Human Resource Management
MGTPD2001 Human Resource Management
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Table of Contents
. Design a process for recruiting and selecting the new employees for the "Magnificent Miniatures" line. 3
2. Design an Induction Programme for new employees on the "Magnificent Miniatures" line. 3
3. Show how the line managers will be involved in the recruitment and selection process and the induction programme for "Magnificent Miniatures" 3
4. Explain why features of the recruitment, selection and induction for "Magnificent Miniatures" is expected to have a positive impact on retention. 3
5. Report your findings to the Board on improving retention in all areas of the business. 3
6. References 3
7. Bibliography 3
8. Appendices 3
8.1Appendix A 3
8.2 Appendix B 3
8.3 Appendix C 3
8.4 Appendix D 3
8.5 Appendix E 3
. Design a process for recruiting and selecting the new employees for the "Magnificent Miniatures" line.
Answers (2007 [online]) define recruitment as an Act of seeking prospective new employees or members for an organization. Recruitment is a vital function for an organization to maintain it personnel.
These both work together as they are both used in order to find the best possible employee available for a company, the recruitment is finding the applicants and the selection is used to decipher which applicants are the best and most suitable for the job so this will be used when working out who to employ for "Magnificent Miniatures"
The recruitment and selection process is concerned with identifying, attracting and choosing suitable people to meet an organisations human resource management. (Beardwell et al, 2004, p.190).
Recruitment can be a very costly and time consuming process as the average cost of recruiting an employee is £7500, so because of this it is vital that we find the correct and most suitable employees the first time of asking. By including external applicants this will give "Colours R Us" the largest possible market for recruiting their new employees.
Due to "Magnificent Miniatures" needing to employ 30 new staff there is no other option but to recruit however if it was only needing an extra 2 staff then this could easily be temporarily covered by getting current staff to work overtime until new applicants had been found.
The process of recruitment involves many documents, these include: -
* Job Analysis
* Job Description
* Job Specification
* Personal Specification
* Application Forms
* Advertising
* Interviews
Job Analysis - This is a mere sophisticated method of evaluating job functions, and is often used to discern the levels of skills necessary to do a job. (Beardwell et al, 2004, p.319). We will have to carry out a thorough examination of "Magnificent Miniatures" so we can identify what the key roles for the job are.
Job Description - A job description typically lists duties as well as desirable qualifications for a particular job. (Daft, 1997, p.427).
In this we will have to include the job title, who to report to, the purpose of the job, and the major duties which they will be expected to carry out, in order for "Magnificent Miniatures" to employ the best staff possible the job description will have to well laid out and very information so that when a potential applicant reads this description they automatically read it and hopefully apply for it.
An example of a Job Description for a general business can be found in Appendix C
Job Specification - Weightman (1990, p.105) in her book "Managing Human Resource Management" states that a job specification goes beyond the basic description and includes the mental and physical attributes required of the job holder.
An example of a general job specification can be found in Appendix D
Personal Specification - The person specification is a document that outlines the skills and qualities a person would need to have in order to be able to do the tasks on the job description. (Foot and Hook, 2005, p.44)
Application Forms - This involves a number of questions which will allow Colours R Us to extract vital information from potential employees and evaluate which applicants to invite back for an interview. It also gives a fair chance to every applicant as Colours R Us can control the information you want back as it will be same questionnaire for every applicant.
Advertising - Within our advertisements it is vital that we state what we are looking for so a brief outline of the qualifications and skills needed is essential. We also must ensure that the advertisement is going to catch the eye of a wide range of people so that this will increase our chances of successful and a high quality of applicants applying for the job. Our main place of advertisement will be within the local newspaper, however we should also make out flyers and send them to local shops so an even wider range of potential applicants ...
This is a preview of the whole essay
Advertising - Within our advertisements it is vital that we state what we are looking for so a brief outline of the qualifications and skills needed is essential. We also must ensure that the advertisement is going to catch the eye of a wide range of people so that this will increase our chances of successful and a high quality of applicants applying for the job. Our main place of advertisement will be within the local newspaper, however we should also make out flyers and send them to local shops so an even wider range of potential applicants will see that Colours R Us are looking to recruit new staff.
Interviews - We will begin our interviewing process by working out were to hold the interviews, I feel that although there could be other place apart from Colours R Us to hold it, it is essential that we get the applicants at the company so that they will get an instant feel or the surroundings and what their working conditions are going to be like, the main questions that will be asked will be based on their application form and also additional questions such as why do you want to work for "Magnificent Miniatures" that may not have been included in the application form. Once the interviews have been completed and successful applicants have been chosen then we will contact them with information on when their induction day will take place. One of the vital points to get right is the short listing and making sure that the best potential applicants are all brought back for their interview.
