Recruitments

I- INTRODUCTION

Definition - Edwin Flippo defies HRM as “planning, organizing,

directing, controlling of procurement, development, compensation,
integration , maintenance and separation of human resources to the
end that individual, organizational and social objectives are achieved.”

II-NEED

Human resource planning can be defined as the process of identifying

the number of people required by an organization in terms of quantity
and quality. All human resource management activities start with
human resource planning. So we can say that human resource
planning is the principle/primary activity of human resource
management.
The process of HRP plays a very important role in the
organization. The importance of HRP can be explained as follows.

1. Anticipating future requirement :-

Thru this process of HRP, the company is able to find out how many
people will be required in future. Based on this requirement the
company could take further actions. This method also helps the
company to identify the number of jobs which will become vacant in
the near future.

2. Recruitment and selection process :-

 The recruitment and selection process is a very costly
affair for a company. Many companies spend lakhs of rupees on this
process. Therefore recruitment and selection must be carried out
only if it is extremely necessary. HRP process helps to identify
whether recruitment and selection are necessary or not.

3. Placement of personnel:-
Since the HRP process is conducted for the entire
organization, we can identify the requirements for each and
every department. Based on the requirement, we can identify
existing employees and place them on those jobs which are vacant.

4. Performance appraisal:-
HRP make performance appraisal more meaningful. Since
feedback is provided in performance appraisal and employee
is informed about his future chances in same company, the
employee is motivated to work better. Information for all this is
collected from HRP process.

5. Promotion opportunity :-
HRP identifies vacancies in the entire organization
including all the branches of all the company. Therefore when the
company implements promotion policy it can undertake its activities
in a very smooth manner.

III-SCOPE
The scope of HRM refers to all the activities that come under the
banner of HRM. These activities are as follows

Human resources planning :-

Human resource planning or HRP refers to a process by which the
company to identify the number of jobs vacant, whether the company
has excess staff or shortage of staff and to deal with this excess or
shortage.

Job analysis design :-

Another important area of HRM is job analysis. Job analysis gives a
detailed explanation about each and every job in the company. Based
on this job analysis the company prepares advertisements.

Recruitment and selection :-

Based on information collected from job analysis the company
prepares advertisements and publishes them in the news papers. This
is recruitment. A number of applications are received after the
advertisement is published, interviews are conducted and the right
employee is selected thus recruitment and selection are yet another
important area of HRM.

Orientation and induction :-

Once the employees have been selected an induction or orientation
program is conducted. This is another important area of HRM. The
employees are informed about the background of the company,
explain about the organizational culture and values and work ethics
and introduce to the other employees.

Training and development :-

Every employee goes under training program which helps him to put
up a better performance on the job. Training program is also
conducted for existing staff that have a lot of experience. This is called
refresher training. Training and development is one area were the
company spends a huge amount.
6. Performance appraisal :-
Once the employee has put in around 1 year of service, performance
appraisal is conducted that is the HR department checks the
performance of the employee. Based on these appraisal future
promotions, incentives, increments in salary are decided.

7. Compensation planning and remuneration :-

There are various rules regarding compensation and other benefits. It
is the job of the HR department to look into remuneration and
compensation planning.

8. Motivation, welfare, health and safety :-

Motivation becomes important to sustain the number of employees in
the company. It is the job of the HR department to look into the
different methods of motivation. Apart from this certain health and
safety regulations have to be followed for the benefits of the
employees. This is also handled by the HR department.

9. Industrial relations :-
Another important area of HRM is maintaining co-ordinal relations with
the union members. This will help the organization to prevent strikes
lockouts and ensure smooth working in the company.

IV-OBJECTIVES

1.Objective :-
HRM helps a company to achieve its objective from time to time by
creating a positive attitude among workers. Reducing wastage and
making maximum use of resources etc.

2.Facilitates professional growth :-

Due to proper HR policies employees are trained well and this makes
them ready for future promotions. Their talent can be utilized not only
in the company in which they are currently working but also in other
companies which the employees may join in the future.

3. Better relations between union and management :-

Healthy HRM practices can help the organization to maintain co-ordinal
relationship with the unions. Union members start realizing that the
company is also interested in the workers and will not go against them
therefore chances of going on strike are greatly reduced.

4. Helps an individual to work in a team/group :-

Effective HR practices teach individuals team work and adjustment.
The individuals are now very comfortable while working in team thus
team work improves.

