University of Sri Jayewardenepura Hiring and Induction Dr. Aruna S. Gamage Senior Lecturer University of Sri Jayewardenepura

Learning Outcomes Define what hiring means After studying this lesson successfully, you should be able to Define what hiring means Explain why hiring is important for an organization Understand the process of hiring Describe importance of probationary period Define what induction means Understand the importance of induction Understand what is meant by buddy system

Hiring

Definition Hiring is the process of appointing the candidate selected to the post/ job which is vacant. H.H.D.N.P. Opatha

What will happen here ? Appointment of a certain person to a particular post involves formally asking that person to do the post or assigning him/ her officially to it. It involves placing the selected employees on the right positions of the jobs. Who has the authority? Top management Senior managers HR manager/ line middle mgrs non managerial/ junior managers

Importance of Hiring Job seekers become new employees Before Recruitment Job seekers At Recruitment Job applicant At selection Job candidates After selection Appointees At hiring New employees

Hiring process Preparation of appointment letter Notification to appointees Follow- up Rejection Acceptance Appointment from the waiting list Entering into the contract of employment

Preparation of Appointment letter The organization/ relevant management should prepare a letter of appointment that contains terms and conditions of employment and give it to every job candidate who has been selected for a certain post. it included: Job Title Tasks and duties Special terms and conditions Normal terms and conditions Pay and other allowances and benefits This letter becomes an integral part of the contract of employment between the appointee and appointer.

Notification to Appointees Decision of selection and appointment is to be notified to the successful applicants (appointees) by the relevant authorized manager on behalf of the organization. Issuing the letters of appointment is generally done through the registered post. It is possible to use e –mail too. It is important to notify to those who were not selected and appointed from the point of public relations through a letter.

Follow up Follow-up is an attempt to ensure whether the appointees accept the job offers or reject it. It is possible for the organization to know whether the relevant successful job applicants accept the job offers or not in advance by carrying out the third step. Fourth step will have to be followed if rejection of the job occurs.

Appointment from the waiting list When a certain appointee rejects a job offer the organization will have to decide an alternative suitable candidate be hired. The waiting list should be used in this regard. It should be stressed that the alternative job candidate should be the next most appropriate person according to the order of merit at the selection.

Entering into the contract of employment This step will have to be followed after the acceptance of the job. After the appointee has entered into the contract of employment he/ she becomes really new employ to the organization.

Another special features in Hiring process Personal file There is another important thing to be done in this step of the process of hiring. Once the new employee joined the organization a file on him/ her will need to be opened. it’s called a personal file. Probationary period Probationary period is a certain period of time during which a new employee, who was hired for a permanent post, works for an organization.

Induction (Orientation)

Definition H.H.D.N.P. Opatha Induction is the HRM function that systematically and formally introduces the new employee to the organization, job, the work group to which new employee will belong and the work environment where the new comer will work. H.H.D.N.P. Opatha

Types of the induction Organizational induction The new employee is oriented to vision, mission, goals, strategies, organizational set up and history and current status of the organization. Department induction The new employee is oriented to the particular department where he/ she will have to perform. The newcomer should get acclimatized to objectives, functions, structure etc of the relevant department.

Job induction The new employee is oriented to the job he/she is supposed to perform. He/ she should learn the duties, responsibilities, working conditions etc of the job. Human induction The new employee is introduced to all the personnel with whom he/ she will have to interact frequently. He/she should get familiar with peers, supervisor/s and subordinates (if the new employee is a manager).

Importance of Induction Building confidence Low waste and accidents Law tardiness, absenteeism, turnover Creating feeling of belonging Reducing the start up costs Familiarization with the job quickly Speeding up socialization Induction Increasing loyalty Reducing real shock Starting to contribute soon Favorable attitude Reducing culture shock

Induction process Preparation Conduct Evaluation

Preparation The organization should be ready to welcome employees who come to work as new personnel. Preparation is essential to get accurate and clear answers for the following questions. 1. About what information should a basic understanding be given? it should be decided that what information is given to new employees and in what extent it is. General information for induction: Nature of the organization Personnel policies, procedures and rules Rewards Job and job environment Personnel

2. Who should give the information? Parties who have an accurate and sound understanding about the information should give the information to the new employees. Appropriate resource persons: Chief executive officer Human resource manager Immediate superior Immediate superior’s superior Buddy

Buddy system This is an induction method that gets the service of an old employee, who is currently working for the organization, to assist the new employee to get familiarized with the job, job environment, and general organizational environment.

3.How to give information To give information there should be a method or methods. It should be decided that the information should be given through what method. Methods that can be used for giving the information: Employee handbooks Video films/ CD/ DVD Information booklets Documents Notes Lectures Speeches Presentations Discussions Question and answer sessions visits

The time period spent on the induction programme has to be decided. 4. With what period of time should the information be given? The time period spent on the induction programme has to be decided. Eg: one hour, few hours, one day, week

5. Where should the information be given? Under this question, places for giving information to the newcomers need to be decided. Eg: Training centre, main hall It may be that new employees are required to visit respective departments and sections where respective heads are supposed to give relevant information.

Conduct Induction programme is implemented actually in this stage Conduct Induction programme is implemented actually in this stage. After the new employees come to the organization they should be welcome and the induction programme has to be put into action as planned.

Evaluation After the implementation of the induction programme, what is next to do is evaluation. Evaluation refers to a systematic attempt to asses the degree of success of the induction programme.