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What is Recruitment and Selection Policy and Why Your Company Needs It?

The importance of recruitment and selection is high as both of these elements can sometimes define a company’s success. For any enterprise, these two processes may become difficult tasks. That is why any enterprise needs a recruitment and selection policy that will help to choose the right candidates and significantly reduce employees’ turnover.

It is a document that outlines the main principles and guidelines for successful recruitment and selection.

Recruitment and selection definition

The process of recruitment and selection is complicated. It consists of several elements and stages from identifying the job that needs to be filled to assisting new employees in blending into the team. Selection process definition sounds as follows: selection and shortlisting candidates with the necessary skills and qualifications to fill a vacancy in an organization.

The selection process takes different forms in different industries and may vary even from one department to another within one organization.

Phases of the Recruitment and Selection Process

Now, that you know what is recruitment and selection, let’s consider the main phases of these processes. Selection and recruitment process consists of 6 phases:

Phase 1. Identifying Recruitment Needs

If a recruiter is not aware of your company’s needs and expectations, it will be impossible to hire the right candidates. To prepare a job description, a recruiter has to analyze the job specifications that include knowledge, hard skills, soft skills, and relevant experience.

Phase 2. Drafting a Job Description

As soon as an HR manager identifies the knowledge, skills, and experience required for a job, he or she prepares a job description. An effective job description that will attract as many candidates as possible, includes the following information: the name and description of a company, its core values, a company’s location, job title, duties description, what benefits it can offer, the demand for specific hard and soft skills, and the qualities that will be an advantage.

Phase 3. Talent Recruiting

This is the key phase in the recruitment and selection process. There are two types of recruitment: internal and external selection. Internal type of recruitment has its obvious advantages as compared to external recruitment in terms of costs and effort. The external type of recruitment has a considerable benefit over the internal one because a recruiter can select from a great number of qualified specialists.

If a recruiter wants to find the resources within your organization, he or she can use the following HR selection methods: promotion, transfer, demotion, hire talents among the existing, retired employees, or previous applicants.

If the external type of recruitment is preferable, the following tools are applicable: job portals, advertisements, social networking platforms, company’s careers site, job fairs, placement agencies, professional bodies, and campus placements.

Phase 4. Screening and Shortlisting

At this point, it is necessary to be extremely careful while screening the resumes. If there are several CVs, an HR manager needs to sort them out based on the preferable candidates’ skills and qualifications, relevant experience, and technical competences.

After that, a recruiter has to choose the best resumes and outline any concerns that will be clarified during an interview.

Phase 5. Job Interview

A recruiter may conduct either a phone- (video-) or face-to-face interview, which allows them to make a lasting impression on potential employees. Anyone can conduct an interview: it can be either top management or other employees. Before conducting a job interview, there should be a backup candidate selection.

Phase 6. Interviewee Evaluation and Job Offer

The interviewees’ evaluation and creating a job offer is the final stage of the recruitment and selection process. At this stage, an HR checks potential employee’s references and credentials. If everything is okay, it’s time to draft a job offer.

As soon as the candidate accepts the offer, onboarding takes place. It is a crucial component because it will help the new employees feel more comfortable in the new workplace.

Why are Recruitment and Selection Policies so Important?

Recruitment and selection is what defines the company’s long-term success. If you create a team that consists of highly talented and dedicated workers, you can be sure that the business will thrive. So, why is recruitment important?

  • Finding, screening, and hiring employees take a lot of costs; thus, hiring the wrong candidates may cause additional expenditures for an enterprise. What potential candidates are attracted to the position depends on how recruitment is going on.
  • Big companies often acquire recruiting agencies because the latter ones have better experience in recruiting.
  • Recruitment contributes to the company’s growth because it gets access to a great pool of talents.

Selection is as important as Recruitment because it ensures that HR managers will properly select the best candidates with the most appropriate qualities and skills. Selection is also highly important because it helps to fill the position with the right candidate.

The Significance of Recruitment and Selection Policy

A hiring policy is what regulates these HR processes. The recruitment and selection policy is a regulatory set of rules and principles that help HR managers to find and recruit the best teammates.  It ensures that recruiting and selection are conducted properly.

What else is the selection and recruitment process may be used for?

