HR selection

SelectionSelection

Asif JaleesAsif Jalees

SelectionSelection

• It is a process of selecting the best fit It is a process of selecting the best fit for the right job.for the right job.

RECRUITMENT AND SELECTION FLOW CHARTRECRUITMENT AND SELECTION FLOW CHARTPERSONNEL REQUISITION

From Concerned Department

VACANCY IN ORGANOGRAM,P.R.IS APPROVED BY HR DEPTT.

Receiving of CVs

POSSIBLEHOLD IN RESERVE REJECT

FIRST LEVEL INTERVIEW TEST (IF APPROPRIATE)

BOARD / FINAL INTERVIEW

Initial Short listing BY HR

PROVISIONALJOB OFFER

APPOINTMENT LETTER

MARGINAL UNSUITABLE

SUITABLEMARGINAL UNSUITABLEHOLD IN RESERVE REJECT

MEDICAL EXAMINATION

REFERENCE CHECK

SUITABLE UNSUITABLE

Steps in Selection ProcessSteps in Selection Process

1.1. Send and Receive “Pre Employment Form”.Send and Receive “Pre Employment Form”.2.2. Conduct Test.Conduct Test.3.3. Preliminary Interview / First Level of Interview.Preliminary Interview / First Level of Interview.4.4. Second Level of Interview / Board Interview.Second Level of Interview / Board Interview.5.5. Provisional Job Offer.Provisional Job Offer.6.6. Medical Test.Medical Test.7.7. Reference Check.Reference Check.8.8. Appointment LetterAppointment Letter

Steps in Selection ProcessSteps in Selection Process

1. Pre Employment Form:1. Pre Employment Form:

- Gives you more detail information about the - Gives you more detail information about the applicant. Like marital status, information about applicant. Like marital status, information about the immediate family, current gross salary, the immediate family, current gross salary, expected salary, other benefits, references etc. expected salary, other benefits, references etc.

Steps in Selection Process Steps in Selection Process

2.2. General Tests: General Tests:

It could be related to:It could be related to:- IQ, IQ, - General KnowledgeGeneral Knowledge- Technical Knowledge Technical Knowledge - ManagementManagement- English Language English Language - Computer SkillComputer Skill- Psychometric Testing (Mother of all tests)Psychometric Testing (Mother of all tests)


3. Preliminary Interview / First Level of Interview:3. Preliminary Interview / First Level of Interview:- Is normally done by immediate supervisor with Is normally done by immediate supervisor with

HR person.HR person.4. Second Level of Interview / Board Interview.4. Second Level of Interview / Board Interview.- Is normally done by departmental head, HR Is normally done by departmental head, HR

head.head.(If it’s senior position then CEO and Chairman (If it’s senior position then CEO and Chairman will also evaluate candidate).will also evaluate candidate).


5. Provisional Job Offer:5. Provisional Job Offer:- Is given to candidate normally having following Is given to candidate normally having following

information about:information about:a)a) DesignationDesignationb)b)DepartmentDepartmentc)c) SalarySalaryd)d)BenefitsBenefitse)e) Terms and conditions of employmentTerms and conditions of employment


6) Medical Tests:6) Medical Tests:- To check the candidate’s fitness level.To check the candidate’s fitness level.- And to confirm that candidate is not having any And to confirm that candidate is not having any

transferable disease.transferable disease.

7) Reference Check:7) Reference Check:

- To verify candidate’s past record. It may be from - To verify candidate’s past record. It may be from third party or from the last organization.third party or from the last organization.


8) Appointment Letter: Is given to candidate to 8) Appointment Letter: Is given to candidate to confirm that he is on board. With detailed confirm that he is on board. With detailed information about terms and conditions and information about terms and conditions and other relevant points like, designation, other relevant points like, designation, department, salary and benefits. department, salary and benefits.

- It also focuses that employee is on probation - It also focuses that employee is on probation period.period.

Assignment Number 2Assignment Number 2

• Is selection an Art or Is selection an Art or Science?Science?

Interviewing Interviewing

How to Conduct an Effective How to Conduct an Effective InterviewInterview

Chinese ProverbChinese Proverb

I listen and I forget,I listen and I forget,

I watch and I rememberI watch and I remember

I do and I understandI do and I understand

What is an InterviewWhat is an Interview

• A formal in-depth conversation conducted to A formal in-depth conversation conducted to evaluate the candidate’s:evaluate the candidate’s:

• PotentialPotential• Acceptability for the organization.Acceptability for the organization.• Best fit for the organization.Best fit for the organization.

