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PREPARED BY:
CHRIS M. KATHOKA, Msc. HRM (JKUAT), BSc. IT (JKUAT)
MUCHELLE/EMPLOYEE RESOURCING
TABLE OF CONTENTS.
Table Of Contents...............................................................................2
Employee Resourcing: An Introduction..............................................4
Topic 1: Labour Economics.................................................................5
Factors Influencing The Labour Market In Kenya............................5
Productivity Of Labour..................................................................10
Education And Manpower.............................................................11
Wages And Employment Growth..................................................12
Factors Determining The Level Of Productivity.............................12
Increasing Labour Productivity......................................................13
Methods Of Controlling Labour Costs............................................13
Topic 2: Job Analysis An Introduction...............................................16
Job Analysis Methods....................................................................20
Job Analysis Method 1: Interviewing.............................................21
Job Analysis Method Ii: Observation.............................................23
Job Analysis: Method 3: Questionnaire..........................................24
Job Analysis Method 4: Checklists And Inventories.......................25
Job Analysis Method 5: Materials Of Work.....................................25
Job Analysis Method 6: Previous Studies.......................................26
Job Analysis Method 7: Critical Incidents......................................26
Job Analysis Method 8: Do-It-Yourself............................................26
Job Analysis Method 9: Work Diaries & Logs.................................26
Job Analysis Method 10: Hierarchical Tasks Analysis....................27
Job Analysis 11: Self Description................................................27
The Writing-Up Process.................................................................27
Preparation Of A Job Description And Specification......................29
Job Descriptions............................................................................29
Job Specification...........................................................................30
Potential Problems With Job Analysis............................................30
Topic 3: Human Resources Planning (HRP).......................................32
Introduction & Definition...............................................................32
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Topic to Be Covered
Labour Economics
Job Analysis
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Introduction
Employee resourcing is concerned with ensuring that the
organisation obtains and retains the people it needs and employs
them productively. It is also about those aspects of employment
practice that are concerned with welcoming people to the
organisation, and if there is no alternative release them.
Labour is a factor of production. It is a different factor of production
since its not a substitute for land in overpopulated countries labour
is abundant while land is scarce.
One needs to make a distinction between physical or unskilled
labour and skilled labour. Some countries have an abundant supply
of unskilled labour but an acute shortage of skilled labour of all
types a major hindrance to economic growth.
FACTORS INFLUENCING THE LABOUR MARKET IN KENYA
Supply and Demand for Labour
Demand for a factor is known as derived demand, i.e. it s derived
from the demand for the product it can produce. E.g. if demand for
sugar increases, the demand for sugar cane increases, the demand
for workers in the sugar cane estates will increase. It therefore
follows that labour is in abundant supply where derived demand is
high.
Derived
demand
Supply of labour can be seen from the entire economy point of view
the size of the national workforce. Determinants affecting the size of
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Wage
rate
Supply of labour
However in developing countries, the supply curve of labour is
backward sloping the supply curve of labour is backward
sloping. The supply curve slopes down form left to right, so that an
increase in wage results in a decrease in the amount. People prefer
leisure to money to an extent that an increase in money earnings is
more likely to lead to a decrease in the amount of work done.
Wage
rate
Backward
bending
supply curve
Hours worked
Income and Substitution Effects
With any form of labour anywhere, there must be some point at
which the amount of labour supplied by an individual ceases to
increase or decrease, as the wage rate increases. This is because
money income is not desired for its own sake, but for the goods it
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Hours
worke
d daily
Leisure
Hours
Daily
Incom
Labour
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Capital
2.
Production Techniques and Technology
In the developing world where technology is not extensively applied
the demand for labour is high. This s as compared to the developed
world where machines are used to replace people. Our production
techniques are labour intensive and as such demand for labour is
high.
3.
Quality of labour
There is an important difference between low wages and cheap
labour. Despite low wages in labour abundant countries, labour is
not nearly as cheap as it appears since low wages are to a great
extent offset by low productivity. This is attributed to the poor
education levels among the labour force. The higher the levels of
education, the scarcer the unskilled labourers become.
4.
Wage rates
High relative wages outside Kenya have attracted highly skilled
professional in such countries as Botswana and South Africa. High
labour costs may also make a company resort to technology. High
wage rates are also known to attract and hold labour in most
unattractive areas of the country. Unpleasant but unskilled jobs are
often poorly paid because anyone can do them. Shifts in earnings
may create substantial inflows of workers into an expanding
occupation, industry or area and an outflow of workers from a
depressed occupation, industry or area.
5.
Population Dynamics
The number of people searching for work in a developing country
depend primarily on the size and age composition of the population.
The age structure of the population also affects the labour market.
