Job description

The job description is a brief statement that tells the general information about the job.
In plain English, it is where the nature of the job is described. The job description is
briefly taken from the job analysis, and it comprises of information about the
workplace, duty-timing, salary, responsibilities, and other general information.

Job specification

The job specification derives from the job description; it is one of the most important
readable information for the job-hunter as it tells about the eligibility criteria for the
certain post. The job specification holds information regarding the eligibilities for the
vacancy. It lets applicants know what skills, level of experience, education, and
abilities are required for the role. As mentioned in our Candidate series, a good CV
(curriculum vitae) is one that is tailored to a job’s specifications. Using a job’s
specification in an application is like answering a recruiter’s questions before they
have even asked them and sets those apart from others.

Definitions of a job description and a job specification

A job description is a document that states an overview of the duties, responsibilities,

and functions of a specific job in an organisation.

A job specification is a statement of the qualifications, personality traits, skills, etc.

required by an individual to perform the job.

Differences between a job description and a job specification

Content

A job description usually lists out the job title, location, job summary, working
environment, duties to be performed on the job, etc.

A job specification lists out the qualifications, experience, training, skills, emotional
attributes, mental capabilities of an individual to perform the job.

Measures

A job description measures the tasks and responsibilities attached to the job.

A job specification measures the capabilities that the job holder must possess to
perform the job.
Usefulness

A job description offers ample information about the job which helps the management
in evaluating the job performance and defining the training needs of an employee.

A job specification helps the candidates who are applying for a job to analyse whether
they are eligible for a particular job or not.

Benefit

A job description statement helps the organisation to be clear about 'Who should do
what'.

A job specification statement helps the management to make decisions regarding

promotion, bonuses, internal transfers, and salary increases.

Recruitment is the procedure of searching for, finding, and hiring new employees.
Before discussing the recruitment process, you must first understand what has brought
about the need for recruitment. In the case of a new business, employees would need
to be recruited to perform operational tasks.

If a company wants to expand its operations, it will look to recruit employees. The
expansion may be planned in terms of increasing production or manufacturing
different products for new markets. The need for recruitment also arises when existing
employees are leaving or have left the company. The company will then naturally
want to replace these staff with new employees.

Types of recruitment

Recruitment may be done internally by the company’s Human Resources (HR)

department, or it can be delegated to other recruitment companies with the expertise to
effectively complete the process of recruitment. There are two primary types of
recruitment:

Internal recruitment – In this type of recruitment, a company recruits employees

from the existing employees. It is usually done by promoting the existing employees
to more senior positions or by transferring them to different departments. A vacancy
notice is posted on the company’s internal communication platforms, and in some
cases senior managers recommend an employee for a new job role.

There are many benefits to internal recruitment. For example, the company does not
have to advertise externally, thereby reducing costs. Existing employees are already
familiar with the company and its working environment; therefore, they would not
take too long to adjust to new roles.

External recruitment – In this type of recruitment, a company wants to hire people

from outside the company. External recruitment is necessary when a company is
either new or wants to expand its operations by producing new products for new
markets.

The job is typically advertised on the internet, in newspapers, magazines, etc. This
recruitment can be done either by the company’s HR department or the external
recruiters. It is a good method to add fresh talent to the existing pool of employees but
it is more costly than internal recruitment.

The method of recruitment

Figure 1 below outlines the recruitment process:

Recruitment needs identification – The process starts with identifying the need for
recruitment. A new business opening, expansion, or job role in the company are all
examples of recruitment needs.

Job analysis – Job analysis should be conducted in the next step. This analysis helps
in interpreting the role of the job. Important details such as job description and
applicant specifications are identified through job analysis. These analyses help in
determining the duties associated with the job and the key attributes a potential
applicant must have to be considered for the job.

Job advertisement – In this step, the jobs are advertised. Appropriate advertising
channels are used for specific recruitments. Internal and external advertisements are
employed depending on the type of recruitment a business is looking for.
Creation of a pool of applicants – People apply for the jobs after reading about them
via advertisement. This process continues till the application deadline. Finally, a pool
is created of all the applicants.

Recruitment and Selection: The importance of selection

Selection is an integral part of the overall recruitment process, happening after the
creation of a pool of applicants. Once the HR department or the external recruiter has
a list of applicants, they start the process of selection.

Selection is about choosing the employees who are the most suited for the advertised
job from the pool of applicants.
The whole process depends on the effectiveness of selection. Applicants are
shortlisted at this stage, and they are put through different tests to check their
competence. A wrong selection could put the entire recruitment process at risk,
meaning a loss of financial resources, time, and effort.

