External Recruitment

What is Recruitment? (Meaning & Definition)

Recruitment is the process of discovering manpower sources to meet the staffing needs of an organization and employing effective measures to attract that manpower in adequate numbers. It is a positive process of searching for prospective employees and stimulating them to apply for jobs.

Key Definitions:

• Edwin B. Flippo: “The process of searching for prospective employees and stimulating them to apply for jobs in the organization.”

• General Definition: A process to discover sources of manpower to meet the requirement of staffing schedules and to employ effective measures for attracting that manpower.

Nature of Recruitment:

• It is the first step of appointment.

• It is a continuous process.

• It is a positive process (unlike selection, which is negative/elimination).

• It fulfills both present and future needs.

Sources of Recruitment (Internal vs. External)

Organizations can look for candidates either within their own walls or outside in the job market.

1. Internal Sources

Recruiting personnel already on the payroll (present workforce) already working in the company as employee.

• Methods:

  • Promotions & Transfers: Moving employees to higher or different positions.

  • Job Posting: Advertising the vacancy internally so interested employees can apply.

  • Employee Referrals: Current employees recommend friends or family.

  • Retrenched/Retired Employees: Re-hiring former employees.

Merits:

• Improves morale and promotes loyalty.

• The employer already knows the candidate’s track record.

• Less costly than external recruitment.

Demerits:

• Leads to “inbreeding” (no new ideas/blood).

• Internal sources may “dry up.”

• Seniority-based promotion may overlook capable talent.

2. External Sources

Looking outside the organization for fresh talent.

• Methods:

  • Campus Recruitment: Hiring young, fresh talent from colleges.

  • Advertisement: Newspapers, TV, Radio to attract attention.

  • Employment Exchanges: Government-run lists of job seekers.

  • Private Search Firms: Consultants (like ABC Consultants) who find talent for a fee.

  • Websites (E-Recruitment): Job sites (Naukri, linkedin) and company career pages.

  • Gate Hiring/Walk-ins: Casual applicants who come to the factory gate or office.

Merits:

• Brings in “new blood,” new ideas, and experiences.

• Provides a wider choice of candidates.

• Essential for rapid expansion.

Role Profiles & Person Specifications

Before recruiting, you need to know who you are looking for.

1. Role Profile: Defines the overall purpose of the role means (what the job requires), reporting relationships, and key result areas. It lists the technical skills and behavioral competencies required. 2. Person Specification: Also known as recruitment specification it describes the type of person needed to perform the job well, this is the essential element on which selection is based. It summarizes the education, training, experience, and qualifications a person must have.

Models for Specifications:

• Seven-Point Plan (Alec Rodgers):

  Used for recruitment and selection (deciding if a candidate is suitable).

  1. Physical Make-up – Health, appearance, energy level.

  2. Attainments – Education and previous achievements.

  3. General Intelligence – Ability to learn and understand quickly.

  4. Special Aptitudes – Special skills like typing, languages, creativity.

  5. Interests – Hobbies and activities showing personality.

  6. Disposition – Attitude, behaviour, and ability to work with others.

  7. Circumstances – Personal background, family, place of living, etc.

• Five-Fold Grading System (Munro Fraser):

  Also used to evaluate candidates during interviews.

  1. Physical Qualities – Health, appearance, speaking ability.

  2. Attainments – Education and work experience.

  3. General Intelligence – Thinking ability and problem-solving.

  4. Special Aptitudes – Job-related skills.

  5. Disposition – Personality, confidence, teamwork, leadership.

The 5-Step Recruitment Process

Recruitment is not just “hiring.” It is a systematic journey.

Step 1: Job Design

The most important part. This phase involves designing the job profile and agreeing on the essential skills and competencies between the line manager and HR.

Step 2: Opening Job Position

The HR recruiter decides on the right mix of recruitment sources to find the best candidates.

Step 3: Collecting & Presenting Resumes

Collecting resumes and pre-selecting suitable candidates. This step saves time for the interviewers.

Step 4: Job Interviews

Designed and agreed upon by HR and line management, the interview aims to discover the candidate who meets the requirements and fits the culture best.

Step 5: Job Offer

The final step where the “winner” of the interview process receives a formal offer to join the organization.

What are Modern Recruitment Techniques?

E-Recruitment (Online Recruitment)

Using IT to speed up the process. It ranges from online job ads to back-office applicant tracking.

• Advantages:

  • Cost Savings: Reduces advertising spend.

  • Speed: Faster application and screening.

  • Reach: Global coverage.

  • Data: Better management information on applicants.

Competency-Based Approach

A modern method where selection is based on competencies (characteristics) rather than just the job description.

• Focus: Analysis of people, not just jobs.

• Benefit: Improves accuracy in predicting suitability and potential.

Evaluating Recruitment

The process isn’t over until you check if it worked. Key metrics include:

1. Return Rate: Number of applications received.

2. Selection Ratio: Number of suitable candidates vs. applicants.

3. Retention: How many recruits stayed after 6 months.

4. Cost: Cost per hire.

5. Time Lapsed: How long it took to fill the vacancy.