The solution of issues relating to the personnel nature, namely the stages of recruitment and selection of personnel, are extremely important for any organization. This fact is due to the fact that high-quality employees are able to perform their functions and job duties extremely efficiently, which entails the coherence of the work of the entire enterprise and an increase in its income.
In order for the hiring and selection stages of personnel in the organization to proceed without problems and bring effective results, it should be borne in mind that the entire human resources management system is based on certain concepts and is comprehensive. Based on this, the head or the head of the personnel department needs to have the correct methodology for selecting candidates for vacant positions and use specific knowledge and tools for this. This article will describe in detail all the stages and methods of personnel selection, as well as the main criteria for this process.
Preparation for selection
The management of the organization can initially determine the image and professional qualities of the person whom he would like to see in a particular position. Therefore, the main purpose of the selection is to find among the candidates the most suitable person whose personal and business qualities would correspond to the characteristics and working conditions.
Before determining the stages and criteria for the selection of personnel, it is necessary to take into account that there is a certain proportion of organizational issues that affect this process. At the time of the decision to hire new employees, various methods of attracting candidates are involved (advertising in the media, attracting employment centers, etc.)
After receiving a response from interested candidates, you can identify a certain pattern that will tell you what selection methods to use and how many stages of staff selection the whole process will be divided.
For this, professional managers calculate the personnel selection coefficient, which represents the ratio of the number of selected candidates to the number of all who want to receive a specific position. Thus, having made a superficial analysis of the resume and an assessment of communication with candidates over the phone, it is possible to understand scientifically who will be led to “wage the struggle” - the candidate for the workplace or organization for the candidate. The coefficient results will tell about the following:
- If the selection coefficient is equal to or extremely close to 1, then the selection will be simple and quick. This is due to equitable interest on the part of applicants and the employer.
- If the coefficient is less close or equal to 0.5, this indicates that the selection process becomes difficult. However, in this case, it is worth remembering that if the coefficient is below 1 or even close to 0, then the chance of finding a suitable employee increases, since here there is a candidate's compliance with the requirements put forward by the organization.
Further, depending on the revealed coefficient, the stages of personnel selection should be determined.
Stage 1: Preliminary selection
Under any circumstances and methods of searching for candidates, the manager begins to get to know him in absentia, through a resume, a telephone conversation, etc. Therefore, it can be said that this is the main stage in the selection of personnel, since here the primary correspondence of the applicant for taking up the planned position is revealed. There are several forms of selection that can be used to study data about the applicant, the choice of which, as a rule, is initially determined by the applicant himself.
However, the organization has the right to determine for itself in what format the data will be studied at this stage of personnel selection. For example, if the head of the human resources department determined that the preliminary selection would be by studying the resumes received, then in the event of a personal appearance, the person is invited to leave this application document and wait for a decision on this issue.
It should focus on the forms of this stage of personnel selection, of which the following are the main ones, namely:
- Letter of appeal. An optional form, which involves a person writing an appeal to the head of the organization with a request to consider him as a candidate for a vacant position. This document may be sent as a cover letter to the resume.
- Summary. A form that involves filling it in a free form with basic information about the applicant, his previous employment, professional experience, education and personal qualities. Based on this application document, a decision is made whether to invite a candidate to the organization for a personal interview.
- Interview during a phone call. An excellent form of selection, which allows you to determine the level of sociability, the ability to conduct business negotiations, etc.
- Interview This form is a great chance to evaluate an employee by analyzing his answers to questions, as well as a non-verbal form of communication.
- Personal registration sheet. This form is required for employment. If the candidate for the position is an employee already working in the organization, you can study the information about him using this document.
It is worth noting that the candidate can also be evaluated by the way in which he was able to present himself and how high-quality he was able to show his business qualities at this stage. For example, if a person sent a resume and in addition to it drew up a letter of appeal in which he indicated why he wanted to get this job, he could say that this candidate is able to use business methods and evaluate personal qualities. It is also worth noting that in this case there is an additional opportunity to check the educational level of the applicant.