5. Identifies person for the future :-

Since employees are constantly trained, they are ready to meet the job
requirements. The company is also able to identify potential
employees who can be promoted in the future for the top level jobs.
Thus one of the advantages of HRM is preparing people for the future.

6. Allocating the jobs to the right person :-

If proper recruitment and selection methods are followed, the company
will be able to select the right people for the right job. When this
happens the number of people leaving the job will reduce as the will be
satisfied with their job leading to decrease in labour turnover.

7. Improves the economy :-

Effective HR practices lead to higher profits and better performance by
companies due to this the company achieves a chance to enter into
new business and start new ventured thus industrial development
increases and the economy improves.

V-LIMITATIONS

Human resource planning can be defined as the process of identifying

the number of people required by an organization in terms of quantity
and quality. All human resource management activities start with
human resource planning. So we can say that human resource
planning is the principle/primary activity of human resource
management.
Although HRP is a very advantageous method it has some
limitations which can be explained as follows

1. The future is uncertain :-

The future in any country is uncertain i.e. there are
political, cultural, technological changes taking place every
day. This effects the employment situation. Accordingly the
company may have to appoint or remove people. Therefore HRP
can only be a guiding factor. We cannot rely too much on it and
do every action according to it.

2. Conservative attitude of top management :-

Much top management adopts a conservative attitude and
is not ready to make changes. The process of HRP involves either
 appointing. Therefore it becomes very difficult to implement HRP
in organization because top management does not support the
decisions of other department.

3. Problem of surplus staff :-

HRP gives a clear out solution for excess staff i.e.
Termination, layoff, VRS,. However when certain employees are
removed from company it mostly affects the psyche of the
existing employee, and they start feeling insecure, stressed out and
do not believe in the company. This is a limitation of HRP i.e. it
does not provide alternative solution like re-training so that
employee need not be removed from the company.
4. Time consuming activity :-
HRP collects information from all departments, regarding
demand and supply of personnel. This information is collected in
detail and each and every job is considered. Therefore the
activity takes up a lot of time.

5. Expensive process :-
The solution provided by process of HRP incurs expense.
E.g. VRS, overtime, etc. company has to spend a lot of money in
carrying out the activity. Hence we can say the process is
expensive.

VI-RESEARCH METHODOLOGY

A job is defined as a collection of duties and responsibilities which

are given together to an individual employee. Job analysis is the
process of studying and collecting information relating to operations
and responsibilities of a specific job.
There are different methods used by organization to collect information
and conduct the job analysis. These methods are

1. Personal observation :-
In this method the observer actually observes the concerned worker.
He makes a list of all the duties performed by the worker and the
qualities required to perform those duties based on the information
collected, job analysis is prepared.

2. Actual performance of the job :-

In this method the observer who is in charge of preparing the job
analysis actually does the work himself. This gives him an idea of the
skill required, the difficulty level of the job, the efforts required etc.

3. Interview method :-
In this method an interview of the employee is conducted. A group of
experts conduct the interview. They ask questions about the job,
skilled levels, and difficulty levels. They question and cross question
and collect information and based on this information job analysis is
prepared.

4. Critical incident method :-

In this method the employee is asked to write one or more critical
incident that has taken place on the job. The incident will give an idea
about the problem, how it was handled, qualities required and difficulty
levels etc. critical incident method gives an idea about the job and its
importance. (a critical means important and incident means anything
which takes place in the job)
5. Questioner method :-
In this method a questioner is provided to the employee and they are
asked to answer the questions in it. The questions may be multiple
choice questions or open ended questions. The questions decide how
exactly the job analysis will be done. The method is effective because
people would think twice before putting anything in writing.

6. Log records :-
Companies can ask employees to maintain log records and job analysis
can be done on the basis of information collected from the log record.
A log record is a book in which employees record /write all the
activities performed by them on the job. The records are extensive as
well as exhausted in nature and provide a fair idea about the duties
and responsibilities in any job.

7. HRD records :-
Records of every employee are maintained by HR department. The
record contain details about educational qualification, name of the job,
number of years of experience, duties handled, any mistakes
committed in the past and actions taken, number of promotions
received, area of work, core competency area, etc. based on these
records job analysis can be done.

