RECRUITMENT & SELECTION &

Interview
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RECRUITMENT

Recruitment is the process of finding people to work for a company or become a new member
of an organization. It involves locating, maintaining and contacting the sources of man power.
The recruitment has been defined by many eminent authors as under:

In the words of Flippo, “Recruitment is the process of searching for prospective employees and
stimulating and encouraging them to apply for jobs in the organization

According to Dale Yoder, “Recruitment is a process to discover the sources of manpower to

meet the requirement of the staffing schedule and to employ effective measures for attracting
that manpower in adequate numbers to facilitate effective selection of an efficient working
force.
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In short recruitment is the process of searching for prospective employees and stimulating
them for jobs in the organization, Thus, the recruitment of employees involves the
identification of the sources of personnel, evaluation of different sources available, selection
of a particular source and stimulating the prospective candidates to apply for the job so that
right candidates may be obtained for right job.
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Meaning of Selection:

Selection is the process of carefully screening the candidates who offer themselves for appointment so as
to choose the most suitable persons for the jobs that are to be filled. It is the process of matching the
qualifications of candidates with the requirements of jobs to be filled. The selection has been defined by
many eminent authors as under:

In the words of Dale Yoder,

“Selection is the process by which candidates are divided into two classes-those who will be offered
employment and those who will not?”

According to O.Donnell,
“Selection is the process of choosing from among the candidates, from within the organization or from
the outside, the most suitable person for the current position or for the future position.”
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Selection process divides the candidates into two categories those who will be offered employment
and those who will not be. This process could be called ‘rejection’ because more candidates may be
turned away than hired. It is a process of weeding out unsuitable candidates. It is for this reasons that
selection is often described as a negative process in contrast with the positive nature of recruitment
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SOURCES & Mission
OF RECRUITMENT: ………………..at Square We Care

It is essential to organization that develops the different sources of, recruitment, when the
organization is successful in gathering a large application pool, it can adopt a rigorous
procedure in choosing the best employees without compromising on quality. However, there is
no single combination of resources and methods that will work well for all organization

The various sources of recruitment can be broadly classified into two categories:
A. Internal Recruitment
B. External Recruitment.
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Internal Sources: Internal sources of recruitment consist of personnel already working in the
enterprise. Many organizations fill job vacancies through promotions and transfer of existing staff
and it also refers to filling open jobs with the current employees of the organization. It is a
process designed to create sufficient interest among the current employees to cause them to
formally indicate an interest to a given position. The position applied for may represent a
promotion, transfer or even demotion in the organization.
Internal sources: The main sources of internal recruitment are as follows;

1. Present Employee:
The most common source of internal recruitment is through existing employees of organization.
Generally, the organization maintains the inventories of qualifications to choose employees for suitable
vacancies. The usual method of creating a pool of internal application through job posting. The evaluate
job opportunities relative to their skill, experience, interests and career goal. Promotions and transfers
from present employees are example of internal sources of recruitment
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2. Employees Referrals:
It is also a good source of internal recruitment. Employee develops good prospects for
their families and friends by acquainting them with the advantages of a job with the
company furnishing letters of introduction and even encouraging them to apply. This
source is an effective source of recruiting because many qualified people are reached at a
very low cost to the organization. A major limitation of employee’s referrals is that the
referred individuals are likely to be similar in type to those who are already working in the
organization.
3. Former Employees:
Former employees are another internal source of recruitment. Some retired employees may be
willing to come back to work on a part time basis or recommend someone who would be interested
in working for the company. Sometimes people who have left the company for some reason or the
other are willing to come back and work. An advantage of this source is that the performance of
these people is already known.
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Merits of Internal Sources:

Internal recruitment offers the following advantages.

a) It keeps employees happy and in high morale.
b) It creates a sense of security among employee.
c) Employees know that they stand the chance of promotion to higher positions. This induces
them to work harder so as to prove their worth.
d) Internal recruitment ensures continuity of employment and organizational stability.
e) Prospects of transfer to new posts inspire employees to keep on adding to their knowledge
and experience which leads to their development.
f) Filling of vacancies from internal source is quite economical and convenient. No time and
money is to be spent on advertisement, tests and interview because the knowledge and
skill of employees are already known. There is no need for orientation of employees for
preparing them for the new job.
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Demerits of Internal sources

