Dinesh Divekar
Business Mentor, Consultant And Trainer
Insolvency N Gst Professional

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At my current organisation the hiring is just happening without anybody's approval or budget. Need to write an email to all the stakeholders regarding the hiring process, so that it should not get impact while auditing. Required your suggestions.
From India, Mumbai
Drafting a letter .mail to all stake holders is fine and not difficult.
More important is the lax practise of hiring w/o permissions and budgets.
The top management has to take a call and lay down who is entitled to hire,involvement of HR in full process, prior sanctions and holistic exercise of review of need for employee etc.
This email should not be sent by you as HR w/o a prior discussion with top management.
Report the issue to management with details of how many recruitments have taken place w/o HR intervention, pay scales and issue which this ad hoc selections are creating-facts,figures and impact on overall budget.
Then write the letter after obtaining written consent of management

From India, Pune
Dear Rakesh,
This is in addition to what Mr Nathrao has said. I appreciate your concern on unrestricted recruitment. Nevertheless, though you have come up with your requirement, what you have not mentioned is your designation and who is recruiting without approval, what kind of these senior managers have on the top leadership.
Problems of this kind arise due to the following reasons:
a) No proper "Policy on Employee Recruitment". In this policy, authority must be well-defined as to who are authorised to create a new vacancy and what is the procedure to fill this vacancy.
b) While creating a new vacancy, a proper check-list needs to be developed that covers all the operations need for the vacancy.
c) Not having policy on employee recruitment apart, a study of the operations is not made that decides the requirement of the manpower. You also need to define the benchmark of your industry. For example, in the hotel industry there is a benchmark for number of employees per room.
d) Number of employees are not linked to the customer satisfaction. Did increase in manpower translate into higher level of customer satisfaction? Manpower cost has gone up but did it reduce some other cost? This Cost Benefit Analysis (CBA) needs to be done.
e) Going still higher level, company needs to do Time and Motion Studies. This is not done.
f) Can technological advances reduce the dependence on the employees? This factor is not studied.
Rather than writing the mail, I recommend you discussing the issue with the top leadership. Thereafter, you may prepare the draft of the Policy on Employee Recruitment. When a person comes to the public forum asking for the draft of the mail, can this person make draft of the policy is a point to moot however, you may take help of some consultant. Feel free to contact me for my paid services.
Deciding on the right manpower is always a challenge. Nevertheless, excess manpower is problematic as much excess luggage is. More employees means more supervision and thereby more interpersonal issues or even conflict too.
Dinesh Divekar

From India, Bangalore
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