Importance of the Selection Importance of the Selection InterviewInterview

Company’s PerspectiveCompany’s Perspective• If taken lightly, can result in loss of a potential If taken lightly, can result in loss of a potential

candidate or Hiring of a wrong candidate.candidate or Hiring of a wrong candidate.

Candidate’s PerspectiveCandidate’s Perspective• Your company is also being assessed by the Your company is also being assessed by the

candidate.candidate.

Who Benefits when the right person Who Benefits when the right person is Selectedis Selected

• OrganizationOrganization• DepartmentDepartment• ColleaguesColleagues• Immediate SupervisorImmediate Supervisor

What do you look in a Candidate?What do you look in a Candidate?

• Can applicant do the job?Can applicant do the job?

• Will the applicant be able to do the job? Will the applicant be able to do the job? (Trainees)(Trainees)

• How does the applicant compare with others How does the applicant compare with others who are being considered for the job?who are being considered for the job?

Types of InterviewsTypes of Interviews

• Panel (Not more than 3 persons)Panel (Not more than 3 persons)

• Telephonic InterviewTelephonic Interview

• Board Interviews Board Interviews

Preparation for the InterviewPreparation for the Interview

How to Prepare for an Interview?How to Prepare for an Interview?

• Read the Job Description.Read the Job Description.• Read the Advertised Position.Read the Advertised Position.• Know the requirement of any special skill.Know the requirement of any special skill.• Read the Resume.Read the Resume.• Organize the room.Organize the room.

What to look in Resume?What to look in Resume?

• Stability Stability • Career GrowthCareer Growth• Current Job responsibilities.Current Job responsibilities.• Signs of Achievements (Educational or on Job)Signs of Achievements (Educational or on Job)• Gaps if any (Educational or Job)Gaps if any (Educational or Job)

Warning SignsWarning Signs

• Gaps in EducationGaps in Education• Gaps in JobGaps in Job• Lack of focus in Career (Different jobs or Lack of focus in Career (Different jobs or

Different departments)Different departments)• Job HoppingJob Hopping• OversellingOverselling

How to Conduct InterviewHow to Conduct Interview

Starting of InterviewStarting of Interview

a)a) Rapport BuildingRapport Building• Stand up to GreetStand up to Greet• Shake HandsShake Hands• SmileSmile• Ask candidate for the seatAsk candidate for the seat

b) Icebreaking Stepsb) Icebreaking Steps

• ““Please have a seat, hope you didn’t have to wait Please have a seat, hope you didn’t have to wait too long?”too long?”

• Did you find the place easily?Did you find the place easily?

• ““Would you like to have something to drink”?Would you like to have something to drink”?

c) Body Language of the Interviewerc) Body Language of the Interviewer

• Give respect to the candidate.Give respect to the candidate.• Sit straight on chair.Sit straight on chair.• Do not stretch your legs.Do not stretch your legs.• Avoid Crossing arms.Avoid Crossing arms.• Maintain eye contact with the candidate.Maintain eye contact with the candidate.• Respond through “Yes”, “Ok”, “Good”, Respond through “Yes”, “Ok”, “Good”,

“Excellent”, “Smiling”.“Excellent”, “Smiling”.• Try to avoid Loud noise.Try to avoid Loud noise.

d) Starting of Interviewd) Starting of Interview

• Start with easy questions like “Please, tell us Start with easy questions like “Please, tell us something about yourself starting from Matric”.something about yourself starting from Matric”.

• Ask questions about “Present and Past job”.Ask questions about “Present and Past job”.• Specifically ask for past work – related behavior Specifically ask for past work – related behavior

(It’s an indicator of past and future work (It’s an indicator of past and future work behavior)behavior)

• Ask relevant Questions. Ask relevant Questions.

ProbeProbe

• Probe and ProbeProbe and Probe

• Key to any interview is Probing and Key to any interview is Probing and listening.listening.

Interviewing TipsInterviewing Tips

• Talk 25% and Listen 75%.Talk 25% and Listen 75%.• Take note if you want to recall something Take note if you want to recall something

special. (Inform candidate)special. (Inform candidate)• Remain in Control: Over talkative candidates are Remain in Control: Over talkative candidates are

sometimes difficult to control, get back to topic sometimes difficult to control, get back to topic softly.softly.

• Allow Gaps if candidate is taking. Wait for Allow Gaps if candidate is taking. Wait for interviewee to answer questions, do not jump in.interviewee to answer questions, do not jump in.