Internal recruitment suffers from the following drawbacks:

a) Existing employees may not be fully qualified for the new job. Required talent may not be
available among the present staff.
b) All vacancies cannot be filled through internal sources. The enterprise has to depend upon
outside sources for entry level jobs.
c) Internal candidates become accustomed to the company’s work patterns and as such may
lack originality and fresh outlook. Therefore, internal recruitment involves in breeding of ideas.
d) This method narrows the choice and denies the outsiders an opportunity to prove their
worth.
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External & Mission
Sources: ………………..at Square We Care

The main sources of external recruitment are as follows;

1. Advertising:
Advertising in newspapers and journals is the most popular source of recruitment from outside. It is a
very convenient and economical method for different types of personnel. Detailed information can be
given in the advertisement to facilitate self-screening by the candidates. If necessary, the enterprise can
keep its identity secret by giving a post box number.
2. Educational Institutions:
Universities, colleges and institutes of higher education have become a popular source of recruitment
of recruitment for engineers, scientists,. Management trainees, technicians, etc. Business concerns may
hold campus interviews and select students for final interview at their offices. Universities and
institutes generally run placement bureaus to assist in recruiting students. But educational institutions
provide only young and inexperienced candidates.
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3. Personnel Consultants:
A consulting firm is a specialized agency which helps client companies in recruiting personnel. .It
serves as an intermediary between the enterprise and the jobseekers. On a requisition form a
client company, it advertises the vacancy and receives applications. It may pass on the
applications to the client company or may conduct tests and interview of the candidates, It
charges fee from the client company. This source is generally used for recruiting executives

4. Jobbers and Contractors:

These are sources of recruitment for unskilled and manual labor. They have close links with towns
and villages for this purpose.
5. Employment Exchanges:
Public employment exchanges are important sources of recruitment of personnel. Job seekers register
their names with these exchanges. Employers notify job vacancies to these exchanges that pass on the
names of suitable candidates to the employers.
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6. Leasing:
This method is often used by public sectors organizations. Under it personnel from civil services,
defense services and private sector are employed for specific periods due to shortage of managerial
personnel.
7. Unsolicited Applicants:
Due to unemployment problem in our country business concerns receive a large number of unsolicited
candidates at the main gate or through mail. Such jobseekers may be considered for causal vacancies or
for preparing a waiting list for future use.
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Merit of External sources:

The main advantages of external recruitment are as follows:

a) Wide choice:
The enterprise can choose the best personnel from among a large number of applicants.
b) Fresh Outlook:
Candidates recruited from external sources bring originality and fresh viewpoint. They are free from
the in-built preferences and prejudices.
c) Varies Experience: The enterprise can secure candidates with varies and broader experience.
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Demerits of External sources

External sources of recruitment have the following disadvantages:

a) Danger of Maladjustment:
Some candidates chosen from outside may fail to adjust themselves to new environment.
They may be irritable, quarrelsome or suspicious. They may have to be terminated and replaced.
b) Expensive:
Greater time and money have to be spent on advertising, tests and interviews of external candidates,
cost of inductions of new personnel.
c) Heart-burning:
External recruitment creates heart-burning and demoralization among the existing personnel.
d) Sense of Insecurity: Recruitment from outside creates a sense of insecurity among the present
staff. The staff may refuse to co-operate fully with the enterprise
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The success of an industrial enterprise depends upon the fact of whether the selection has been made
properly and according to the principles selection or not. In proper selection of best workers and
employees has been made, the enterprise may be successful in achieving its objectives. If proper
selection has not been made, the enterprise may not be successful in achieving it objects. Therefore,
the selections in a big industrial enterprise must be based on certain principles as follows:
1. Clear Policy of Recruitment:
The policy of recruitment must be definite and clear so that it may be easy to implement the same.
2. Observation of Government Rules and Regulations:
Before formulating the policy of recruitment and selection for the enterprise, Government rules, and
regulations of selection must be carefully understood and followed, especially with reference to the
rules of reservation, so that no legal complication may arise at later stage
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3. Policy of recruitment in accordance with the objects enterprise:

The recruitment policy of the enterprise must be in accordance with the pre-determined objectives
of the enterprise so that it may help in the achievement of objectives lf the enterprise.
4. Flexibility:
The recruitment policy must be flexible so that necessary changes may be made in it accordance to
the need of the enterprise.
5. Impartiality:
The recruitment policy must be such that the fair selection may be assured. Only the best and capable
candidate must be selected on the basis of merit
6. Recruitment by a committee:
The right to recruit the workers and employees must be assigned to a committee of capable, efficient,
experienced, senior and responsible officers of the company. Entire work of the process of recruitment
must be performed by a committee and not by any individual officer so that fair selection may be
assured.
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7. Opportunity of development to the employee:

The selection policy lf the enterprise must be prepared in the manner that it may provide
challenging opportunities to the employees of the enterprise based on their ability and
performance. It will always pursue them to do more and better work.
8. Job security:
Security of job must be assured to every worker and employee of the organization at the time of his
appointment so that he may contribute his efforts to the achievement of organizational objectives.
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Factors Effecting Recruitment and Selection Process
Recruitment and Selection process is supported by a standard & permanent process of screening.
However in some cases the screening process cannot simplify the selection process because there
are certain other factors that influence the selection process. These factors are the environmental
factors & are as follow.
Legal Considerations
Human Resource Management is influenced by the court decisions, executive orders &
legislation. The management of the organization should use the legally defensive selection tools
in the selection process.

Speed of Decision Making

The recruitment and selection process is directly influenced by the available time to make the
decision of selection. In general cases the selection process is followed by the specified policies
& procedures to protect the organization from legal issues. But in certain situations there is
much pressure on the organization that leads the management to follow the exceptional
selection process.
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Organizational Hierarchy
Recruitment and selection process varies according to the filling posts of different levels of hierarchy in
the organizational structure.
Applicant Pool
The recruitment and selection process is also influenced by the number of applicants for a particular
job. In case of many qualified applicants for a particular post, the selection process becomes selective.
For this purpose, selection ratio is ascertained by comparing the number of selected applicants to the
number of applicants in a pool.

Type of Organization
The type of the organization like government organization, private or non-profit organization etc, also
affects the selection process for the hiring individuals.
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Probationary Period
Certain organization adopts the procedure of probation period in the selection process to check the
potential of the individual on the basis of his performance. This may take the form of either validity
check on the selection process or as a substitute of some steps of the selection process.
Selection Criteria:
In most of the cases the applicants are selected on the basis of following factors or criterion.
Education
Competence
Experience
Skills & Abilities
Personal Characteristics
In way the applicant that best fits the above criterion is selected rather than the one that has
extraordinary skills or over as well as under qualified because in such case the later selected
person would not properly adjust in the organization.
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Steps Involved in Recruitment and Selection Process in HRM

In typical cases, the selection process starts with the preliminary interview after which the
applications for the employment are filled by the candidates. The candidates pass through
a number of selection tests, interviews of employment and background check &
references. The candidates that are successful in all the previous steps get physical
examination test by the company and if the results are satisfactory, they are selected.
There are several internal & external forces that influence the selection process &
therefore the managers must consider these factors before making a final decision of
selection. Following are the standardized steps of the selection process but some
organizations may alter some of these steps in their selection process.
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Initial Screening:
Generally the Selection and the Recruitment Process starts with the initial screening of
applicants so that the unqualified ones are drop out at the initial stage. Initial screening is
helpful to save the time, cost & effort of the selection committee in the following steps of
the selection process. In this step certain general questions are asked from the applicants.
There are chances that the some applicants would be unqualified for the job but some of
them would be qualified. So the main purpose of screening of applicants is to reduce the
number of applicants available in the selection process.
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Application Blank
The person’s application for employment is formally recorded in the shape of application blank. In
the next step of the selection process, an application form for the employment is completed by
the prospective applicant. The information contained in the application blank differ from one
organization to another organization and in job posts, it may vary even within the same
organization. The historical data from the candidate can be quickly collected through the
application blanks so that further verification about the accuracy of the data is carried out.
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Pre-employment Test
The physical & mental abilities, knowledge, skills, personal characteristics & other aspects of
behavior can be effectively measured through the pre-employment tests. For this purpose
there are hundreds of test that can measure the different aspects of human behavior. With
the passage of time, the application of pre-employment test is growing at a fast rate in the
selection process because they can explain the qualities & skills of applicant clearly. These
tests are more used in the large & public sector organizations.
The advantage of application of tests in the selection process is that it can ensure the
potential & qualified candidate selection from a pool of applicants for a job.
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Job Interviews
In the interview, the interviewer & applicant exchange information in order to
achieve a goal through conversation. The employment interviews are conducted
during the selection process through proper planning. The pleasant location of the
interviewing place is selected and the interviewer has the good personality with
empathy & ability to communicate & listen effectively. A job profile must be prepared
on the basis of job description before conducting interview.
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Back Ground Checks