Recruitment and Selection: Method of selection

The following methods are the most used by employers in the selection process.

Interview – This is the most common method used in selection. A panel comprised of
two or more people interviews applicants. Different questions related to the applicant
and the job are asked during the interview. This helps give a general impression of the
applicant.

Psychometric test – In this kind of test, multiple-choice questions are asked from the
applicant. This test helps in determining the personality of the applicant. It is an
effective method to use in the selection because it shows whether the applicant is a
right fit for the role and the company culture or not.

Assessment centre – In this method, applicants are required to complete a set of

tasks. These tasks are usually like the actual tasks on the job. It could give a
comprehensive analysis of the applicant’s expertise and personality for the role.
Why an effective recruitment and selection process is important

An effective recruitment and selection process ensures the appointment of the right
employees for the job. It means employees who are skilled and experienced in the
field join the workforce. It could be a costly process, but its benefits outweigh its
costs.

Increase in productivity – Having skilled and experienced employees would increase

productivity in any business. Employees can produce more in less time. This means
the cost of production could decrease as the production becomes efficient.

Quality products – Employees with expertise and knowledge produce quality

products. It often happens that quality is compromised during production due to a lack
of knowledge and skill. Having competent employees certainly reduces the likelihood
of a lapse in the production process.

Better customer service – Customer service is an important factor in the success of a

business. Employees, who are best at their jobs, are better equipped to give value to
customers. They know the product and can assist the customers in a better way. This
will result in customer satisfaction and better customer service overall.
Higher employee retention – Effective recruitment and selection process ensures
appointing employees who are more suited and motivated for the job. Employees with
motivation who enjoy their work are less likely to leave their jobs. For businesses, this
means a higher employee retention rate. This is significant because the whole process
of recruitment can cost a lot. Having long-term employees mean that employers do not
have to spend on recruitment repeatedly.

WHAT IS ORIENTATION?

Orientation is the process of introducing new employees to their work environment

and to the company. This process typically includes an overview of the company’s
history, culture, and mission, as well as a tour of the workplace. New employees are
also typically given a overview of their job duties and expectations. Orientation helps
new employees become familiar with their new surroundings and feel prepared to start
working.

What are the benefits of Orientation?

It provides an opportunity for employees to learn about the organization’s history,
culture, values, and goals. Orientation also helps employees to understand their job
responsibilities and the expectations of their supervisors. Additionally, orientation
provides employees with information about the benefits and policies of the
organization. Orientation helps employees to feel welcomed and valued and allows
them to develop a sense of belonging to the organization. By providing employees
with a clear understanding of the organization and their role within it, orientation
helps to create a foundation for a successful work relationship.

What are the costs of Orientation?

There are many costs associated with Orientation, both tangible and intangible. Some
of the tangible costs include the cost of training materials and instructors, the cost of
time employees spend in orientation, and the cost of lost productivity as employees
learn the ropes. Intangible costs include the cost of lost opportunities, such as the
opportunity to learn from mistakes, and the cost of a negative first impression. The
total cost of Orientation can be significant, and it is important to weigh the benefits
against the costs to ensure that the investment is worth it.

What are the alternatives to Orientation?

There are many alternatives to Orientation. One alternative is Onboarding, which is a

process that helps new employees become acclimated to their new job and company.
Onboarding typically includes orientation, but also may include training, social
activities, and mentorship. Another alternative is Induction, which is a process that
helps new employees understand their company’s culture, values, and business
strategy. Induction typically includes orientation, but also may include training, social
activities, and mentorship.

How do you build an Orientation system?

The first step in building an orientation system is to assess your needs. What
information do new employees need to know in order to be effective in their roles?
Once you have a good understanding of what needs to be covered, you can start to
create an outline or agenda for the orientation.

The next step is to develop the materials that will be used in the orientation. This
includes everything from the agenda to the handouts and resources. It’s important to
make sure that all of the materials are accurate and up-to-date.
Once the materials are created, it’s time to start creating the actual orientation. This
can be done in-person or online, depending on your needs. In-person orientations can
be more interactive, while online orientations allow employees to access the
information at their own pace.

The final step is to evaluate the orientation. Did employees find the information
helpful? Was the orientation effective in getting employees up to speed? By
evaluating the orientation, you can make necessary changes and improvements for
future orientations.

MEANING AND DEFINITION OF TRAINING

Training is the important subsystem of human resource development. Training

is a specialized function and is one of the fundamental operative function and is
one of the fundamental operative functions for known resource management.

