Seeking Guidance on HR Challenges: Recruitment, Interviews, and Employee Reviews

Please help me with these HR questions:

Recruitment of a New Office Receptionist

1. The Human Resource Department is usually responsible for the recruitment of staff. What steps are involved in the recruitment of a new office receptionist if the organization chooses to:
a) use an employment agency to obtain the new employee or
b) advertise themselves for the new employee.

Advantages and Disadvantages of Using an External Recruitment Agency

2. What are the advantages and disadvantages of using an external recruitment agency to obtain a new employee?

Interview Process Challenges and Solutions

3. What are the problems associated with the interview process? What approaches can the organization make to ensure fair and meaningful interviews?

Induction Session Tasks for a New Employee

4. What are the main tasks you will need to undertake in an induction session for a new employee as a Human Resource Manager?

Review Session After Probationary Period

5. A new employee has completed a three-month probationary period, and as a Human Resource Manager, you need to have a review session with him to confirm whether or not to put him on the permanent staff. What issues might you raise with the employee, and what questions might you ask?

Yearly Staff Appraisals or Reviews

6. These days, it is common for organizations to conduct yearly staff appraisals or reviews, usually conducted by the Human Resource Manager.
a) What is the main purpose of conducting these reviews?
b) What issues might the Human Resource Manager raise with the employee at this review session, and what questions might they ask?

Importance of Occupational Health and Safety

7. Why is it important for managers and employees to prioritize occupational health and safety in the workplace?

Strategies for Ensuring Safe Work Practices

8. What are some strategies that managers and employees can use to ensure that safe work practices are followed in the workplace?

Zen.

Using an employment agency makes the process much simpler as companies usually do not have expertise in recruiting candidates unless they have a dedicated HR group. Using an employment agency will not only help by recruiting a good candidate quickly, but it will also ensure that the employee hired has a thoroughly checked background.

Advantages and Disadvantages of Using an External Recruitment Agency

Advantages: As mentioned, an external recruiting agency will have dedicated and expert recruiting teams, which a company might not have. The only disadvantage is that it may cost a little more than doing it yourself. However, if you consider the benefits of having everything done for you in a more systematic way, then I think it's worth it.

You can review the section on the [link no longer exists - removed], where you will find some information. And here is some info on [link no longer exists - removed]. Wait for more views on your questions.

Hi Zen, you have asked quite a number of questions. I would like to share my experience on question 2.

I agree with the CiteHR Team; the biggest advantage is having the agency handle the groundwork of filtering the applications, organizing the interview questions, attending to the interviews, getting stressed when there are no replies to your advertisement, and the list goes on. However, there are, of course, some people who prefer the hands-on approach. The advantage is gaining the experience of going through the processes. I have heard practitioners "debating" on the relevance of such experience, especially with low-level jobs, but I personally believe that there are no jobs that are low levels. Every function is important in assuring that an organization runs like a well-timed clock.

Jobs like a receptionist are actually very critical as they are normally the first person or voice that the customer interfaces with. And we all know that the first impression makes and breaks reputations. In that way, you leave a lot of confidence with the agency. Remember that recommendations for employment are still based on how the agency sees and interprets your needs.

Agency Advantage

1) Groundwork all done for you

2) They have a better database than you (actually, they SHOULD have a better database anyway)

3) Confidentiality, especially if you are from a highly competitive industry

Agency Disadvantage

1) Cost

2) Unless proven, you are unsure of their reliability

3) Unless communicated properly, you are unsure whether they are sourcing for the right candidate

Internal Advantage

1) Gaining experience

2) Opportunity to build rapport with news agency personnel (they can get out of tight spots once in a while should you have dealings with newspapers)

3) Better control over the type of candidate you are looking for from the onset

Internal Disadvantage

1) Hassle

2) Filtering applications (especially during this high employment period)

3) Stressing over if there are no applicants (it happens) or if you are unable to filter a suitable applicant

4) Determining the right and equitable questions for the interview

5) Allocating interview time (this can take up a lot of time, especially if you are an EEO believer and you don't have sufficient manpower)

This is my 2 cents on question 2; hope it helps you in some way. Hope to find some more time to share with your other questions.

Regards,

Noel

Dear Colleagues,

It should be noted that we have a series of posted replies to the questions raised by Zen. However, I would like to touch on the following succinctly.

Induction sessions

Basically, this is meant for fresh intakes—it does not really matter the cadre.

Issues to be discussed would include but not be limited to the following:

* Company profile, history, board membership, management, organogram, reporting channels...

* Employee Policy Manual—this is expected to be reviewed and explained to the new intakes and properly interpreted to them for clarity.

* In some cases, seminars/workshops are held in the form of a fast-track learning process for them to adapt easily to the company in particular and the industry in general.

* Where the company is established on an expanse of land with different departments, buildings, etc., new employees may be taken on a facility tour, especially if they are units they have to relate with.

* In summary, the new employees ought to be encouraged to ask questions.

Probationary period review sessions

Most times, the probationary period for new employees expires after 3 months of consistent work with a new employer. The importance can be highlighted as follows:

* To confirm that the job description/task assigned to the officer is well understood.

* That it is a place he/she can build a career and be happy working.

* That the Line Manager is satisfied with the new intakes' performance during this evaluation period.

* Compensatorily, that the employee is worth the salary negotiated at the onset.

Occupational health/safety at the workplace

This becomes very relevant, especially when you work in an industry where employees are prone to health hazards, e.g., iron smelting, limestone drilling offshore, noise pollution, etc.

* It is the duty of the HR to get necessary documentation in the form of enlightenment for the workforce.

* Secondly, make sure medical institutions of repute are registered as medical retainers for the generality of the workforce.

* For serious ones like cement factories, flour mills, safety gears such as gas/dust masks are to be procured for the employees, and usage enforced around the workplace.