An aging population has fewer workforces and therefore few people
are available for work.
The rapid reductions in death rates experienced by most developing
economies have expanded the size of their present labour force
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costs
Motivational
measures
adopted
by
the
organisation. It includes job enlargement and enrichment.
=
=
=
ii)
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iii)
iv)
v)
vi)
vii)
Improving organisational structures, Job design
and job description. Efficient organisational structures, job design
and job description may reduce labour costs associated with
inefficiency of such structures. Poor organisational design may
affect coordination and control.
viii)
Improving physical work environments and wellbeing of employees. This will reduce the stress in the work
environment and lead to improvement in productivity and
reduction in the labour costs.
Definition
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Basic Terminology
The simplest unit of work is the micromotion. A micromotion
involves a very elementary movement such as reaching, grasping,
positioning or releasing an object. An aggregation of two or more
micromotions forms an element. An element is a complete entity
such as picking up, transporting and positioning an item. A group of
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ii.
iii.
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iv.
v.
vi.
vii.
viii.
ix.
x.
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When performing a job analysis, the job and its requirements (as
opposed to the characteristics of the person currently holding the
job) are studied.
Observation
Interviews
Questionnaires
Functional job analysis
Materials of work
Previous studies
Do-it-yourself
Work diaries/worklogs
Review of job classification systems
Expert panels
Checklist
Task inventories
Hierarchical task analysis
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Self-description
In your own opinion what are the likely repercussions to an organisation that does
not conduct job analysis?
This is quite inevitable, but its values vary due to the following:-
Interview Questions
These may cover such aspects as:-
ii.
iii.
iv.
v.
vi.
vii.
Jobs
The observation method is derived from the techniques of workstudy. The method is appropriate for situations where a relatively
small number of key jobs need to be analysed in depth.
Time and Motion study are the most frequently used observation
methods. Motion or methods study involves determining the most
efficient way to do a task or job. It involves studying the motions
and movements necessary for performing a task or job and then
designing the most efficient methods for putting those motions and
movements together.
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standards-
desired
level
of
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TASK
1 Discuss the advantages and disadvantages of structured and
unstructured interviews in job analysis.
2 What are some of the disadvantages of the work dairies and logs?
Job title
Immediate supervisor
Relationship with other jobs
Overall purpose of job
Main duties/ responsibilities (key tasks)
Authority granted
Resources available to job holder
Principle qualifications required for the job
Location
Date of analysis
Numbers supervised
recruitment
and
performance
for
setting
objectives
for
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Promotion
Appraisal
Job evaluation
Training
There is no standard layout or a set of headings for a job
specification; it s found that variations are necessary according to
the type of work e.g. manual or non-manual, and to the
organisation. In general, a job description must emphasize activities
and behaviour.
POTENTIAL PROBLEMS WITH JOB ANALYSIS
In analysis jobs, certain problems can occur. Some of the problems
stem from natural human behaviour, others, from the natural of the
job analysis process.
Some problems encountered include: i.
ii.
iii.
iv.
v.
vi.
vii.
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Development
Training
Promotion
Career planning
Management succession
Purpose of HRP
Recruitment
Avoidance of redundancies
Management development
Productivity bargaining
Accommodation requirements
Importance of HRP
o
To avoid organizations carry out their activities
o
To replace personnel, who are no longer use or are old.
o
To fill vacancies arising from labour turnover.
o
To meet the needs of the expansion programmes which
may include the increase in demand for goods and services of
the organization.
o
To meet the challenges f new and changing technologies
o
To identify areas of surplus personnel or areas in which
there is shortage of personnel.
o
Plan for labour costs as a basis for drawing up HR
budgets.
DETERMINATION OF HR REQUIREMENTS
A critical decision facing organizations before procurement is done is
the determination of the number and type of personnel that should
be provided to the organization. HRP seeks to ensure that a certain
desired number of people with the correct skills will be available at
some specified time in future.
The determination of HR requirements therefore involves: -
i.
ii.
iii.
HR Demand forecasting
HR supply forecasting
HR actions
Production schedules/budgets.
Affirmative action plans.
Relocation/plant closings.
1. Production Schedules/Budgets
Specific sales forecasts for the coming year must be translated into
a work programme for the various sections of an enterprise. Some
plans must be made concerning the amount of work that each
segment of the organization is expected to accomplish during some
coming period.
2. Affirmative Action Planning
An organization may be forced to hire certain categories of
employees minority tribes or females. This must be reflected in the
HRP.
3. Relocation/Plant Closings
Recession in the economy may lead to temporary closures or
relocations. This may lead to reduction in the labour force. Poor
company development and expansion strategy also may lead to
relocations and closures.