Job design
Definitions: -
Job design is the process of
a) Deciding the contents of the job.
b) Deciding methods to carry out the job.
c) Deciding the relationship which exists in the organization.
Job analysis helps to develop job design and job design matches the
requirements of the job with the human qualities required to do the
job.
Factors affecting job design: - There are various factors which affect
job design in the company. They can be explained with the help of
diagram.
Factors affecting job design
Organizational factors
 Task characteristics
 Employee availability and ability
 Feed back
Environmental factors
 Process or flow of work in organization
 Social and cultural expectations
 Autonomy
Behavioral factors
 Ergonomics
 Variety
 Work practices

I] Organizational factors :-
Organizational factors to refer to factors inside the organization which
affect job design they are
a) Task characteristics :-
Task characteristics refer to features of the job that is depending on
the type of job and the duties involved in it the organization will
decide, how the job design must be done. Incase the company is not in
a position to appoint many people; a single job may have many duties
and vice versa.
b) The process or flow of work in the organization :-
There is a certain order in which jobs are performed in the company.
Incase the company wishes it could combine similar job and give it to
one person this can be done if all the jobs come one after the other in
a sequence.
c) Ergonomics :-
Ergonomics refers to matching the job with physical ability and
characteristics of the individual and in providing an office environment
which will help the person to complete the jobs faster and in a
comfortable manner.
d) Work practices :-
Every organization has different work practices. Although the job may
be the same the method of doing the job differs from company to
company. This is called work practice and it affects job design.

II] Environmental factors :-

Environmental factors which affect job design are as follows

a) Employee availability and ability :-

Certain countries face the problem of lack of skilled labour. They are
not able to get employees with specific education levels for jobs and
have to depend on other countries due to this job design gets affected.

b) Social and cultural expectations :-

The social and cultural conditions of every country is different so when
an MNC appoints an Indian it has to take into account like festivals,
auspicious time, inauspicious time, etc. to suit the Indian conditions.
This applies to every country and therefore job design will change
accordingly.
III] Behavioral factors :-
Job design is affected by behavioral factors also. These factors
are

a) Feedback :-
Job design is normally prepared on the basis of job analysis and job
analysis requires employee feedback based on this employee feedback
all other activities take place. Many employees are however not
interested in providing a true feedback because of fear and insecurity.
This in turn affects job deign.

b) Autonomy :-
Every worker desires a certain level of freedom to his job effectively.
This is called autonomy. Thus when we prepare a job design we must
see to it that certain amount of autonomy is provided to the worker so
that he carries his job effectively.

c) Variety :-
When the same job is repeated again and again it leads to burden and
monotony. This leads to lack of interest and carelessness on the job.
Therefore, while preparing job design certain amount of variety must
be provided to keep the person interested in the job.

Methods of job design

There are various methods in which job design can be carried
out. These methods help to analysis the job, to design the contents of
the and to decide how the job must be carried out .these methods are
as follows :-
I. Job rotation
II. Job enlargement
III. Job enrichment

I. Job Rotation :-
Job rotation involves shifting a person from one job to
another, so that he is able to understand and learn what each job
involves. The company tracks his performance on every job and
decides whether he can perform the job in an ideal manner. Based on
this he is finally given a particular posting.

Job rotation is done to decide the final posting for the employee e.g.
Mr. A is assigned to the marketing department whole he learns all the
jobs to be performed for marketing at his level in the organization
.after this he is shifted to the sales department and to the finance
department and so on. He is finally placed in the department in which
he shows the best performance
Job rotation gives an idea about the jobs to be performed
at every level. Once a person is able to understand this he is in a
better understanding of the working of organization

Advantages of job rotation

1. Avoids monopoly :-
Job rotation helps to avoid monopoly of job and enable the
employee to learn new things and therefore enjoy his job

2. Provides an opportunity to broaden one’s knowledge :-

Due to job rotation the person is able to learn different job
in the organization this broadens his knowledge
3. Avoiding fraudulent practice :-
In an organization like bank jobs rotation is undertaken to
prevent employees from doing any kind of fraud i.e. if a person is
handling a particular job for a very long time he will be able to
find loopholes in th system and use them for his benefit and indulge
( participate ) in fraudulent practices job rotation avoids
this.

Disadvantages of Job Rotation

1. Frequent interruption :-
Job rotation results in frequent interruption of work .A
person who is doing a particular job and get it comfortable
suddenly finds himself shifted to another job or department .this
interrupts the work in both the departments
2. Reduces uniformity in quality :-
Quality of work done by a trained worker is different from
that of a new worker .when a new worker I shifted or rotated in
the department, he takes time to learn the new job, makes mistakes
in the process and affects the quality of the job.
3. Misunderstanding with the union member :-
Sometimes job rotation may lead to misunderstanding with
members of the union. The union might think that employees are
being harassed and more work is being taken from them. In
reality this is not the case.