Strategies for health/safety at the workplace

* HR must encourage safety pep talks at least twice a week to be anchored by Line Managers, with related topics chosen for discussion.

* Health and Safety must be seen as everyone's business, not just HR and Management's.

* Awards could be instituted for the best/most Safety-Conscious Officer, Unit, Department, Branch, Subsidiary, etc. This would encourage a subtle but sincere competition towards avoiding incidents and hazards.

Thanks.

Steps Involved in Recruitment of a New Office Receptionist

1. The Human Resource Department is usually responsible for the recruitment of staff. What steps are involved in the recruitment of a new office receptionist if the organization chooses to:

a) Use an employment agency to obtain the new employee.

Definitely a better option as the headache of pre-screening candidates and finding a few good people out of the lot is taken care of.

b) Advertise themselves for the new employee.

Job postings on groups/websites (only the paid ones are decent as only they will advertise their website). When posting on groups, it should probably be kept anonymous, leading to an email contact first.

Advantages and Disadvantages of Using an External Recruitment Agency

2. What are the advantages and disadvantages of using an external recruitment agency to obtain a new employee?

I have never faced any problems with our external recruiting consultancy. Just the money, I guess, as they will mostly charge you one month's salary.

Problems Associated with the Interview Process

3. What are the problems associated with the interview process? What approaches can the organization make to conduct fair and meaningful interviews?

I feel that during an interview, you will come across many who suit the bill. For me, I try to find the people who will help in making a positive environment in the office. You can tell who is capable and who is not by the way they behave and by the way they phrase their sentences.

Main Tasks in an Induction Session for a New Employee

4. What are the main tasks you will need to undertake in an induction session for a new employee as a Human Resource Manager?

It will depend on the profile and the company size, but usually keeping in touch with the employee and making sure they fit in and don't face any problems with their work. The best is to team them with someone who is experienced so that it becomes easier.

Review Session After Probationary Period

5. A new employee has completed a three-month probationary period, and you need to, as a Human Resource Manager, have a review session with him to confirm whether or not to put him on the permanent staff. What issues might you raise with the employee and what questions might you ask?

1) See how he/she performed during those three months. Talk with his/her immediate boss before conducting the review.

2) Ask how they have liked working for the company. What growth have they experienced? What do they think is lacking from the company's part? Where do they see themselves a year from now?

3) Bring up topics which caused problems (if any). Discuss, don't question. Try to help them come out with what they think is causing the problem.

4) If you decide to keep them, ask them if they would like to continue working as a permanent employee. I think it builds their confidence in the company and puts across a professional yet supportive image.

Purpose of Yearly Staff Appraisals or Reviews

6. These days, it is common for organizations to conduct yearly staff appraisals or reviews, usually conducted by the Human Resource Manager.

a) What is the main purpose of conducting these reviews?

To locate good/bad performance. Find problems and discuss them, solve them. A pat on the back for all the good work the employee has put in, and back to the classroom for the problem areas. The important thing is to know where the performance is taking a hit, why it's happening, and then solving them. Performance reviews, I believe, are and should be to help the employee identify the good aspects and the bad aspects and then discuss them with the company.

b) What issues might the Human Resource Manager raise with the employee at this review session and what questions might they ask?

There are many posts on this site discussing that, and please don't raise issues. It's not the job of a manager to raise issues but to solve them. Ask questions to solve the problem, to discuss, not to corner the employee.

Importance of Occupational Health and Safety

7. Why is it important that managers and employees place a priority on occupational health and safety in the workplace?

I believe that the workplace is a second home for an employee. Most people have the tenacity and the drive to excel in what they are doing. They will work hard if they believe that they are happy doing the work and if they believe that the company believes in them and will be supportive even when they face problems. I think Google has one of the best human resource departments in the world. They identify, hire, and retain some of the brightest minds. The key is to form a sense of peace and stability in the office environment. Problems do happen, but it's how a manager looks at them, which makes the difference.

Strategies for Ensuring Safe Work Practices

8. What are some strategies that managers and employees can use to ensure that safe work practices are followed in the workplace?

Crystal clear policies and make sure that the employees are aware of them. State reasons for policies to support why they are in place and be enthusiastic about them so that the employees catch it too.

Hi Zen, I have tried to answer questions 3 and 4 to the best of my ability based on my experience. I hope it helps:

Interview Process Challenges and Solutions

One effective approach could be employing the Behavioral Event Interview format. This method is considered superior as it emphasizes the actual competencies of the employee, thereby eliminating interviewer bias. Interviewers conducting this type of interview should undergo training in observation and recording techniques.

Induction Session Tasks for a New Employee

When conducting an induction session for a receptionist, focus on developing key skills and providing information such as:

- Welcoming visitors appropriately
- Dealing with challenging interactions
- Enhancing presentation skills and body language
- Improving voice modulation and basic etiquette
- Training in telephone handling skills
- Providing basic company information and addressing common FAQs

Regards,

Maliha OD Consultant and Trainer

[Email Removed For Privacy Reasons]

Hi ZEN,

For your question no. 4,

In my view, the induction plan of the new employee should be made first, i.e., before the joining of the employee.

The plan should consist of:

1. A warm welcome to the new employee because every new employee has a fear of joining a new organization in their heart, which can be overcome by a warm welcome.

2. A short one-hour session for the employee with each department, so that he/she can understand the function of each department.

3. The next step would be giving a brief information about his/her department and a personal meeting with the members working in the department.

4. The best step should be organizing a small induction program with around 10 - 15 employees who would take part as an audience, and a short presentation should be given by an active employee from each department.

This is the best step because with the help of a small induction program, you are addressing the queries of 10 - 15 participants, i.e., new employees.

I hope this will give you some ideas about induction planning.