Ch. 8 The Employment Process Flashcards
The people who work in an organization
Human resources
The department within an organization that is responsible for personnel matters, setting policy and procedures related to employees, and training managers to deal with human relations issues
Human resources department
The determination of the type and number of employees that are needed to carry out the work of an organization
Staffing
A decrease in the number of employees in an organization (also called layoffs)
- Employees may be either terminated or transferred to another part of the organization
Reductions in Force (RIFs)
Jobs typically defined through these 3 tools, which should be reviewed annually and revised as necessary for staffing purposes
Job specifications
Job descriptions
Job analyses
A list of requirements or qualifications for a specific job, which can be evaluated objectively and which apply to all candidates for that job
These may include:
- A credential (e.g. RD, or DTR)
- A particular skill (e.g. cooking or keyboarding)
- Physical ability (e.g. ability to lift a certain weight)
- Certain personal characteristics (note that these are less easy to measure objectively)
Job Specification
The listing of the general duties related to a job or a job classification
- May also indicate job title, pay range, reporting relationships
- Often has a stipulation related to “other duties”
- Used for selecting and hiring new employees
- Used to evaluate the performance of employees
Job Description
A detailed description of the daily duties to be carried out in a specific job, often including a time frame for each activity
- Useful when training or cross training employees
- Particularly helpful when the job involves meeting multiple deadlines in a day
- Not required for all positions
Job Analysis
The person who currently holds a position
- This individual is the best source of information about what tasks should be included on the job analysis
- Without employee input, the accuracy of this tool may be compromised
Incumbent
________ in staffing may be necessary
- If available candidates do not meet or exceed the job requirements
- To comply with Americans with Disabilities Act
- When budget constraints are in place
Flexibility
A staffing strategy that anticipates what jobs will open and prepares other staff members to be eligible to move into these positions
Succession planning
The process of finding qualified applicants for open positions in an organization
Recruitment
Recruitment tools
Advertisement
Networking
Recruitment firms
Hiring incentives
A job recruitment method in which the organization has complete control over the content
- May be publicized within the organization or externally (or both)
- May be targeted to a local audience or to a wider geographic region
- Includes the use of publications, media, bulletin boards, job hotlines, or Internet sites
Advertisement
The sharing of information between individuals; main way of finding a job
- Can be through “word-of-mouth” exchanges or by using other communication technologies
Networking
Agencies that specialize in matching qualified candidates to available jobs
- Some charge a fee to the employer (usually for professional or upper-level positions that require wide-area searches)
- Some charge the fee to the job seeker (usually for local, lower-level positions)
Recruitment firms
Rewards or bonuses that are given to job candidates to entice them to take a position; used in times of low unemployment
- “Perks” like relocation allowance, a company car, a generous expense account
- Signing bonus
Hiring incentives
The screening process for job candidates
- if many candidates, a secondary screening process may be completed
- designed to provide for an exchange of information
- should be a consistent format so all candidates have a similar experience
Interviewing
Parts of the employment interview
- Introduction and rapport-building
- Information seeking (from the candidate)
- Information giving (to the candidate)
- Closure, with a plan for follow up
An interview that resembles an informal conversation
- Not very consistent in providing reliable information
- Often used by individuals who are inexperienced at conducting interviews
- Not recommended for employment interviews
Unstructured interview
An interview that takes on a conversational tone, organized by an outline of topics to be addressed and an idea of how questions will be asked
- Allows for some spontaneous interaction
- Often used by experienced interviewers
- Care is needed to keep the interview on topic
Semi-structured interview
An interview that follows a predetermined agenda, using an interview schedule which lists all the questions that will be asked of each candidate
- More objective way to compare candidates with one another
- Use behavioral questions to learn about past behavior in situations related to job requirements: initiative, judgement, problem solving
- Relate to job duties
- May be stressful for the candidate
Structured interview
An interview in which more than one person interviews the candidate (aka panel interview)
Participative management
Structured interviews are used
- For Civil Service Examinations when hiring individuals for governmental positions
- By Search Committees whose job it is to screen and interview candidates for some upper-level management, administrative, or academic positions
Group interview
Taking notes during an interview
- Especially important when multiple interviews occur within a short period
- Recording devices may be used if candidates are informed
- For group interviews, 1 person may be assigned to take notes
- Care must be taken so that taking notes does not interfere with the interview