Stage number 2: Filling out the questionnaire
This stage of the personnel selection process allows you to find out the qualifications of the candidate for the position and compare it with those requirements that are put forward by the organization. The list of issues is usually compiled by the personnel manager or the head of the personnel department. Approval of issues is the responsibility of the chief manager of the enterprise.
Such a procedure saves considerable time for coordinating candidates with the management of the personnel manager, and for superiors to be sure that the selection will allow you to find a person who is truly suitable for a vacant position.
Filling out the questionnaire, as well as preliminary selection, is the main stage in the selection of personnel.
Stage 3: Preliminary Interview
The purpose of this event is to determine, based on the first external impression and physical condition, whether the applicant is suitable for a vacant position. Non-governmental organizations may resort to such meetings in neutral territory, for example, in a cafe or other neutral institution.
In the process of this stage, it is advisable to conduct a conversation and look at the candidate’s documents confirming his educational level, professional experience, certificates of completing additional courses, etc. As a rule, a preliminary interview is conducted by the personnel manager or the head of the personnel department.
Stage 4: Testing
With professional staff selection, the testing phase can be carried out at the time of the preliminary interview, which saves time, or is scheduled for another day. Tests can be psychological and typical, the purpose of which is to find out the motive of the applicant in obtaining a specific position, drawing up a psychological portrait and, of course, determining professional suitability.
The development and selection of tests is carried out by the personnel manager or the head of the personnel department, and coordinates with the line managers of the departments, departments and services in which vacancies are open. The company management approves the list of tests based on what it would like to know about the employee being hired.
Stage 5: Recommendations
This stage is optional, and its passage is carried out in two cases:
- if the applicant independently submitted letters of recommendation from former places of work;
- if there is a need to find out the veracity of the revealed information about the candidate and find out about the attitude of other people to him.
The recommendation stage can be made by phone call to the former management of the applicant or by drawing up an official request for his previous job. It is worth noting that the latter is resorted to extremely rarely and only if there is a selection of candidates for senior positions or those that have a very specific focus.
Stage 6: In-depth conversation
Perhaps this stage of recruitment and selection of personnel is one of the most important, and it is absolutely not recommended to exclude it. In the process of in-depth conversations, you can fill in all the missing information about the candidate and determine its relevance to the vacant position.
In the practice of working with human resources, it happens that a person may not have the proper training or the necessary work experience, but his natural talents allow him to apply for any position.
The personnel manager is preparing for this stage, after which he conducts a conversation with the line manager or the main management of the company.
Stage 7: Exam
This stage involves the issuance of the job to the candidate, similar to what he will have to face in the course of work. After the exam, the line manager evaluates the result and gives a conclusion on the professional suitability of the person. The personnel manager together with the line manager prepares the task for such an exam.
Final Stage: Job Offer
After unsuitable applicants were eliminated and the organization made a decision, the applicant is offered a job. At this stage, a personal card is issued for the employee, all documentation is prepared and the person is officially registered for the position.
At this moment, it is extremely important to foresee such a moment - even if a person has proved himself well at all stages of the selection of personnel for the organization, there is still the possibility of encountering non-professionalism or other human factors. Therefore, it is recommended that the employee be executed with the stipulated probationary period.
Reserve formation
In the process of selecting personnel at the draft stages of its conduct, screening is carried out for candidates who, for one reason or another, did not qualify for vacant positions. However, the following may happen here:
- The number of vacancies will be less than suitable applicants.
- Among the people applying for a certain position, there will be those who are not suitable for it, but absolutely correspond to the positions for which recruitment is planned in the future.
In order not to lose valuable personnel that may be useful to the enterprise, the HR manager forms a list of reservists. This list should include all information about the applicant, indicating the contact phone number or address.
In this case, the applicant for the position is refused to receive it, but notify that he is on the reserve list and can be invited in case of such a need.
Conclusion
The selection and selection of personnel is a process that requires a thorough approach and the success of the entire enterprise as a whole depends on how well the personnel service works. Therefore, in the process of finding the right personnel, appropriate methods, tools specified in the above selection stages should be involved.