Training is a short-term process utilizing a systematic and organized procedure

by which non-managerial personnel acquire technical knowledge and skills for a
definite purpose. It refers to instruction in is technical and mechanical
operations, like operation of some machines. It is designed primarily for non-
managers, It is for a short duration and it is for a specific job- related purpose.

A. ON-THE-JOB TRAINING METHODS:

Under these methods new or inexperienced employees learn through observing

peers or managers performing the job and trying to imitate their behaviour.
These methods do not cost much and are less disruptive as employees are
always on the job, training is given on the same machines and experience
would be on already approved standards, and above all the trainee is learning
while earning. Some of the commonly used methods are:
1. Coaching:

Coaching is a one-to-one training. It helps in quickly identifying the weak

areas and tries to focus on them. It also offers the benefit of transferring theory
learning to practice. The biggest problem is that it perpetrates the existing
practices and styles. In India most of the scooter mechanics are trained only
 through this method.

2. Mentoring:

The focus in this training is on the development of attitude. It is used for

managerial employees. Mentoring is always done by a senior inside person. It
is also one-to- one interaction, like coaching.

3. Job Rotation:

It is the process of training employees by rotating them through a series of

related jobs. Rotation not only makes a person well acquainted with different
jobs, but it also alleviates boredom and allows to develop rapport with a
number of people. Rotation must be logical.

4. Job Instructional Technique (JIT):

It is a Step by step (structured) on the job training method in which a suitable

trainer (a) prepares a trainee with an overview of the job, its purpose, and the
results desired, (b) demonstrates the task or the skill to the trainee, (c) allows
the trainee to show the demonstration on his or her own, and (d) follows up to
provide feedback and help. The trainees are presented the learning material in
written or by learning machines through a series called ‗frames‘. This method
is a valuable tool for all educators (teachers and trainers). It helps us:

5. Apprenticeship:

Apprenticeship is a system of training a new generation of practitioners of a

skill. This method of training is in vogue in those trades, crafts and technical
fields in which a long period is required for gaining proficiency. The trainees
serve as apprentices to experts for long periods. They have to work in direct
association with and also under the direct supervision of their masters.

The object of such training is to make the trainees all-round craftsmen. It is an

expensive method of training. Also, there is no guarantee that the trained
 worker will continue to work in the same organisation after securing training.
The apprentices are paid remuneration according the apprenticeship
agreements.

6. Understudy:

In this method, a superior gives training to a subordinate as his understudy like

an assistant to a manager or director (in a film). The subordinate learns
through experience and observation by participating in handling day to day
problems. Basic purpose is to prepare subordinate for assuming the full
responsibilities and duties.

Off-the-job training is conducted away from the work situation and therefore is
more often than not simulated and/or hypothetical. Techniques include lectures,

1. Lectures

The lecture is a set of words spoken by the instructor. It is conducted

in a verbal format offering a relatively passive and un stimulating experience for
learners.

The lectures should:

a. Speak loudly and clearly enough to be heard. Amplification of the

voice is done if there are a large number of listeners. A microphone is
also used for this purpose.
b. A lecture should be centered around a single theme or thesis.
c. Develop inherent, exclusive topics of discussion.
d. Develop each area of discussion with a variety of evidence. This
includes samples, statistics, and objects of display, illustrations,
quotations, analysis and concrete examples.
2. Conferences
A conference is a group meeting conducted according to an organized plan in which
the members seek to develop knowledge and understanding of a topic by oral
participation. It is an effective training device for persons in the positions of both
conference members and conference leader.
As a member, a person can learn from others by comparing his opinions from those of
others. He learns to respect the viewpoints of others and also realizes that there is
more than one workable approach to any problem.

The literal meaning of conference is ‘consultation’. But in practice, conference

implies sharing some information with an audience of a large number of people. It is
conducted in a big hall where the participants are allowed to exchange their views and
satisfy their queries.

1. Group Discussion

Training through special lectures is also known as ‘classroom training”. It is more

associated with knowledge than with skills. The special lectures may be delivered by
some executives of the organisation or specialists from vocational and professional
institutes. Many firms also follow the practice of inviting experts for special lectures
on matters like health, safety, productivity, quality, etc.

These days, lectures are also supplemented by discussions, films, demonstrations, etc.
The main emphasis of the special lectures is to enrich the workers with advanced
knowledge in specific areas related to the effective performance of the job. Such
courses can be more effective if they ensure two-way traffic between the trainer and
the trainee.