HOW TO FORECAST PERSONNEL NEEDS
There are several things to consider when forecasting personnel
needs.
The expected demand for your product or service is
paramount. These sales are generally estimated first. Then the
The task in
Managerial judgment
Ratio-trend analysis
Work-study techniques
Modelling
Delphi technique
Time series analysis
Scatter plot
1. MANAGERIAL JUDGEMENT
Under the managerial estimates method, managers make estimates
of future staff needs based primarily on past experience. These
estimates can be made by top-level managers and passed on to
other managers. The managers simply, sit, think about their future
workloads, and decide how many people they need. It may be a
top-down or bottom-up process. The forecasts made one man
reviewed and agreed with departmental managers.
TASK
Discuss the factors on the basis of which managers can be able to make judgment
about personnel needs.
TASK
Describe the process of demand forecasting using the work study technique.
Workload
Number of people
Where constant, or systematic, relationships are found human
resource requirements could be computed by dividing predicted
workloads by P.
7. REGRESSION ANALYSIS
Past levels of various workload indicators, such as sales, production
levels and value added are examined for statistical relationships
with staffing levels. Where sufficiently strong relationships are
found, a regression model is derived. Forecasted levels of the
related indicator are entered into the resulting model and used to
calculate the associated level of HR requirements.
8. DELPHI TECHNIQUE
With this method, each member of a panel of experts makes an
independent estimate of what the future demand will be, along with
any underlying assumptions. An intermediary then presents each
experts forecast and assumptions to the others and allows the
experts to revise their positions if they desire. This continues until
some consensus is reached.
THE SCATTER PLOT.
This can be used to determine whether two factors a measure of
business activity and the staff levels are related. If they are, then
one can forecast the measure of business activity he should be able
to get and also estimate the HR requirements.
TASKS
What is the role of the HR Personnel in the HR planning process?
List the common pitfalls in HR planning.
ADVANTAGES OF HRP
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
Demand forecasting
Supply forecasting
Determining the HR requirements
Action planning
Monitoring and Control
Potential staff:
Location, categories, skills, trainability, attitudes and competition
Less Leavers:
Retirement, wastage rates, redundancies and dismissals
Transfers
Transfers in
Retirement
Voluntary
retirement
Resignations
Recruits in
Redundancy
Promotions in
ANALYZING
EXISTING HUMAN
RESOURCES
The basic analysis should classify employees by function or
department, occupation, level of skill and status. The aim is to
identify resource centres consisting of broadly homogeneous
groups from which forecasts of supply need t be made.
A detailed analysis is needed to provide inventories of skills and
potential, and knowledge of the number of promotable people
available. An analysis of employees by age helps to identify
problems arising from a sudden rush of retirements, a block in
promotion prospects or a preponderance of older employees.
Length of service analysis will provide survival rates, which are a
necessary tool for use by planners in predicting future resources.
The analysis of current resources should look at the existing ratios
between different categories of employees mangers and tam
leaders, skilled to semi-skilled, direct to indirect, office staff to
production. Recent movements in these ratios should be studies to
provide guidance on trends and to highlight areas where raid
changes may result in supply problems.
1.
Labour Turnover or Wastage
A common index of labour performance is labour turnover. It
provides information about the ratio of leavers to the average
numbers employed during the course of a year. It is usually
examined as: Number of Employees leaving during the year x 100
Average numbers employed during the year
x 100
Less than 6 6 to 12
months
Months
1 to 2
Years
3 to 5
Years
6 to 10
Years
Disadvantages
Demographic trends in the number of schoolleavers and the size of the working population.
National demands for special categories of
employees graduates, professional staff, technologists,
technicians, and skilled workers.
The output of the universities, professional
institutions and other educational and training establishments
The effect f changing educational patterns
The impact of national training initiatives
Impact of government employment regulations
Nature of the
competition on for
Level of economic
activity
labour
Government
policies
Wage/Salary levels
Trade Union
attitudes
Population
changes
TASK
Discuss the specific government activities that have an impact on
the national labour supply.
Education/training
opportunities
Job category
interpretation
labour demand
labour supply
gap
140
137
-3
200
251
+51
300
282
-18
375
282
-93
shortage
2
surplus
3
shortage
4
shortage
HUMAN RESOURCE ACTIONS
Action plans are derived from the broad resourcing strategies and
the more detailed analysis of demand and supply factors. Action
pans should be made in the following areas: i)
ii)
iii)
iv)
v)
vi)
vii)
1) OVERALL PLAN
Demographic pressures are likely to be experienced even during a
recession as there are still areas where skill shortage exists and
these may multiply in the future. It is, as such, advisable to be
prepared to take a selection of the following steps as part of an
overall HR plan.