Nottingham (2007 [online]) defines short listing as producing a set of candidates who appear, on the evidence so far obtained, to be capable of carrying out the duties of the job and about whom you wish to find out more.
A general recruitment process can be found in Appendix A
A design of my very own recruitment process for Colours R Us can be found in Appendix B
2. Design an Induction Programme for new employees on the "Magnificent Miniatures" line.
Hunt (1992, p.216) in his book 'Managing People At Work' states that Induction is the process by which a new member is transformed into a full member of the organization.
Induction is the process of helping a new employee to settle quickly into their job so that they soon become an efficient and productive employee. (Foot and Hook, 2002, p.213)
To summarise induction involves the following: -
* Meeting their new co-workers
* Learning what duties they will be expected to carry out
* Learn company Rules e.g. Health and safety regulations
* Gaining a knowledge about the companies background
Small companies are a lot different from larger companies as in a small shop that is employing a new member of staff then they could be given their induction on the sport and they would also have the advantage of being assigned a "buddy" during this induction process and the first few weeks of their employment. The requirements of the buddy would be to show the new worker around the store, point out any information they need to know, show them how to work tills and also how to pack out any new deliveries.
However with Colours R Us employing 30 new staff then we will have to send the new employees on a training course, the reasons for this being there are simply too many new staff to train individually and this would be too time and cost consuming. There are many ways of making the new employees feel at home when they arrive for their induction and training course although I feel that in order to ensure staff feel fully comfortable then we should create a basic induction package which could be posted or emailed to the new employees, within this programme we should include information on Colours R Us so that they know a brief history about the company, details of when the inductions will take place, maybe a map of were Colours R Us is situated and also a brief analysis of company regulations including holiday entitlement and paternity leave. This is so they will already have a general idea on these topics when it comes to discussing them in more detail on the actual induction day.
Once the induction day has been arranged, the manager and line managers should be in attendance, with it being the employees first day within the company the induction process should be kept to a minimum so they will remember what they've learnt on the first day. The presentation should include a quick look at the company's background history and they also must go through grievance procedures, paternity leave, and health and safety procedures.
Once this information has been put across I think that each employee should be given 30 seconds to just stand up and give a brief introduction about themselves e.g. Name and interests and hobbies are as this allows the other new employees to gather some information on their new co-workers, also this can be an easy way of quick bonding because if 3 of the people stand up and say they are interested in football and support Tottenham Hotspur then this will automatically make for a topic of conversation between them which will bring them together as a team.
Finally a quick tour of the company should be given so they know were the toilets, smoking area and canteen are located and I also think that an internal map showing the layout of Colours R Us should be provided so they can work out any other information which they would like to know or in case they happen to forget where the toilets are located. It would also be a very good idea to give them a quick tour of the factory and showing them how the current staff work as this will give the new employees a brief idea of what to expect and the machinery that they might be working with.
Now the training process can commence and it should be carried out within the company as this will give them a feeling to the conditions they will soon be working in and it also lets them see how far they should develop by looking at the current staff who are working there, after the training has been completed meetings between staff and managers should be held frequently for the first few weeks and then occasionally after this time period to ensure that they are settling in fine, how they are finding the work and working out any problems they might have and also mainly so the management staff can see whether or not the employees are progressing well or not. They can also find out if there's any parts of the training certain staff are still unsure about and then go over it again if need be.
A good induction process will ensure that these new employees feel comfortable within working for Colours R Us, staff should be confident that they have learn everything and also know what job roles have been assigned to them. All this will make for a very friendly and most importantly work efficient process.
3. Show how the line managers will be involved in the recruitment and selection process and the induction programme for "Magnificent Miniatures"
NASA (2004 [online]) states that "The line manager is responsible for developing staff, assignment of staff to projects, and monitoring of projects led by personnel from their organization".
The role manager works on a basis with the employees so they can see exactly what goes on, and they also can see what changes need to be made to accommodate employees better or else they can suggest ways to management.
When recruiting our new employees for the "Magnificent Miniatures" line we will need the involvement of the line managers, they will know what skills the new employees will need. So the line manager will have to have a say within the interview and possibly be the main speaker due to their knowledge of this department. This is vital as if the Human Resource Department carried out the interviews then they wouldn't know who to look for and what skills and experience the applicants will need to qualify for the job.
Line managers should be very much included in the selection process as well as the recruiting process for the new employees of "Magnificent Miniatures", this will include them drawing up the job analysis who they can then pass this onto HR and they can draw up the job description from this (See Appendix C), and also the line manager can outline the skills and experience needed so HR can put this into the job specification.
Another duty the line manager should be involved in is analysing the application forms and picking out the ones that they feel are most suitable for the job, once this is done they should then help out with conducting the interview as they will know what questions to ask, after the employees have been decided and induction is taking place the line manager should be one of the first to greet the new employees to show a personal touch and also so the new employees for "Magnificent Miniatures" can feel free to ask the line manager any questions on their new job.
