HR TOOL KITBy: Tamer Moustafa

Topic: acquiring and maintaining human resources

Date:24-11-2015

WHY? Everyday there is something new not

only in labs but also in every aspect of Science.

The HR science is developing everyday and here you can find spotted some of the latest trends and best practices related to acquiring and maintaining Human resources…..

WHAT WE COVER HERE? How to design a job position and description? Tips for conducting a successful employee

search. How to conduct an employment interview? Tools for evaluating employee performance How to develop an effective employee training

program? Suggestions and procedures that support and

helps effective performance evaluation and improve organizational performance….

1-How to design a job position and description?

1-HOW TO DESIGN A JOB POSITION AND DESCRIPTION?

First there are some general information that should be gathered like :the classification, working title , employment type ,job function, job level, pay range, department name and number, position number, percentage of effort, the job description summary, comparable positions, etc.

Second a job analysis should be carried out to obtain the coming information:

*Key Accountabilities The main areas of responsibility within a job.

* Duty Statements Sentences that provide additional information about the tasks associated with the Key Accountability.

*Percentage of Time ;Estimates the portion o f the job that is spent on a particular Key Accountability.

Methods of carrying out a job analysis: questionnaire , collecting data from the market (competitors data), analyzing history of similar jobs…etc.

After we get raw data from the process of job analysis we now arrange it in two main areas:

1-Job description (duties to be done). 2-Job specifications (requirements of the

individual to be able to carry out the job duties)

including : a-minimum requirements b-additional skills that would be

considered a plus.

On designing a job position and description the HR specialist should consider and follow the laws of labor effective in the country where the job is posted .

The job should be aligned to the recruitment plan of the HR and in harmony with the HR strategic plan which is matched with the Organization goals and strategy.

2-Tips for conducting a successful employee search

2-TIPS FOR CONDUCTING A SUCCESSFUL EMPLOYEE SEARCH

It is worth to mention that employee search and recruitment is not an easy process and it requires a well trained staff to execute it.

Before deciding the type of recruitment way you will choose there are some important notes to be considered in the job ads:

Job ads should : 1-Mention the benefits to the organization

of a skilled workforce. 2-Published internally as well as externally. 3-Ensure the information in the ad matches

the selection criteria. Do not use stereotyped language and avoid

all types of discrimination. Be coping with equal opportunity principles.

Where and how to search for the right employee (Recruitment channels):

sourcing candidates can include . 1- Online recruiting,2- Holding job fairs, 3-College recruiting .4- The development of employee referral programs. 5-Social media recruiting, 6-Mobile outreach .7-Employment branding campaigns.

While doing employee search consider this: 1-You can use an external recruiter if this suits the

position posted. As some positions needs a clever and professional head hunters assistance.

2-Recruitment costs ;as it is important for the recruitment process to be cost effective .some tools are used to measure the cost effectiveness of a recruitment channel and can used to compare recruitment channels. One tool is the yield ratio which is simply dividing the total no. of applicants received by using a certain recruitment channel and dividing it by the no. of applicants who make it to the next step of the process.

3-How to conduct an employment interview?

3-HOW TO CONDUCT AN EMPLOYMENT INTERVIEW?

Interviews are a critical part of the hiring process and it mandates a trained manager to perform an interview.

Interviewing is a process and it should begin with planning.

The process begins after recruiting the candidates, the applications should be filtered according to a preset criteria related to the job specifications.

Some companies use some tests to filter those candidates who passed the minimum requirements and this is a way to short list those who will be invited for interviews.

The tests may vary from reasoning exams to aptitude tests and other tests that measure personality traits.

The interview itself could be carried in different ways; examples of this are telephone interviews or video interviews or even the traditional interviews and sometimes companies use a mix of these types.

It s better in most of the cases to use a structured planned interview than an unstructured one ,as the former ensures more fairness because it draws all the candidates to the same measuring tools.

The tools used in the interview process should be valid and reliable to assure hiring the best candidate .

What to ask in an interview? **Interview questions are summed in

four categories: fact-finding, creative-thinking, problem-solving and behavioral.

***Avoid illegal questions such as those concerning religion , national origin, disabilities..etc.

The interviewer: ***Should be honest and should

develop rapport with the candidate. ***Should take notes for the imp.

Highlights. ***Should pay attention to the

nonverbal clues of the candidate.

