Staff selection process is all about choosing the most suitable candidate for each job vacancy in a business organization. It involves the series of steps by which the candidates are shortlisted, interviewed, tested and screened for choosing the most suitable person for vacant post.
There are many factors that influence the staff selection process in a business organization. Therefore, business managers need to consider several things when selecting the most suitable candidate for a job vacancy.
Those factors typically include the nature of the job and the seniority of the vacant post as well as the nature of the selection process itself such as the size of the business, the resources available, the supply situation in the labor market the location of the firm, etc. Usually, the more senior the post, the longer and more complex the selection process is going to be.
While making the right choice is difficult and can always be argued, there must be reasonable justification for giving equal opportunities to all job applicants.
Staff selection process
When applicants apply for a job, the job application process mainly requires them to complete an application form as well as submit Curriculum Vitae (CV) and Cover Letter (Letter of Application).
The Human Resource (HR) department and the director of the department where the vacancy exists will look through all the job applications.
Once the firm has received the completed set of documents, the HR team will assess the applicants against the criteria set out in the job description and person specification. The shortlisting process involves comparing the application form, the CV and the Cover Letter of a candidate against the job description and person specification.
In case there are many applications, a long list of candidates may be selected and then this is reduced by initial screening, so the firm is left with a shortlist.
All of the unsuitable candidates will be rejected by reviewing applications and choosing a certain small number of the most suitable candidates. The main aim is to identify suitable applicants for the job and produce a shortlist of candidates for an interview, or some other formal selection procedure.
Staff selection methods
To get the most out of the staff selection process, all other prerequisites including job analysis, job description, person specification and job advertisement must have been carried out effectively.
The three main methods used to choose the best candidate for a job are interviews, testing and references. Let’s take a look at them in details now:
1. INTERVIEWING. After receiving applications and shortlisting applicants, the business will select applicants to be invited for an interview. Interviews are the most common method of employee selection. The objective of interviews is to establish the best match between the applicants and the vacant job. The interview will give the employer a better idea about what the applicants are like, whether they are suitable for the job being offered and whether they will fit well into the firm. Interviews will also give applicants more information about the job itself and the business. Job interviews can take various forms of communication such as in person interview, telephone interview or video interview:
– In person interviews. Face-to-face interviews are usually carried out at the business allowing the manager to meet and talk with the applicants. These interviews can range from having just one interviewer to several people interviewing the candidate at the same time which is known as a panel interview.
– Telephone interviews. Phone interviews between the applicant and the recruiter take place over the telephone. These interviews usually happen when meeting with the applicants face to face is not possible. Phone interviews can be useful for recruiting those workers who are involved in telesales.
– Video interviews. Video-conferencing interviews use information communication technology to recruit mainly candidates from overseas or other remote areas of the country. These interviews save on the costs of people having to physically meet when recruiting people to fill middle and senior management posts.
An interview being a two-way dialogue between the interviewer (representing the employer) and the interviewee (the candidate applying for a job), both parties can make more informed decisions when selecting each other for a job. That is why interviews can also take place with various people:
– One on one interviews. Individual interviews are usually Q-and-A sessions with one or two people. The less senior the position, the less people are likely to be involved in the interview process.
– Panel interviews. Group interviews are usually organized with more than one or two people to interview the candidates simultaneously in order to judge the candidate’s behavior in various situations.
– Multiple interviews. Interviews with several parts require candidates to go through several stages of interviews with a number of interested parties.
During the interview, job candidates are asked a series of questions on their skills, experience and personality to see, if they have potential to both perform well and fit into the business culture. These questions should link to the job description and the person specification. There are two main categories of interview questions:
– Behavioral-based questions. These are used to assess a candidate’s behavioral patterns and the overall initiative and start off as ‘Explain an example of when you had to (…)’, or ‘Tell me about the situation when (…)’.
– Situational-based questions. These are used to assess an applicant’s judgmental abilities and critical thinking skills and start off with a hypothetical scenario as ‘If one of your team members was constantly late to work, what would you do?’
Unfortunately, interviews are very time-consuming as they typically last around 30-60 minutes each. Additionally, interviews may not be reliable in selecting the best applicant because candidates often lie or hide the truth.
Hence, combining interviews with other forms of selection should also be used to such as testing and references check to provide more reliable outcomes.
2. TESTING. Many companies include tests during the selection process to confirm whether the candidate really has the qualities or skills needed for the job. Although testing is time consuming, it increases the chances of hiring the best candidate for a job which reduces costs incurred in the long term in case the wrong applicant is hired. Job candidates are mainly assessed according to aptitude tests which test their skills and abilities in a specific task as well as psychometric tests which test their character, attitudes and personality by using a series of role plays, questions and problem-solving situations. The three main types of testing used in recruitment include the following:
– Aptitude tests (attainment tests). These tests assess a candidate’s abilities, knowledge and skills in a specific profession. Aptitude tests test whether the candidate possess appropriate skills level, what the candidate knows and can do and how well he or she can perform specific tasks required by the job. For example, using computer software applications, voice tests, the speed and accuracy of computer typing, fix a problem on a car, reading typical letters that the business receives, etc. These tests are more often applied to posts which require physical effort.
– Psychometric tests. These tests assess a candidate’s personality, character, attitudes, traits and characteristics. Psychometric tests test whether the candidate shows proper attitude, has level of motivation, fits into a team, responds to the pressures of the job, is prepared to accept or seek responsibility, is a team player or loner, extrovert or introvert, passive or assertive? These tests are more often applied to senior posts.
– Intelligence tests. These tests assess a candidate’s mental ability including skills of general knowledge, literacy, numeracy and reasoning. Intelligence tests test whether the candidate has the mental abilities required for the job. These tests are more often applied to senior posts which require mental effort.
3. REFERENCE CHECK. References are written statements about an applicant from independent individuals who have knowledge about him/her. Job candidates are asked to provide contact details to a few independent referees such as previous employers, past supervisors, colleagues, educational institutions or personal connections who might be asked to confirm the strength and weaknesses of an applicant as well as give comments on candidate skills, aptitudes, personality, motivation and loyalty. This serves as the final security check to ensure the information given by candidates in their application forms and CVs are both truthful and accurate.
In summary, the process of selecting employees boils down to looking at completed application form, conducting initial and follow-up interviews, employment tests and background investigations.
Following the result of interviews and results of any tests, the interviewers will select who they think is the best applicant for the job. Then, the applicant will first receive an informal phone call or email offering him or her the job, the formal job offer in writing will follow soon.
Once the new employees start working, they will be given a contract of employment, and induction training as well will be required to go through the probationary period.