Closing of InterviewClosing of Interview

• Would you like to know something about the Would you like to know something about the company?company?

• You may ask about your company products.You may ask about your company products.• Say thanks to the candidate for his time.Say thanks to the candidate for his time.• For final result of the interview. You may say For final result of the interview. You may say

“We are in the process of conducting interviews “We are in the process of conducting interviews once we will finish, we will contact to the once we will finish, we will contact to the selected candidates in a week.” Or “You may selected candidates in a week.” Or “You may contact HR department for final status.”contact HR department for final status.”

DO’s of InterviewDO’s of Interview

• Conduct interview in a panel having two or Conduct interview in a panel having two or three persons at max.three persons at max.

• Put the candidate at ease before start.Put the candidate at ease before start.• Give information to the candidate about the Give information to the candidate about the

company, job description, working conditions company, job description, working conditions and opportunities.and opportunities.

• Get the candidate to talk about his/her Get the candidate to talk about his/her experience, education, abilities etc.experience, education, abilities etc.

• Take notes for recall, record or for evaluation.Take notes for recall, record or for evaluation.

Don’tsDon’ts• Avoid large panel.Avoid large panel.• Do not call candidate again and again for same Do not call candidate again and again for same

interview.interview.• Do not build false hopes with candidate.Do not build false hopes with candidate.• Do not ask question that are not related to job.Do not ask question that are not related to job.• Do not try to assess the candidate’s memory. Do not try to assess the candidate’s memory.

(like in which year you completed your matric, (like in which year you completed your matric, inter etc)inter etc)

• Do not discuss unrelated topics with the Do not discuss unrelated topics with the candidate.candidate.

Salary PartSalary Part

• If candidate has questions related to his If candidate has questions related to his expected salary you my note it down and expected salary you my note it down and communicate to HR. But please, do not discuss communicate to HR. But please, do not discuss this matter with the candidate as it’s the part of this matter with the candidate as it’s the part of HR.HR.

• And on the basis of Higher salary expectations And on the basis of Higher salary expectations do not REJECT candidate.do not REJECT candidate.

Types of InterviewsTypes of Interviews

1) Group Interviews1) Group Interviews

2) Unstructured Interviews2) Unstructured Interviews

3) Structured Interviews3) Structured Interviews

4) Mixed Interviews4) Mixed Interviews

5) Behavioral Interviews5) Behavioral Interviews

6) Stress Interviews6) Stress Interviews

1) Group Interviews1) Group Interviews

• Is normally done by immediate supervisor and Is normally done by immediate supervisor and with HR person.with HR person.

• It gives a chance to interviewers to discuss about It gives a chance to interviewers to discuss about the critical areas of a candidate.the critical areas of a candidate.

• And also avoids the chances of biasness.And also avoids the chances of biasness.

2) Unstructured Interviews2) Unstructured Interviews

• An unstructured interview allows interviewer to An unstructured interview allows interviewer to ask questions as the interview proceeds or in ask questions as the interview proceeds or in other words depending upon the situation other words depending upon the situation interviewer asks questions.interviewer asks questions.

• However this approach lacks the reliability However this approach lacks the reliability because different questions are asked from because different questions are asked from different candidates.different candidates.

3) Structured Interviews3) Structured Interviews

• Structured interviews are based on a Structured interviews are based on a predetermined set of questions. The questions predetermined set of questions. The questions are developed before the interview starts and are are developed before the interview starts and are asked from every candidate.asked from every candidate.

4) Mixed Interviews4) Mixed Interviews

• Interviewers typically use a blend of structured Interviewers typically use a blend of structured and unstructured questions. and unstructured questions.

• The structured questions provide a base of The structured questions provide a base of information that allows comparisons between information that allows comparisons between candidates.candidates.

• The unstructured questions make the interview The unstructured questions make the interview more conversational and permit greater insights more conversational and permit greater insights into the unique differences between applicants.into the unique differences between applicants.

5) Behavioral Interviews5) Behavioral Interviews

• This interview approach focuses on problem or This interview approach focuses on problem or hypothetical situation that the applicant is asked hypothetical situation that the applicant is asked to solve. to solve.

6) Stress Interviews6) Stress Interviews

• Stress interview attempt to learn how the Stress interview attempt to learn how the applicant will respond to job pressure.applicant will respond to job pressure.

Stages in the Typical Employment Stages in the Typical Employment InterviewInterview

Reference: Book - Human Resources by Keith Davis, Page number - 228, Figure number: 8-7

Thank youThank you