How To Complete the Recruitment & Selection Process? Second Edition

One of the most important assigned work for the HRM is the recruitment & selection process. The workload literarily consists minimum of 50% of all works done by an HR department of an organization. If the recruitment & selection process is taken care of correctly, then it can run an organization smoothly, achieves its goals and objectives.

That is why it should be always executed carefully.

The recruitment & Selection process consists of some very important steps. Let us recap all the steps at first:

1. Requisition of Manpower
2. Job Advertisement Drafting
3. Posting Job Advertisement
4. Application Screening
5. Scheduling Interview
6. Logistics & Questions Manual
7. Attendance Sheet Preparing
8. Interview Rating Sheet Preparing
9. Skill Test or others
10. Negotiating Candidates
11. Management Approval
12. Opening Employee Personal File
13. Issuing Offer Letter
14. Joining Documents
15. Medical Tests
16. References/Background Checking
17. Resignation acceptance letter
18. Appointment Letter & Job Description (JD)
19. Ensuring Logistics Supports
20. ID Card & Business Cards Preparing
21. General Information Input in the HRIS
22. Drafting Joining Circular
23. Completing Biometric (Face/Finger/ID)
24. Welcoming & Issuing Appointment Letter, JD, ID Card, Handbook, etc, Training, Orientation, induction
25. Completing HRIS works related to Attendance, Leave, Payroll, etc.
26. Bank Account Opening for Salary & Benefits (Payroll Team)

At PART A, we have covered the 10th step of the recruitment & selection process which is negotiating candidates. In this section, we will focus on the next 10 steps of the recruitment & selection process of an organization.

So, without further delay, let me take you through the steps.

Hey there! Just a heads up, before we jump into the rest of the content, there’s an important starting section that we need to cover first. Make sure not to miss it!

Here is the Link: How To Complete the Recruitment & Selection Process?

11. Management Approval

When you have negotiated with shortlisted candidates and selected the best choice, then you should ask the management’s approval for the recruitment of the candidate.

It should be done against the department’s requisition of manpower.

The approval must be in written form and the copies should be circulated to the HR department as well as the department which put on the requisition.

12. Opening Employee Personal File

Employee personal confidential file is opened after the interview process is done. A candidate can either take or reject an offer.

From the interview to the rejection, recruitment, or resignation, everything should be included in the file.

Some of the elements an employee file should include –

• Application of the employee
• Curriculum Vitae
• Training Details
• Copies of certificates
• Details on background checking
• Reference details
• Job description
• Employment contracts
• Acceptance or rejection of the offer etc.

If you want to know in detail about how to develop and arrange employee confidential files then you should read our blog – How to develop & arrange an employee personal confidential file?

13. Issuing an Offer Letter

At this point, you should issue an offer letter for the respected position to the selected candidate for the post.

An offer letter must include –

• Job Title
• Job Description
• Mention of the probationary period and permanency terms
• Compensation Package and Breakdown of the package
• Authorization signature

etc

You should remember that an offer letter is not an employment contract. And it should be printed on the company pad, not a white paper.

14. Joining Documents

This is the set of documents an employee has to submit once he/she accepts the offer letter for the job and joins the work. Depending on the nature of the documents, they can be obtained ASAP or given a period to the employee for obtaining from the source. Following is a list of documents an employee may need to submit while joining-

• Legal Photo ID – Possible the National Identity Card/Social Security Number/Passport or Birth Certificate
• Academic Certificate – Copies of all the educational certificates an employee has obtained and mentioned on the job application.
• Job Experience Certificate – Clearance or experience certificate for working at the previous organizations.
• Nominee Form – In case of life-threatening problems, the nominee who will be eligible to receive the assets of the employee should be mentioned on the form
• Other details – Training certificates, extracurricular achievement certificates, other details etc

15. Medical Tests

An employee should be tested for any chronic illness or possible health problems. If he/she is fit for the job, then he/she must be recruited.

Medical tests and health certificates should be obtained from the new recruit at this stage.

16. References/Background Checking

At this stage, the submitted documents should be verified by the HR department –

• You should cross-check the educational background with the institutions
• For verifying information of past recruitment and achievement, you can contact the previous organization’s HR department
• For other documents, you can contact the necessary institutions
• Check the references directly from the provided information

17. Resignation acceptance letter

A resignation acceptance letter from the previous organization is very important for the recruitment and selection process. It is proof that the recruit has left his/her previous job fully and accepted the new position accordingly.

18. Appointment Letter & Job Description (JD)

An appointment letter or employment contract is the legitimate and legal contract between the two parties – the recruiter organization and the recruit.

An appointment letter must consist of all the necessary details an employee needs to know about the job and the tenure. It also includes the permanent employee compensation package, the gratuity, bonus, incentives, and everything else.

Job Description consists of what the organization expects from the employee to achieve organizational goals and objectives.

To know more about this, please see our blog – How to prepare Job Description (JD) & Person Specification?

After delivering the appointment letter and JD, you should take acknowledgment from the employee of receiving it with a signature.

After that, you can proceed to the next step.

19. Ensuring Logistics Supports

Right at this point, you should ensure that the employee receives the best logistics support from the organization so that he/she can perform his/her work well and achieve company objectives without hindrance. Following are the set of logistics you may need to offer an employee.

• Work Station – Where the employee will work, his/her seat
• Mobile – If offered by the company, if necessary for the job
• PABX – Landline phone for contacting regarding the job
• PC – For executing duties like report writing, presentation preparation, documents preparation etc
• Stationery – To execute various duties regarding documentation and other purposes
• Email ID – All employee must have their email ID for internal communication so that the company information might not become personal

20. ID Card & Business Cards Preparing

After you have taken care of the logistics support for the new employee, you should provide the employee with a company ID Card as well as Business Cards.

The identity card from the company is a very important document. It identifies the employee as part of the organization.

So, you should keep a received copy signed by the employee for the identity card. It is very important that the employee must not lose his/her identity card in any case.

On the other hand, business cards also represent the company to external people. So they should bear the standard of the company at great length.

For your reference, a business card should bear company resemblance, ideals, and morals, more than unnecessary ornamental designs.

Above mentioned parts were the second parts of steps to a successful recruitment & selection process. But it is to mention that, not all points of a step can be applied to all the employees. They may vary from organization to organization depending on the cultures and norms. You should look into that.

The last parts of the recruitment & selection process will be described in the PART C blog,

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• What are some common mistakes that candidates make during job interviews?
• Common Interview Questions, are you ready?
• How to Prepare All Employee Database (Manual/HR Software)?
• How To Complete the Recruitment & Selection Process? Final Part
• How To Complete the Recruitment & Selection Process? Second Edition