Job enlargement
There are various methods in which job design can be carried out.
These methods help to analysis the job, to design the contents of the
and to decide how the job must be carried out .these methods are as
follows :-

I. Job rotation
II. Job enlargement
III. Job enrichment

II. Job enlargement :-

Job enlargement is another method of job design when any
organization wishes to adopt proper job design it can opt for job
enlargement. Job enlargement involves combining various activities at
the same level in the organization and adding them to the existing job.
It increases the scope of the job. It is also called the horizontal
expansion of job activities.
Jon enlargement can be explained with the help of the following
example - If Mr. A is working as an executive with a company and is
currently performing 3 activities on his job after job enlargement or
through job enlargement we add 4 more activities to the existing job
so now Mr. A performs 7 activities on the job.
It must be noted that the new activities which have been added
should belong to the same hierarchy level in the organization. By job
enlargement we provide a greater variety of activities to the individual
so that we are in a position to increase the interest of the job and
make maximum use of employee’s skill. Job enlargement is also
essential when policies like VRS are implemented in the company.

Advantages of job enlargement

1. Variety of skills :-
 Job enlargement helps the organization to improve and increase
the skills of the employee due to organization as well as the individual
benefit.

2. Improves earning capacity :-

Due to job enlargement the person learns many new
activities. When such people apply foe jobs to other companies they
can bargain for more salary.

3. Wide range of activities :-

Job enlargement provides wide range of activities for
employees. Since a single employee handles multiple activities the
company can try and reduce the number of employee’s. This reduces
the salary bill for the company.

Disadvantages of job enlargement

1. Increases work burden :-

Job enlargement increases the work of the employee and
not every company provides incentives and extra salary for extra work.
Therefore the efforts of the individual may remain unrecognized.

2. Increasing frustration of the employee :-

In many cases employees end up being frustrated because
increased activities do not result in increased salaries.

3. Problem with union members :-

Many union members may misunderstand job enlargement
as exploitation of worker and may take objection to it.
Job enrichment
There are various methods in which job design can be carried out.
These methods help to analysis the job, to design the contents of the
and to decide how the job must be carried out .these methods are as
follows :-

I. Job rotation
II. Job enlargement
III. Job enrichment

III. Job enrichment :-

Job enrichment is a term given by Fedric herzberg. According to
him a few motivators are added to a job to make it more rewarding,
challenging and interesting. According to herzberg the motivating
factors enrich the job and improve performance.
In other words we can say that job enrichment is a method of
adding some motivating factors to an existing job to make it more
interesting. The motivating factors can be

a) Giving more freedom.

b) Encouraging participation.

c) Giving employees the freedom to select the method of working.

d) Allowing employees to select the place at which they would like

to
work.

e) Allowing workers to select the tools that they require on the job.
f) Allowing workers to decide the layout of plant or office.

Job enrichment gives lot of freedom to the employee but at the same
time increases the responsibility. Some workers are power and
responsibility hungry. Job enrichment satisfies the needs of the
employees.

Advantages of job enrichment

1. Interesting and challenging job :-

When a certain amount of power is given to employees it
makes the job more challenging for them, we can say that job
enrichment is a method of employee empowerment.

2. Improves decision making :-

Through job enrichment we can improve the decision
making ability of the employee by asking him to decide on factory
layout, method and style of working.

3. Identifies future managerial caliber :-

When we provide decision making opportunities to
employees, we can identify which employee is better that other in
decision making and mark employees for future promotion.

4. Identifies higher order needs of employees :-

This method identifies higher order needs of the employee.
Abraham maslow’s theory of motivation speaks of these higher
order needs e.g. ego and esteemed needs, self actualization etc.
These needs can be achieved through job enrichment.
5. Reduces work load of superiors :-
Job enrichment reduces the work load of senior staff. When
decisions are taken by juniors the seniors work load is reduced.

Disadvantages of job enrichment

1. Job enrichment is based on the assumptions that workers have

complete knowledge to take decisions and they have the right attitude.
In reality this might not be the case due to which there can be
problems in working.

2. Job enrichment has negative implications ie. Along with usual

work decision making work is also given to the employees and not
many may be comfortable with this.

3. Superiors may feel that power is being taken away from them
and given to the junior’s. This might lead to ego problems.

4. This method will only work in certain situations. Some jobs

already give a lot of freedom and responsibility; this method will not
work for such jobs.

5. Some people are internally dissatisfied with the organization. For

such people no amount of job enrichment can solve the problem.