tasks performed, and time spent on each task.
• Group Discussion: Facilitating group discussions with employees and managers to gather insights into the job requirements, challenges, and opportunities for improvement.
• Job Performance Records: Reviewing job performance records, reports, and other documentation to understand the tasks and responsibilities associated with a particular job.
• Observation: Observing employees while they perform their jobs to gather first-hand information about the tasks, responsibilities, and skills required.
• Combination of Methods: Often, a combination of methods is used to ensure comprehensive and accurate job analysis. For example, combining interviews with direct observation and task inventories.
• Job Posting: The process begins with the company posting a job opening, outlining the role's responsibilities, qualifications, and other relevant details.

Essential elements to include Job Post

• Company Information: Logo, Name, Address, Profile
• Job Information: Designation, Job Description, Job Specification (Skill, Knowledge, Experience, Education, Age), Salary & Benefits Information
• Job Post Information: Opening Date, Closing Date, Job Post No.

• CV Collection: Interested candidates submit their resumes (CVs) either through email, an online application system, or the company's career portal.
• Resume Screening: Recruiters review submitted resumes to shortlist candidates based on their qualifications and experience.

Key factors to consider during resume screening

• Key Skills and Keywords: Identify key skills and keywords relevant to the job. Look for these in the candidate's resume to ensure they possess the essential capabilities for the role.
• Relevance to the Job: The primary focus should be on whether the candidate's experience, skills, and qualifications align with the specific requirements outlined in the job description.
• Work Experience: Evaluate the candidate's work history to understand their career progression and relevance to the open position. Focus on the duration, roles, and responsibilities in each job.
• Education and Certifications: Verify that the candidate meets the educational and certification requirements specified in the job description.
• Alignment with Company Culture: Evaluate if the candidate's values, work style, and personality align with the company culture. This can contribute to long-term success and job satisfaction.
• Initial Contact: Shortlisted candidates may receive an initial email or call to confirm interest and gather additional information.
• CV Short Listing: CV Short Listing helps streamline the hiring process by focusing on candidates who are likely to be a good fit for the position, saving time and resources for more in-depth assessments and interviews.
• Interviews: Candidates go through one or more rounds of interviews. This can include phone interviews, video interviews, and face-to-face meetings. Different interviewers may assess various aspects of the candidate's skills and fit for the role.

Interviews Methods

• Structured Interview: A formal, predetermined set of questions asked to all candidates.
• Unstructured Interview: More casual and spontaneous, with open-ended questions. Allows for a freer conversation.
• Behavioral Interview: Focuses on past behavior as an indicator of future performance. Questions often start with "Tell me about a time when..."
• One-on-one interview: One-on-one interviews, or traditional interviews, take place in person and involve a conversation between one interviewer and one candidate.
• Panel Interview: A candidate faces a group of interviewers, each asking questions.
• Phone or Video Interview: Conducted remotely, often in the initial stages of the hiring process.
• Group Interview: Several candidates are interviewed together, observing how they interact.
• Case Interview: Common in consulting and finance, it presents a business scenario or problem for the candidate to analyze.
• Stress Interview: Intentionally puts the candidate in a stressful situation to see how they handle pressure.
• Competency-Based Interview: Focuses on specific skills and abilities required for the job.

q    Assessments: Some companies require candidates to complete assessments, such as technical tests, personality assessments, or case studies, depending on the nature of the position.

q    Reference Checks: Employers may contact the candidate's previous employers or references to verify their work history and performance.

q    Background Check: A background check may be conducted to verify the candidate's education, employment history, and criminal record.

q    Negotiation: There may be negotiations about salary, benefits, or other terms before the candidate accepts the offer.

q    Job Offer: Successful candidates receive a job offer, including details about the position, compensation, and other relevant terms.

q    Rejecting Unsuccessful Candidates: Inform candidates who were not selected for the position. Provide constructive feedback, when possible, to help them improve for future opportunities.

q    Building Employee Profile: Building an employee profile involves compiling and organizing information about an individual within an organization. This profile typically includes Company CV Form, Passport Photo, NRC, Ward Recommendation, Criminal Clearance, Census Copy, Education & Other Qualification Documents, SSB Form (2), Appointment Letter & Other Related Employee Life Cycle Documents.

q    Onboarding: Once accepted, the new employee goes through an onboarding process, which includes orientation, training, and integration into the company culture.

Orientation checklist

q    Welcome and Introductions: Greet the new hires and introduce them to key team members.

q    Company Overview: Provide an overview of the company's history, mission, and values.

q    Organizational Structure: Explain the company's structure and hierarchy, highlighting key departments and roles.

q    Policies and Procedures: Go through important policies, such as code of conduct, dress code, and any other relevant guidelines.

q    Benefits and Perks: Detail employee benefits, including healthcare, retirement plans, and any unique perks your company offers.

q    Technology and Tools: Familiarize new hires with the tools, software, and communication platforms used in the company.

q    Safety and Security: Cover safety protocols and emergency procedures.

q    Training and Development: Outline any training programs or opportunities for professional development.

q    Workspace Tour: Give a tour of the office, pointing out key areas like restrooms, break rooms, and meeting spaces.

q    Follow-up: Provide contact information for HR or a designated point person for any follow-up questions.