The accuracy of the application form of the candidate is verified through references & former
employer. The educational, criminal record & legal status to work are verified. Personal references of
applicant are contacted to confirm the validity & accuracy of the provided information. Effort is made
to know the past behavior of the employees to that the future behavior can be predicted from it.
Background checks assist the selection committee in dropping the applicants that have past
insubordination issues, attendance problem, theft or special behavioral problems. The level of
responsibility of the new job directs the intensity of the background investigation.
Conditional Job Offer
After going through all the previous steps of selection process, there comes the most important step
of the selection process in which the decision of hiring is made. The applicant that best meets the
requirements of the job is selected. At start conditional job letter is issued which must be followed by
medical exam.
Medical Exam
When the conditional job letter is issued the next step of the selection process starts in which the
physical/medical examination of the selected candidate is conducted. The medical exam of the
candidate is essential to check either he takes the drugs or not. If he passes the exam, he would be
finally selected for the job.

Final Selection Decision

After passing the medical exam by the candidate, the final offer for the job is made to the candidate
by the relative department.
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Job interview

A job interview is an interview consisting of a conversation between a job applicant and a

representative of an employer which is conducted to assess whether the applicant should be hired.
Interviews are one of the most popularly used devices for employee selection.

A job interview is a process in which a potential employee is evaluated by an employer for

prospective employment in their company, organization or firm. During this process, the employer
hopes to determine whether or not the applicant is suitable for the role.

A job interview typically precedes the hiring decision, and is used to evaluate the candidate. The
interview is usually preceded by the evaluation of submitted resumes from interested candidates, then
selecting a small number of candidates for interviews. The job interview is considered one of the most
useful tools for evaluating potential employees. It also demands significant resources from the employer,
yet has been demonstrated to be notoriously unreliable in identifying the optimal person for the job. An
interview also allows the candidate to assess the corporate culture and demands of the job.
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Steps in interview process
An effective interview involves the following sequence of steps:

1) Preparation for the interview:-

Advance preparation is essential for a successful interview. The following arrangements
should be made before the interview begins:
Determining the objectives of the interview.
Choosing the appropriate type of interview.
Acquainting oneself about the candidate.
Determining the type of information to be obtained.
Selecting the right interviewers.
Selecting the candidates to be interviewed by checking and comparing their applications
and test scores.
Finalizing the interview assessment forms
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2.) The physical setting:

The place of interview should be both private and comfortable. It should be neat and clean,
well lighted. It should be free from noise and interruptions. The candidates should be properly
received and should be guided into the interview room. The interview should start at the fixed
time and the candidates should not be required to wait unnecessarily.

3.) Conducting the interview:

This step is heart of the interview process. In this activities are follows.
Establishing rapport with the candidate and gaining his confidence exchange of a smile,
offering seat to the candidate, etc.
Getting complete information-for this purpose,
Ask open-close question.
Use the language which is clear to the candidate.
Recording the observation- the interview should write down in brief his observation of the
candidate on the interview forms. Such notes will indicate to the candidate the interviewer’s
interest and thereby encourage him to talk freely. These notes will also be helpful in
evaluating the candidate later.
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4.) Closing the interview:

The close of the interview is as significant as it beginning. The interview is a
trying situation for the candidate. Therefore, it should end with a happy note without any
awkward situation. before closing the interview the candidate should be asked whether he wants
to make any comments in order to the interviewer may show some sing at an appropriates time .
Laying down the pen, pushing back the chair saying thank you, that's all are these sings.

5.) Evaluation of results:

After interviewers is over, the interviewer should evaluation the candidate’s
suitability for the job . It is based on observation impression and information collected during the
interview. The evaluation may be done either by grades ranging from . After the interview , a list
of selected candidates is prepared.
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Types of interview
The interviews are classified by the purpose for which the interview is held.
Promotion interview:-
Persons due for promotion are interviewed even if there is no competition. The interview is
likely to be informal and serves as induction into a new team, with new responsibilities.
Clarification about nature of duties, responsibilities and expectations are made during a
promotion interview.
Informal interview:-
It is planned and is used when the staff is required urgently. A friend or relative of the
employer may take a candidate to the house of employer or manager who ask few questions
like name, birth place ,educations and experience,etc. when candidate enquires about the
vacancies after reading an advertisement, it’s a example of informal interview
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Formal interview:
This type of interview is preplanned and is held in a formal atmosphere. All the formalities and
procedure,e.g.the time, the venue and the questions to be asked are decided in advance.
Appraisal or assessment interview:-
An appraisal interview is one of the methods of periodical assessment of employees. There are
other methods like completion of self assessment forms and assessment by supervisors. But
annual appraisal interview is the best method for judging employees' attitudes. A face-to-face
confidential talk is an opportunity for both , the employee an the supervisor to discuss several
issues.
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Patterned or structured interview:

Such interview is fully planned to a high degree of accuracy and precision. It’s based on the
assumption that to be more effective every pertinent detail should be worked out in advance.
Therefore, a list questions to be asked is prepared and the questions are asked in a particular cycle.
The time to be allowed to each candidate and the information to be sought a pre decided. The
interviewer is carefully selected.
The interviewer actively participates and the candidate is expected only to answer the questions.
Thus, a standardized pattern is adopted or the structure of the interview is decided in advance. Such
interview is also known as directed or guided interview. It allows for a systematic coverage of the
required information
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Stress Interview: -
This interview aims at testing the candidate’s job behavior and level of withstanding during
the period of stress and strain. Interviewer tests the candidate by putting him under stress
and strain by interrupting the applicant from answering, criticizing his opinions, asking
questions pertaining to unrelated areas, keeping silent for unduly long period after he has
finished speaking etc. Stress during the middle portion of the interview gives effective
results. Stress interview must be handled with at most care and skill.
Behavioral Interview:-
In a behavioral interview, the interviewer will ask you questions based on common situations
of the job you are applying for. The logic behind the behavioral interview is that your future
performance will be based on a past performance of a similar situation.
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Group Interview:-
Many times companies will conduct a group interview to quickly prescreen candidates for
the job opening as well as give the candidates the chance to quickly learn about the
company to see if they want to work there. Many times, a group interview will begin with a
short presentation about the company. After that, they may speak to each candidate
individually and ask them a few questions.

Lunch Interview:-
Many times lunch interviews are conducted as a second interview. The company will invite
you to lunch with additional members of the team to further get to know you and see how
you fit in. This is a great time to ask any questions you may have about the company or
position as well, so make sure you prepare your questions in advance.
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Group Discussion Interview:-

There are two methods of conducting group discussion interview, namely group
interview method and discussion interview method. All candidates are brought into one
room i.e. interview room and are interviewed one by one under group interview This
method helps a busy executive to save valuable time and gives a fair account of the
objectivity of the interview to the candidates.
Under the discussion interview method, one topic is given for discussion to the
candidates who assemble in one room and they are asked to discuss the topic in detail.
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Depth Interview:
In this type of Interview, the candidates would be examined extensively in core areas of knowledge
and skills of the job. Experts in that particular field examine the candidates by posing relevant
questions as to extract critical answers from them, initiating discussions regarding critical areas of
the job, and by asking the candidates to explain even minute operations of the job performance.
Thus, the candidate is examined thoroughly in critical / core areas in their interviews

Phone interview:
A phone interview may be for a position where the candidate is not local or for an initial
prescreening call to see if they want to invite you in for an in-person interview. You may be asked
typical questions or behavioral questions.
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Panel or board interview:

such interview is conducted by a group of interviewers. It seeks to pool the
collective wisdom and judgment of several interviewers. Question are asked in turn or at
random. The candidate may even be asked to meet the members of the panel individually
for a fairly lengthy interview.
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Limitations of interview

Interview is a widely used method of employee selection. But it suffers from several pitfalls,
some of which are given below:
Personal bias:-
interview like other people have personal biases. Their likes & dislikes about hairstyle, dress,
fluency of speech, etc. affect their judgment.
Halo effect:-
under this type of error, a single prominent characteristics of the candidate affects the
judgment of interviewer on all other traits. For example, an interviewer may conclude that a
poorly groomed candidate is stupid or alternatively, he may overrate the candidate’s
qualifications just because of his pleasing personality.
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Constant error:-
such error arises because the interview of previous candidate unduly influence the interviewer in
favor or against the candidate. For example, a qualified candidate may be underrated just because
the previous candidate was very brilliant.
Projection:-
error of projection arises when an interviewer expects his own knowledge, skills and values in a
candidate. Therefore , he is likely to select candidates who resemble him in terms of manners,
background, voice, etc.
Leniency:-
it implies the tendency to assign high scores. It’s normally associated with lack of confidence and
interest in rating. The opposite of leniency is toughness, i.e., the tendency to constantly give low
scores. This may arise due to exaggerated expectation ,lack of contact with people
Thank You