4-Tools for evaluating employee performance

4-TOOLS FOR EVALUATING EMPLOYEE PERFORMANCE

Performance appraisal (evaluation) systems are indispensible to assess potential and identify training needs.

Layoffs , termination and promotion decisions depend mainly on the performance evaluation results.

Performance evaluation is an important tool used to motivate employees and provide them with necessary feedback.

Employee evaluation measures performance in different areas such as:

1-the employee technical skills. 2- interpersonal communication. 3-motivation and productivity. 4-Some employees are also evaluated

according to what percentages of their goals they attained during the year.

There are several Types of performance appraisal methods:

1-Graphic rating scale, 2-Essay, 3-Checklist scale. 4-Critical incidents. 5-Work standards approach. 6-Ranking and 7-MBOs 8-BARS Of the above mentioned we will focus on the last two

because they are very common in many industries.

MBO where there are pre-set objectives at the beginning of a period of time . these objectives are agreed upon by both the manager and the employee then after a certain period the manger will measure how much of the objectives had been achieved ..

**Its to be noted that the objectives set in such a model should be SMART objectives where they are specific ,measurbale,acheivable ,realistic and time limited.

BARS is a an appraising method where a rating scale is used but here there is a specific narratives for every degree on that scale to define good or poor performance.

Evaluation process should be job specific and should be tailored for each job title.

Employees and managers should be involved and trained about the evaluation process and the goals should be well understood to ensure their full engagement.

Performance evaluation is a continuous process and should not be limited only to the appraisal time.

Appraisals should be carried out fairly and bias should be avoided.

An improvement plan and what to do next should accompany the appraisal results ,to make sure that performance is getting improved in the way that serves the organization goals.

5-How to develop an effective employee training program?

5-HOW TO DEVELOP AN EFFECTIVE EMPLOYEE TRAINING PROGRAM?

Training is one of the most important assets of a successful business.

Maintaining the quality and improving the productivity of employees depend mainly on effective and continuous training.

Training itself if done properly will motivate employees and this will create a more energetic work place and sure will lower turn over rate.

Training is a continuous process and starts from orientation then this is followed by in-house training and mentoring then it will extend to include external training.

The phases above is dependant on the need of the employee and his timeline status within the company.

For example; Orientation is mandatory for new entries while external training is very important for high managerial levels to keep them up-to-date with the cutting edge technologies in their industry…

To design an effective training program these guidelines should be considered

1-Identify training goals. 2-Make a schedule program addressing the training needs and

objectives. 3-Aquire right and proper training materials. 4-Find the right trainer for each training session. 5-Use the training methods that suits the subject and encourage

effective communication. 6-Track progress and monitor if the training is achieving the

required goals which should be aligned with the company objectives and strategy.

7-Encourage feedback and modify the training plan when needed.

The support and understanding of management, are mandatory for training programs to be effective and successful.

Don't use training solely when problems arise. In fact One of the goals of training is to prevent problems before they happen.

6-Suggestions and procedures that support and helps effective performance evaluation and improve organizational performance.

6-SUGGESTIONS AND PROCEDURES THAT SUPPORT AND HELPS EFFECTIVE PERFORMANCE EVALUATION AND IMPROVE ORGANIZATIONAL PERFORMANCE

To improve performance these steps should be considered:

1-Identify the problem or the leakage. 2-Set the plan and put time limited

goals and SMART objectives (long-short) term.

3-Monitor implementation and modify when necessary.

Improvement is everyone s responsibility and its job specific.

Make an environment that encourage continuous feedback not only at appraisal times.

Performance evaluation is a continuous process it should be associated with rewarding to top performers and an improvement plan for those who are lagging behind . goals should be set every time and monitoring should be applied during the whole process.

HR professionals should organize the whole process and provide guidance and training on how to evaluate performance and how to put and implement improvement plans.

Here are the procedures of effective strategic planning to improve individual and organizational performance

1-Start by engaging commitment to all those who should be involved in the process at all levels.

2-Purpose guides everything and setting specific goals is the name of the game.

3-Analyze the organization in its context and spend fair time doing this, because this will identify the roots of any performance issue.

4-Decide strategies and communicate them with feedback asking.5-Evaluate plan execution and interfere when necessary to keep

on track.

Thank YOU….

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