Develop
career
programmes
and
training
packages to attract young people
Widening the recruitment net to include, for
example, more women re-entering the labour market
Finding ways of tapping alternative pools of
suitable workers e.g. part time employees
Adapting working hours and arrangements to the
needs of new employees and those with domestic responsibilities
Providing more attractive benefit packages e.g.
child care facilities
Developing the talents and making better use of
existing employees
Providing retraining for existing and new
employees to develop different skills
Making every effort to retain new recruits and
existing staff.
decisions
b)
JOBS
Dissatisfaction arises if jobs are unrewarding in themselves. Job
design should maximize skill variety, task significance, autonomy
and feedback and provide opportunities for learning and growth
c)
PERFORMANCE
Unclear responsibilities and performance standards may cause
demotivation. The following actions can be taken. The following
actions can be taken.
d)
Train managers in performance review techniques e.g.
counselling; brief employees on how the performance management
system works and obtain feedback from the workers
e)
TRAINING
f)
CAREER DEVELOPMENT
Dissatisfaction with career prospects is a major cause of turnover.
Companies should plan to provide career opportunities by:
Providing employees with wider experience
Selecting
managers/supervisors
with
welldeveloped qualities
Training in leadership skills, conflict resolution and
dealing with grievances
Have better grievance handling procedures
j)
RECRUITMENT, SELECTION AND PROMOTION
Turnover may result from poor selection or promotion decisions.
Selection and promotion procedures must match the capacities of
individuals and demands of the work they have to do.
k)
OVER MARKETING
Creating expectations about career development opportunities,
training programs and interesting work and not matching this with
reality may lead directly to dissatisfaction and early resignation.
Take care not to oversell, the firms employee development policies.
5. THE FLEXIBILITY PLAN
Such a plan should aim to:
Provide for greater operational flexibility
Increase productivity
A flexibility plan should consider:
New arrangements for flexible hours
7.
TASKS:
o
o
o
o
The physical relocation of a businesss premises creates a number of HRM problems. Which ones are
these?
Discuss examples of outplacement procedures that may be undertaken by an organisation
Define outplacement and explain how it operates
State some ways in which labour turnover may be reduced
Skills inventory
Succession planning/organisation replacement chart
Commitment manpower planning
Ratio planning
SKILLS INVENTORY
This consolidates information about the organisation human
resources. It provides basic information on all employees, including
in its simplest form a list of names, certain characterizes and skills
of employees.
Because the information from a skills inventory is used as input into
promotion and transfer decisions, it should contain information
about each employees portfolio of skills and not just those relevant
to the employees current job. The following broad categories of
information should be included in a skills inventory
SUCCESSION PLANNING
This identifies specific people to fill key positions throughout the
organisations. It almost always involves use of a replacement chart.
Succession planning is basically a plan for identifying who is
currently in post and who is available and qualified to take over in
the event of retirement, voluntary leaving, dismissal or sickness.
A typical succession chart is as shown below: - (such information is
contained in an organisation replacement chart, which shows both
incumbents and potential replacements for given positions.
Place
of
Present
birth
address
Tel
No
with
years
distinctions)
completed
Manager
Date
Management
Jobholders
Post
Jobholder
Age
Performanc
e
Possible
successors
First choice:
Second
choice
Ready
RATIO ANALYSIS
Two basic premises apply here.
First, that an organisation is vital in terms of its human resources
to the extent that it has people with high potential who are
promotable, either now or in future and backups have been
identified to replace the incumbents.
Do you think better HRP could have prevented much of the downsizing that
has gone on in many large companies?
The jobindescription
and personnel
specifications
e.g. by leading
extreme cases,
to the lowering
of the set hiring
Accurate.
They
should
contain
information,
which
needs for talent, a typical response is to rise they pay
levelisbut
relevant
and
factual.
Any
unnecessary
information
should
this may however distort traditional wage and salary
not be included.
relationships
in the organisation. A rise in pay level will be
Succinct.
The
information
be simple,
concise
and to
needed
to attract
highly
skilled should
manpower
that will
be stimulated
the point. It should be understood by those who will have
and encouraged to apply for an organisation vacant position.
access to it post holder, line manager, HR department etc.
Lack of qualified candidates may lead to added
Clarified. In terms of the main tasks, duties and
costs through
re-advertisement
responsibilities
and the reporting relationships.
BASIS FOR
DETERMINING
writing,
repairing etc. WHEN TO RECRUIT
One of the first steps in planning for recruitment of employees into
an Once
organisation
is to
establish
polices
and procedures.
the JD has
been
written, adequate
the personnel
specification
is next. A
recruitment
policy
represents
the
organizations
code
of
conduct
This is a profile of the ideal candidate the company wishes in
recruit.