  1. It gives an opportunity to create a professional and accurate job description. In this case, there is a better understanding of whom your company is looking for, which will help to compile a job description that will appeal to experienced professionals in a certain field.
  2. Hiring policy and procedures create credibility. It gives transparency to the process of recruitment and selection. Thus, all applicants are aware of the current status of their applications. Furthermore, a candidate has a right to make an appeal whenever he or she needs any additional information about the job or a company.
  3. If your company has good recruitment and selection policy, one can be sure that job descriptions will attract only consistent candidates. Thus, the selection process will be smooth and more comprehensive. As soon as you have working documentation, your hiring process becomes highly standardized. Therefore, recruitment documentation is what keeps all documents regarding the recruitment and selection process in one place.
  4. A hiring policy and procedures ensure that all HR managers at your company use the same reference points to measure “good” and “bad” candidates. In this respect, a hiring policy provides a comprehensive checklist of the criteria that a good team member should have. Making the most accurate decisions about candidates selection can be ensured by using the same HR selection methods. There are multiple employment selection methods, and which of them to choose depends on the vacancy that needs to be filled.
  5. The last good reason for having a policy is the fact that it eliminates any discriminatory action against a candidate. However, this discrimination may sometimes be unintentional. For instance, some job descriptions that say “newly graduate” or “a young and energetic person” may sound discriminatory. A policy regulates these manifestations of discrimination so that no job descriptions contain discriminatory vocabulary.

Therefore, if you want your company to develop and succeed, you have to make sure that your recruitment and selection policy is based on the principles of ethical decision-making and respect for diversity. Additionally, the recruitment and selection policy should ensure that selection is conducted according to merit.

Furthermore, the policy has to ensure equal treatment and procedural fairness to all candidates notwithstanding their qualifications. All in all, formal policies for promotion and other internal recruiting activities can enhance procedural justice. It means that formal policies and documentation ensure that all HRs use unified recruitment and selection strategies and treat all candidates equally.

Recruitment and Selection Policy Structure

Before compiling the actual policy, your Human Resource department should identify what is your company’s philosophy, decide what recruitment and selection strategies you will use, and figure out your company’s standards for the hiring process. Based on multiple hiring policy examples, it is possible to outline the main elements of any recruitment and selection policy:

  1. Policy statement. In the beginning, outline your approach to recruiting, your corporate culture, what ideas you are committed to, your main selection principles, and how you will be committed to these principles. The policy statement should also describe how exactly HR managers should achieve recruitment needs.
  2. Scope. This section should indicate that all the policy’s rules and guidelines apply to everyone engaged in the process of recruiting and selecting employees; i.e. HR managers, recruiters, top management, and candidates.
  3. Responsibilities. This section of the recruitment and selection policy should contain information about the qualities that you are looking for in your candidates. This section of the recruitment and selection policy specifies who is responsible for which tasks. For instance, HR management, and recruitment and selection teams are responsible for different elements of the recruitment and selection process.
  4. Identification of recruitment needs.  To create a job description, the hiring manager should get approval for recruitment. An HR manager analyzes the vacancy and makes a decision about the most expected skills and qualities that are required for a position.
  5. Job description and an ideal candidate specification. Any recruitment and selection policy should contain instructions on how to compile a job description. For instance, any job description should consist of job responsibilities, required skills, knowledge, experience, and perks.
  6. Advertising the vacancy. This section is dedicated to internal and external advertising methods. Some internal advertising methods may include connecting 2, HR Updates, or Inside Track. As far as external advertising methods are concerned, in the policy, it is necessary to enumerate which of them can be applied and which cannot. Some of the most common external methods include placing advertisements through recruitment agencies, in social media, career portals, newspapers, etc.
  7. Applications and shortlisting. Here, you have to specify how exactly candidates will apply for a job. In some cases, a curriculum vitae is more than enough; however, in some other instances, candidates should also send their cover letters. As far as shortlisting is concerned, in a proper recruitment and selection policy, it should be mentioned that all applications should be addressed confidentially and in accordance with criteria.
  8. Interviews and Selection Process. Here, you describe how the interview and the pre-interview process should go. In some cases, it is enough for a candidate to attend a job interview, while, in order cases, he or she needs to complete an assessment or do a test task.
  9. Appointing new employees. This point is related to the way a recruiter makes an offer to a preferred candidate.
  10. Equal opportunities for all employees. In any proper recruitment and selection policy, it is highly important to ensure that all employees and candidates, irrespectively of their position, should be treated equally. 
  11. Data protection/confidentiality. It is very important to mention in the policy that all the personal data of the candidates should be protected.
  12. Complaints. It is of critical importance that your recruitment and selection policy contains guidelines on how to deal with potential complaints from your candidates. Any disciplinary offense should be dealt with caution.
  13. Queries. This the last but not least important element of a proper recruitment and selection policy is information about queries. It is highly important that candidates and recruiters can address in case of having any questions.

Summary

Recruitment and selection are some of the most crucial elements of any company’s success. Know the stages of recruitment and selection policy, main selection and recruitment strategies. This will help you run the recruitment documentation.

If HR managers of a company know what is the purpose of recruiting, they will put all their efforts on hiring only the best professionals. Recruitment and selection policy is what makes this process smooth and flawless.

Moreover, the policy describes the recruitment and selection processes step by step so that HR managers know how to hire and select properly. Finally, a good working selection and recruitment policy will help you understand what your company values the most in its current and potential employees.

Author:
BCare Agency Content Team

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