 

PERFORM RECRUITMENT ANALYTICS

The standard set of measurements that are used to track hiring success and optimize the process along the way is known as Recruitment Metrics. There are several recruitment metrics that an employer needs to consider for predicting the hiring outcomes and taking necessary improvement steps such as:

q    Time to Fill (TTF): (Date the position is filled - Date the job requisition is opened)

Why measure: It indicates how quickly a position is filled, helping to evaluate the efficiency of the recruitment process.

q    Cost per Hire (CPH): (Total recruiting costs / Total number of hires)

It provides insights into the financial efficiency of the hiring process, helping manage recruitment budgets effectively.

q    Quality of Hire (QoH): (Performance appraisal scores, productivity metrics, etc.)

It assesses the effectiveness of the recruitment process by evaluating the success and performance of hires over time.

q    Offer Acceptance Rate: (Number of accepted offers / Number of offers made) * 100

It helps gauge the attractiveness of job offers and the alignment between candidate expectations and what the organization provides.

q    Source of Hire: (Number of hires from a specific source / Total number of hires) * 100

It identifies the most effective channels for finding and attracting qualified candidates, optimizing recruitment strategies.

q    Retention Rate: ((Number of employees who stayed - Number of employees at the start of the period) / Number of employees at the start of the period) * 100

It assesses the ability of the organization to retain employees, reflecting on the effectiveness of recruitment and onboarding processes.

q    Applicant-to-Interview Ratio: (Number of applicants / Number of candidates interviewed)

      It helps evaluate the efficiency of screening processes and the ability to attract qualified candidates.

q    Interview-to-Offer Ratio: (Number of interviews conducted / Number of job offers extended)

It assesses the effectiveness of the interview process and can highlight potential issues in the final stages of recruitment.

 

RETENTION STRATEGY

A retention strategy is a plan organization create and use to reduce employee turnover, prevent attrition, increase retention, and foster employee engagement. While some turnover is inevitable, building a retention strategy to prevent as much voluntary turnover as possible can save an organization time and money. After all, it’s much easier and much less expensive to train and develop your current employees than it is to continually hire new people. Other positive outcomes include: Lower turnover, Lower hiring costs, Increased employee productivity, Higher employee satisfaction, Stronger work relationships, Less work-related stress, Less burnout.

q   Competitive Compensation: Ensure that your employees are fairly compensated for their skills and contributions. Regularly review and adjust salaries to match industry standards.

q   Career Development Opportunities: Provide opportunities for professional growth and development. This can include training programs, workshops, and mentorship initiatives. When employees see a clear path for advancement, they are more likely to stay.

q   Positive Work Environment: Foster a positive and inclusive workplace culture. Employees want to feel valued and appreciated. Recognize and reward achievements, and create an atmosphere where collaboration and teamwork are encouraged.

q   Flexible Work Arrangements: Consider offering flexible work schedules or remote work options. This can enhance work-life balance and make your organization more attractive to a diverse range of employees.

q   Employee Benefits: Review and improve your benefits package. Health insurance, retirement plans, and other perks can play a significant role in retaining employees.

q   Regular Feedback and Communication: Establish open lines of communication between employees and management. Provide constructive feedback and conduct regular performance reviews. This shows employees that their contributions are recognized and valued.

q   Rewards and Recognition: Implement a system for recognizing and rewarding exceptional performance. This could include employee of the month awards, bonuses, or other incentives.

q   Health and Wellness Programs: Invest in employee well-being by offering wellness programs. This can include gym memberships, mental health resources, or stress management initiatives.

q   Clear Company Values: Clearly communicate the company's mission and values. When employees align with these values, they are more likely to feel a sense of purpose and commitment to the organization.

q   Exit Interviews: Conduct exit interviews to understand the reasons behind employee departures. Use this information to make data-driven improvements to your retention strategies.

 

TURNOVER

Turnover rate is an important metric for businesses to assess the rate at which employees leave the company and are replaced. There are different types of turnover rates, and the formula can vary based on what aspect of turnover you want to measure.

q    Overall Turnover: This gives you a general overview of the turnover in your organization.

q    Voluntary Turnover: This focuses specifically on employees who chose to leave on their own.

q    Involuntary Turnover: This measures the rate at which employees are let go by the company.

q    Functional Turnover: This assesses turnover in key roles that are crucial for the organization's function.

q    Dysfunctional Turnover: This looks at the turnover of employees who were not performing well.