It is the psychological blueprint of the person
thisto
area
of activity.
skills, knowledge, experience etc.
Attainments
General intelligence
Special aptitudes
Interests
Disposition
Circumstances
Impact on others.
Acquired knowledge or qualifications
v)
vi)
vii)
Advantages
64
Job analysis
Job descriptions
Personnel specifications
Sources of recruitment
Arrival of applicants
Pre-selection
of
candidates
CVs/Resumes/Application forms
The interview
using
TASKS.
In what ways can the organisation ensure that employees are aware of
vacancies that are available internally in the organisation?
As a human resource manager, explain how you will ensure that there is
fairness to all employees during internal recruitment processes.
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
xii)
xiv)
journals, via the Internet, via job centres, via other agencies, posters
at the factory gates.
The effectiveness of an advertisement for a job vacancy can be
judged by: Number of inquiries it stimulates
Number of applications submitted
Suitability of the applicants.
An effective job advertisement is one which: Identifies the organization/industry with a few
preferences
A well written advert should contain: the job title, benefits and
incentives, training, company name, to whom they should apply,
telephone numbers, closing date for applications. Its should have a
catchy headline and design that will attract candidates, an
interesting and catchy content that makes the applicants to keep
reading on and an unambiguous text about the job.
An obvious and important query for Human Resources personnel is
which method of recruitment supplies the best talent pool. One
method proposed for increasing the effectiveness of all recruiting
methods is the use of Realistic Job Previews (RJP), which provide
complete job information, both positive and negative to the job
applicant-a departure from the early attempts to sell the
organization and job by making it look good. The RJP has been found
to reduce new employee turnover.
Organizational Inducements in Recruitment.
69
iii.
Organizational
reputation:
The
organizations
reputation is also a great inducement to potential workers.
70
i.
ii.
iii.
iv.
v.
o
o
EMPLOYEE SELECTION:
INTRODUCTION
Once the organizations recruitment activities have succeeded in
attracting sufficient members of relevant applications from the
external labour market, the aim of subsequent selection activities is
to identify the most suitable applicants and persuade the to join the
organization.
The process of recruitment ends once a company has successfully
managed to attract a fair number of replies to a vacancy posting.
SELECTION TOOLS AND TECHNIQUES.
i)
ii)
iii)
iv)
v)
vi)
Preliminary Interviews
Filling Application Blanks/Forms
Selection Interview
Psychometric tests /Employment tests
Assessment Centres
Medical Examination
71
vii)
viii)
Reference Check
Final Selection by the officer in charge.
1. PRELIMINARY INTERVIEWS
The preliminary interviews to job applicants is usually conducted by
a special interviewer at the employment office. It is essentially a
sorting process in which the interviewer compares the applicants
qualifications with the job requirements.
Assessment Centre
2. APPLICATION BLANKS.
This is one of the most common methods used for collecting
information from applicants. Application blanks are meant to secure
desired factual information from an applicant in a format convenient
for evaluating the applicants qualifications.
Application blanks set out the information on candidates in a
standardized format the application blank serves the following
purposes:
Personal data
Marital data
Physical data
Educational data
Employment data
Extra-curricular data
References
Selection Boards.
Selection boards are more formal and usually larger interviewing
panels convened due to a large number of parties interested in the
selection. They enable a number of different people to have a look
at the applicants and compare notes on the spot. However; they
may waste time due to unplanned questions. Candidates are not
allowed to expand their arguments.
3. SELECTION INTERVIEW
This includes questions designed to test achievement or aptitude
and is at present the most commonly used method of personality
assessment.
Interviews: A selection procedure designed to predict future job
performance on the basis of applicants' oral responses to oral
inquiries.
The selection interview is to obtain and assess information about a
candidate, which will enable a valid prediction to be made of his, or
her future performance in the job in comparison with the predictions
made for any other candidate.
Advantages of Interviews
o
Provide opportunities for interviewers to ask probing questions
about the candidates experiences and explore the extent to
which the candidates competences match those specified for the
job.
o
Enable interviewers to describe the job and organization in
greater detail.
o
Provide opportunities for candidates to ask questions about
the job and clarify any issues they may have e.g. those
concerning training, career prospects, the organization, terms
and conditions of employment.
o
Enables a face-to-face encounter so that the interviewer can
make an assessment of the candidate.
o
Gives the candidate the same opportunity to assess the
organization, the interviewer and the job.
o
Useful for determining if the applicant has requisite
communicative or social skills which may be necessary for the
job
o
Interviewer can obtain supplementary information
o
Used to appraise candidates' verbal fluency
o
Can assess the applicant's job knowledge
o
Can be used for selection among equally qualified applicants
74
Disadvantages
o
Can lack validity as a means of making sound predictions of
performance and lack reliability in the sense of measuring the
same things for different candidates.