Overall the line manager's role in the recruitment and selection is extremely vital in ensuring that "Magnificent Miniatures" recruits the best possible staff it can so that they know they will be work hard and efficiently in order to make "Magnificent Miniatures" a success, and if the line manager wasn't involved in the selection process then this would mean that there would be applicants working for us that won't be suitable for the job and they might well leave early on meaning the recruitment process would have to started over again
4. Explain why features of the recruitment, selection and induction for "Magnificent Miniatures" is expected to have a positive impact on retention.
Armstrong (2006, p.318) in his book 'Strategic Human Resource Management' defines retention as retaining staff within the workforce and ensuring you keep them motivated so they continue to work for you.
It is vital for the processes to have a positive impact on retention and to make this happen we need to ensure that from step one of recruitment we make sure the new applicants feel welcome and valued. As if the applicants feel that they aren't being treated well or if they feel Colours R Us weren't professional during this process then leaving the company will be in their head before they have even started working for "Magnificent Miniatures"
There has been a decline in retention over the last year, and the way that businesses have addressed the situation was to improve their induction programme and also improving their selection.
"The number of employers experiencing retention difficulties has climbed from 69% in last year's survey to 78% in this year's survey." CIPD (2007 [online])
CIPD (2007 [online]) also state that there are certain factors that will show the different challenges Colours R Us will face when employing the new staff for "Magnificent Miniatures" (See Appendix F)
This is also why the job description is very important as if the new workers are constantly being asked to carry out duties which aren't in their description then they might feel like they are being used and being asked to take on too much work where as if the job description has been laid out clearly and detailed then the employees will no exactly what they are expected to do and will feel as if "Magnificent Miniatures" is being run professionally which will make them want to stay with the company and not want to leave.
Also when it comes to the interviewing process we have to ensure that the manager and line are there on time, looking smart and making sure that they are well prepared with what questions they are going to ask the applicants, this will ensure that the applicants leave the interview knowing that the line manager and manager are professional and so they will look forward to working with them in the future.
The welcome pack is another way of keeping staff retention low as all the employees will be able to do some background research on the company by reading this, it will also show them that "Colours R Us" are a professionally run company and have put the time and effort into making a welcome pack available for the new employees, it will also make the employees feel valued to the company meaning that when they arrive for their induction they will be eager to show that they have picked the right person for the job.
Once this induction has been completely we have to strive to make sure that every single employee is leaving the induction and thinking that it was very successful and that they are looking forward to starting work for the "Magnificent Miniatures" line. Ways of doing this are making sure that the induction isn't too short as they will feel that it was rushed and this might lead them to think that the training will also be rushed and make them consider leaving already so the timing of the induction needs to be made suitable so that everything that needs to be covered is done so in a reasonable time-scale.
Another feature which will have a positive effect on retention is the training itself, if "Magnificent Miniatures" carry out the training successful by making it efficient and non tedious then the employees will be looking forward to starting work properly which will reduce the chances of them leaving after a short period of time.
5. Report your findings to the Board on improving retention in all areas of the business.
In order to keep retention as low as possible within "Magnificent Miniatures" we will need to follow some guidelines which I will discuss now.
With there being such a high unemployment rate in Liverpool so it could prove difficult in finding suitable staff that are actually willing to come and work for "Magnificent Miniatures", one way of trying to maximise the chances of employing suitable applicants are to offer a transport system running from the industrial estate where Colours R Us are situated to the town centre of Liverpool as if this service is offered people will be more inclined to come work for the company as they will have the confidence that they know there is a transport system there to ensure they can get to and from work safely.
CIPD (2007 [online]) shows the methods used to attract applicants by industry sector %, (See Appendix E)
This could be very vital for Colours R Us as they can use this to see what methods have worked best and then adopt this method for "Magnificent Miniatures", the section which is best suited for the company would be the manufacturing and production column, from this we can see that the two main ways which are used are local newspaper advertisements (83%) and recruitment agencies (86%)
They could also set up their own personal website which even if it was brief it would still allow potential applicants to go on it and look at the company background information and they could also put some current staff comments on the site which would detail on how enjoyable it is to work for Colours R Us, also another way of increasing their cultural relations would be to put the site in a select few languages e.g. Polish, English and Romanian as if there was employees from another religion or else people looking to apply then they would see that Colours R Us having put the effort into making feel welcome to applying for the jobs. If this isn't possible then there is always the option of putting it online at a job reference site, e.g. http://www.jobs-merseyside.co.uk/
One of the main reasons that Colours R Us has such a high retention rate is because women are leaving after 3 months and this doesn't reflect well on the company, this is mainly because there is no facilities for mothers within the industrial or close by, if there was a crèche available near by then this would mean the mothers could drop their kids of to the crèche and then head into work and then pick them up after their shift has finished, this would dramatically reduce the retention rate for females within Colours R Us.