o
Rely on the skill of the interviewer.
o
Do not necessarily assess competence in meeting the
demands of the particular job.
o
Can lead to biased and subjective judgments by interviewers.
o
Subjective evaluations are made
o
Decisions tend to be made within the first few minutes of the
interview with the remainder of the interview used to validate or
justify the original decision
o
Interviewers form stereotypes concerning the characteristics
required for success on the job
o
Research has shown disproportionate rates of selection
between minority and non-minority members using interviews
o
Negative information seems to be given more weight
o
Not much evidence of validity of the selection procedure
o
Not as reliable as tests
INTERVIEWING ARRANGEMENTS
The following is a general pattern of interview arrangements.
o
o
o
o
o
o
o
o
o
o
o
o
Train Interviewers.
Improve the interpersonal skills of the interviewer and the
interviewer's ability to make decisions without influence from nonjob related information.
Interviewers should be trained to:
o
o
o
o
o
o
o
v)
INTERVIEW SKILLS
Among the most frequently suggested skills for interviewing are the
following:
o
o
o
o
o
o
o
o
What are the possible consequences of not training and briefing the
TYPES OF INTERVIEWS
i)
Patterned/Structured Interviews
ii)
Free/Unstructured Interviews
iii)
Semi-Structured Interviews
iv)
Stress Interviews
v)
Behaviour Description Interviews
vi)
Situational Interviews
vii)
Group/Discussion Interviews
viii)
Oral Interview Boards
PATTERNED/STRUCTURED INTERVIEW
This is the most common method of interviewing. It involves
working out in advance the questions to be asked, the kind of
information to be sought, how the interview is to be conducted and
how much time is to be allotted to it. Questions are asked in a
particular order with very little or no deviations at all. If an
applicant wants to discuss something else, he is quickly guided back
to the prepared questions. Pattered interviews are of two types: o Comprehensive Structured interviews
o Structured behavioural interviews.
Comprehensive Structured Interviews Candidates are asked
questions pertaining to how they would handle job-related
situations, job knowledge, worker requirements, and how the
candidate would perform various job simulations.
Structured behavioural interviews. This technique involves
asking all interviewees standardized questions about how they
handled past situations that were similar to situations they may
encounter on the job. The interviewer may also ask discretionary
probing questions for details of the situations, the interviewee's
behaviour in the situation and the outcome. The interviewee's
responses are then scored with behaviourally anchored rating
scales.
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FREE/UNSTRUCTURED INTERVIEWS.
This involves a procedure where different questions may be asked of
different applicants. The term refers to unstructured and relatively
unplanned type of interview. In such an interview, the applicant is
asked some general questions and he may reply to them for a
considerable length of time. Generally, the interview is conducted
in a free atmosphere and the candidate is encouraged to express
himself on a variety of subjects such as his expectations,
motivation, interests etc. Interviewee is allowed to express himself
fully allowing assessment by the employer.
SEMI-STRUCTURED INTERVIEWS
Here, the interviewer utilizes questions in key areas, which are
prepared in advance.
STRESS INTERVIEWS
In this type of interview, the interviewer assumes a hostile role
towards the applicant. He deliberately asks questions or makes
comments, which are meant to frustrate the interviewee. Usually,
the interviewer in such circumstances asks questions rapidly,
criticizes the interviewees answers, interrupts frequently etc.
The purpose is to find out how the candidate behaves in a stressful
environment whether he loses temper, gets confused or
frightened.
BEHAVIOUR DESCRIPTION INTERVIEWS
Behaviour Description Interviews Candidates are asked what actions
they have taken in prior job situations that are similar to situations
they may encounter on the job. The interviews are then scored
using a scoring guide constructed by job experts.
SITUATIONAL INTERVIEWS
Situational Interview Candidates are interviewed about what actions
they would take in various job-related situations. The job-related
situations are usually identified using the critical incidents job
analysis technique. The interviews are then scored using a scoring
guide constructed by job experts.
GROUP/DISCUSSION INTERVIEWS
Groups rather than individuals are interviewed. The interviewees
are given certain problems and are asked to reach a decision within
a specified time limit. The assumption underlying this type of
interview is that behaviour displayed during problem solving is
related to the potential success of the job.
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o
o
Advantages
o High reliability as it exposes candidates true abilities.
o Directly relevant to the work to be done.
o High content validity since work samples are a sample of the
actual work performed on the job
o Low adverse impact
o Because of their relationship to the job, these tests are
typically viewed more favourable by examinees than aptitude
or personality tests
o Difficult for applicants to fake job proficiency which helps to
increase the relationship between score on the test and
performance on the job
o Work Sample tests use equipment that is the same or
substantially similar to the actual equipment used on the job
Disadvantages
o Covers only part of the duties of the vacant job.
o Tests conditions (Nervousness, fear, stress) may give poor
results.
o Those who have done similar tests before may fair better.
o Candidates who pass may think they know everything.
o Internal candidates who fail may suffer loss of confidence
o Access to education and training is a disadvantage.
o High-test scores is no guarantee for good performance.
o Tests do not evaluate the entire person.
o Costly to administer; often can only be administered to one
applicant at a time
o Although useful for jobs where tasks and duties can be
completed in a short period of time, these tests have less
ability to predict performance on jobs where tasks may take
days or weeks to complete
o Less able to measure aptitudes of an applicant thus restricting
the test to measuring ability to perform the work sample and
not more difficult tasks that may be encountered on the job
Types of Work Sample Tests
Work-Sample Tests of Trainability. These are tests through a
period of instruction when the applicant is expected to learn tasks
involved in a work sample. The work-sample tests of trainability are
suitable for untrained applicants with no previous job experience.
Simulation of an Event. These tests present the candidate with a
picture of an incident along with quotations from those involved.
The candidates then respond to a series of questions in which they
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write down the decisions they would make. The test is scored by
subject matter experts.
Low Fidelity Simulations These tests present applicants with
descriptions of work situations and five alternative responses for
each situation. Applicants choose the responses they would most
likely and least likely make in each situation.
Work-samples Applicants perform observable, job-related
behaviours as predictors of criterion performance. It is not feasible
to adapt certain work behaviours for testing. Work samples often are
not conducive to group administration and, therefore, were dropped
from consideration because of concerns regarding test security.
Personality Tests
These aim at measuring those basic characteristics of an individual,
which are non-intellectual in nature. They probe deeply to discover
clues about an individuals value system, emotional reactions,
maturity, motivation, interests, ability to adjust to the stress of
everyday life and capacity for interpersonal relations and self-image.
Personality Tests refer to the selection procedure that measures the
personality characteristics of applicants that are related to future
job performance. Personality tests typically measure one or more of
five personality dimensions: extroversion, emotional stability,
agreeableness, conscientiousness, and openness to experience.
Advantages
o Can result in lower turnover due if applicants are selected for
traits that are highly correlated with employees who have high
longevity within the organization
o Can reveal more information about applicant's abilities and
interests
o Can identify interpersonal traits that may be needed for
certain jobs
o Disadvantages
o Difficult to measure personality traits that may not be well
defined
o Applicants training and experience may have greater impact
on job performance than applicant's personality
o Responses by applicant may be altered by applicant's desire
to respond in a way they feel would result in their selection
especially where there is awareness of being examined.
Applicants are likely to display only desired personality traits.
o Lack of diversity if all selected applicants have same
personality traits
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biographical
Advantages
o Useful for jobs where a large number of employees are
performing the same or similar job
o Useful for jobs where there are a large number of applicants
relative to the number of openings
Future Autobiographies
A candidate is asked to write a future autobiography stating what
he/she would be doing in five years. The autobiographies are then
scored by two judges for differentiation, demand, and agency.
Agency is defined as the extent to which a person sees
himself/herself as the prime agent in determining the course of
his/her future life. Demand is defined as the extent to which an
individual portrays his/her life as a long-term, continuing effort on
his/her part. Differentiation is defined as the extent to which an
individual has created a complex, detailed mapping of his/her
future.
Problems with this technique:
o This test does not measure any of the KSA's that were
identified through the job analysis.
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What are the advantages and disadvantages of using the CV in the selection process?
What is a self-report questionnaire and how exactly does it work?
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Advantages
o Considerable data about the candidates can be collected
o Candidates can display a range of knowledge and skills over
the course of the half to one-and-a half days
o If successful, can produce valid and reliable choices of
candidates
o Has the potential for use as a staff development tool as well
as for selection purposes
o Provides useful experience for assessors-testing own
judgment against that of others.
Disadvantages
o Complexities of putting an assessment centre together
(selecting tests, devising simulations, organizing interviews
and assessors etc)
o Costliness of setting up and then running a centre.
o Assessment centres cannot accurately measure tacit skills or
capabilities.
ASSESSMENT CENTRE METHODS
Leaderless Group Discussion
The leaderless group discussion is a type of assessment centre
exercise where groups of applicants meet as a group to discuss an
actual job-related problem. As the meeting proceeds, the behaviour
of the candidates is observed to see how they interact and what
leadership and communications skills each person displays.
Finally, after the candidates has undergone all the selection steps
administered by the company including checking a reference check
and the management is satisfied that the candidate is qualified, the
manager concerned approves the appointment of this person and
the employment letter containing the terms and conditions of
employment and reporting date is sent to the qualified candidate.