A more general concept of keeping retention is ensuring that the manager does his bit to make the employees feel valued and important to the company, ways this could be done would be to ensure staff are given proper training, develop a personal growth plan and assess each member of staffs qualities as they progress through the company and also holding continuous talks with the staff so that they feel their opinion is being taken on board and finally if a suggestion box was put into place for how to approve work within "Magnificent Miniatures" then the employee with the best suggestion could win a prize or a reward.
6. References
Answers (2007 [online])
Available at: http://www.answers.com/topic/recruitment?cat=biz-fin
[Accessed on 3rd December}
ARMSTRONG, M. (2006) Strategic Human Resource Management, Kogan-Page p. 318
BEARDWELL, I. and HOLDEN, L. and CLAYDON, T. (2004) Human Resource Management. Prentice Hall p.190
BEARDWELL, I. and HOLDEN, L. and CLAYDON, T. (2004) Human Resource Management. Prentice Hall p.319
CIPD (2007 [online])
Available at: http://www.cipd.co.uk/subjects/recruitmen/general/_recruitretnt.htm?IsSrchRes=1
[Accessed on 2nd December]
DAFT, L. (1997) Management, Dryden Press p. 427
FOOT, M. and HOOK, C. (2002) Introducing Human Resource Management, Prentice Hall p.44
FOOT, M. and HOOK, C. (2002) Introducing Human Resource Management, Prentice Hall p.213
HUNT, J. (1992) Managing People At Work, Penguin, p. 216
NASA (2007 [online])
Available at: http://software.gsfc.nasa.gov/classbyrole.cfm?roleName=Line%20Manager
[Accessed on 1st December)
Nottingham (2007 [online])
Available at: http://www.nottingham.ac.uk/sedu/recruitment/shortlist/index.php
[Accessed on 29th November]
USF
Available at: http://usfweb2.usf.edu/HR/ClassRedesign/Web/CRGlossary.htm
[Accessed on 4th December]
WEIGHTMAN, J. (1990) Managing Human Resources, Short Run Press p. 105
7. Bibliography
Books
ARMSTRONG, M. (2006) Strategic Human Resource Management, Kogan-Page
BEARDWELL, I. and HOLDEN, L. and CLAYDON, T. (2004) Human Resource Management. Prentice Hall
DAFT, L. (1997) Management, Dryden Press
FOOT, M. and HOOK, C. (2002) Introducing Human Resource Management, Prentice Hall
HUNT, J. (1992) Managing People At Work, Penguin
WEIGHTMAN, J. (1990) Managing Human Resources, Short Run Press
STREDWICK, J. (2005) An Introduction to Human Resource Management, Butterworth Heinemann
Internet
Answers (2007 [online])
Available at: http://www.answers.com/topic/recruitment?cat=biz-fin
[Accessed on 3rd December}
CIPD (2007 [online])
Available at: http://www.cipd.co.uk/subjects/recruitmen/general/_recruitretnt.htm?IsSrchRes=1
[Accessed on 2nd December]
CIPD (2007 [online])
Available at: http://www.cipd.co.uk/subjects/hrpract/turnover/empturnretent.htm?IsSrchRes=1
[Accessed on 2nd December]
Employee Retention Strategies (2007 [online])
Available at: http://www.employeeretentionstrategies.com/checklist.htm
[Accessed on 27th November]
NASA (2007 [online])
Available at: http://software.gsfc.nasa.gov/classbyrole.cfm?roleName=Line%20Manager
[Accessed on 1st December)
Nottingham (2007 [online])
Available at: http://www.nottingham.ac.uk/sedu/recruitment/shortlist/index.php
[Accessed on 29th November]
USF (2007 [online])
Available at: http://usfweb2.usf.edu/HR/ClassRedesign/Web/CRGlossary.htm
[Accessed on 4th December]
8. Appendices
8.1Appendix A
Recruitment Diagram
http://www.torquilclark.com/img/recruitment-process.gif
[Accessed 4th December 2007]
8.2 Appendix B
8.3 Appendix C
Job Description
http://www.diamond.ac.uk/Jobs/How+to+apply/JD_Technician.htm
[Accessed 3rd December 2007]
8.4 Appendix D
Job Specification
http://www.businessbureau-uk.co.uk/personnel/recruitment/job_specification2.htm
[Accessed 3rd December 2007]
8.5 Appendix E
CIPD Survey
Available at:http://www.cipd.co.uk/subjects/recruitmen/general/_recruitretnt.htm?IsSrchRes=1
[Accessed 1st December 2007]