TASKS
Discuss the importance of the Factories Act and the Trade Unions Act in
the employee selection process.
What is meant by the term screening?
What is the purpose of screening and how well is it achieved?
Which
o
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Every employee shall be entitled to Leave: After every 12 consecutive months of service with his
employer to not less than 21 working days of leave with full pay.
o
Where employment is terminated after the completion of 2 or
more consecutive months of service during any 12 months
leaving-earning period, to not less than one and three-quarter
days of leave with full pay, for each completed month of service
in that period, to be taken consecutively.
o
A woman employee shall be entitled to two months maternity
leave with full pay. Such a woman, who has taken 2-months
maternity leave, shall forfeit her annual leave in that year.
o
After 2 consecutive months of service with his employer, an
employee shall be entitled to sick leave of not less than seven
days with days with full pay and thereafter to sick leave of seven
days with half pay, in each period of 12 consecutive months of
service. Such will be granted on production of a certificate of
incapacity, signed by a medical practitioner.
o
Housing:
Every employer shall at all, at his own expense, provide reasonable
housing accommodation for each of employees, or shall pay to the
employee such sufficient as rent, in addition to his wages or salary,
as will enable the employee to obtain reasonable accommodation.
Water:
Every employer shall provide a sufficient supply of wholesome water
for the use of his employees at the place of employment and within
a reasonable distance of any housing accommodation provided for
them by him.
Food:
Every employee shall, where the provision of food has been
expressly agreed to in or at the time of entering into a contract of
service, ensure that every employee is properly fed and supplied
with sufficient and proper cooking utensils and means of cooking, at
the employers expense. These provisions shall not be deemed to
impose upon an employer any liability in respect of any employee
during the time such an employee is absent from his place of
o No child shall be employed in any open-cast workings or subsurface workings which are entered by means of a shaft or
adit.
No woman or juvenile shall be employed between the hours of 6.30
pm and 6.30 am in an industrial undertaking. The women and young
persons may only be employed in such circumstances,
o In cases of emergencies, that are unforeseen and which
interfere with normal work.
o Where their work is connected with raw materials, which
need their presence during such hours to preserve the
material from certain loss.
o Women, holding positions of managerial or technical nature or
employed in health and welfare services and not manual work.
o In cases of emergencies, the Minister may suspend, by
Gazette Notice, the above section as it affects women and
male young persons.
No female shall be employed on underground work in a mine,
EXCEPT, in the following circumstances.
o One holding a management position and does not perform
manual work.
o One engaged in health or welfare services.
o One, who is in the course of her studies, spends a period of
time training in the underground parts of the mine.
o One who for some reason is forced to enter the mine on a nonmanual occupation?
Employees who employ a juvenile must keep and maintain a
register of their age or date of birth, date of entry into and leaving
the employment and any such other particulars as may be
prescribed.
An authorized officer may require any juvenile in employment
to be medically examined at any time during the period of his
employment.
During the hearing of a charge for an offence under this Act, the
court may for its own reasons determine the Age of such person,
using other available evidence and if not available, using a medical
officer.
If a labour officer deems it that the employer is an undesirable
persons, or that the employment is immoral, dangerous or likely to
RULES
The minister may make rules providing for all or any of the purposes
that may be convenient for the administration of this Act. This may
include: o Prescribing anything under this Act that is to be or may be
prescribed.
o Controlling the conditions under which employees may be
housed or employed, including sanitary arrangements and
water supply.
o Controlling the feeding of the employees in cases where food
is to be supplied by the employer under the contract of
service Quantity, variety, etc.
o Regulating the care of sick and injured employees.
o Prescribing books to be kept & returns to be rendered by
employers.
o Prescribing: o For any period the maximum number of hours an employee
will be required to work.
o Intervals to be allowed to them for meals and rest.
o Holidays or half holidays allowed to them.
o Any other conditions of employment.
o Appoint labour supervisors where employees of one employer
exceed maximum allowed.
o Registration and employment of casual employees.
o Establishment and administration of employment exchanges.
o Prohibiting where necessary, employment of women, young
persons or children in specified trades or occupations.
o Requiring employers of children to furnish information and
returns to any specified officer in respect of such children.
o The issue by employers or any class of employers to
employees in relation to any particular kind of employment,
employment cards, etc.
o Prescribing particulars to be included in Certificate of Service.
o Prescribing the form and providing for the display in places of
employment, of notices relating to wages and the terms and
conditions of employment.
What are the powers of the Labour officer and medical officer
as regards the ensurance of the welfare of the workers?
In what particular instances would you consider the Act
outdated and in need of a review