SELECTING , INDUCTING

AND TRAINING EMPLOYEE

GETTING THE RIGHT MAN FOR THE JOB

IT IS COMMON IN BUSINESS TO HAVE EMPLOYEES WHOSE PERFORMANCES ARE NOT SATISFACTORY AND WHO ARE SOMETIMES AN ACTUAL PROBLEM TO MANAGEMENT. AFTER THESE PEOPLE HAVE BEEN WITH THE ORGANIZATION FOR SOMETIME, IT IS SOMETIMES AWKWARD TO TERMINATE THEIR EMPLOYMENT OR EVEN EFFECT A TRANSFER. DISTASTEFUL AND IRRITATING SITUATION THAT CONSTANTLY RECUR, POOR LEVEL OF WORK, COMPLAINTS FROM SUPERVISORS, AND PROBABLE DISCHARGE – THESE PROBLEM SITUATIONS COULD HAVE BEEN AVOIDED BY INCORPORATING A BETTER SYSTEM OF SELECTING, INDUCTING, AND TRAINING PERSONNEL.

SELECTING THE BEST MAN FOR THE JOB •Good selection technique is a sound personnel practice.•The goal of good selection procedure is to identify the

person whose job performance will be superior to that of any individual identified by any other procedure .

•Good selection procedures will bring into the organization person who can profit from special training.

Finally good methods of selection can reduce the problem of supervision, making it possible for those in authority to delegate responsibility more fully so that they them selves can devote fulltime to the planning for future expansion and improving or making change In operation.

TECHNIQUES FOR SELECTION

Studying the different jobs in the company in writing the job description and specification.

1) The exact nature of the work in the vacant position.

2) Its duties and responsibilities.3) The requirements is of the job ,

such as mental effort, skill and physical demands.

A job description Tells what is done on the job, how it is done, why it is done ,

and the skills involved in doing it.. Job specification In analyzing the job, it is likewise necessary to know the

specific qualifications of the man who is to do it, such as the following:

a) Amount and type of experience needed to perform the job,b) Special training on the job and on jobs related to it.c) Special abilities and aptitudes, age, physical qualifications

and other requirements.These facts enable the employment manager to determine the

right kind of man needed for the job. Beach and Clark (1959) feel that the next best move would be to get suggestions

from satisfactory employees in the organization who know of qualified friends, relative or other individuals whom they can recommend

A SUITABLE “ INFORMATION SHEET” TO BE FILLED OUT BY AN APPLICANT IS ANOTHER AID TO BETTER SELECTION AND PLACEMENT OF THE NEW EMPLOYEE.THE INFORMATION SHEET OR PERSONAL DATA SHEET FROM SERVE AS A BEGINNING BY PROVIDING A PERMANENT RECORD OF SPECIFIC DATA ON THE PROSPECTIVE EMPLOYEE AS TO AGE, HEIGHT, EXPERIENCE, EDUCATIONAL QUALIFICATION, ETC. THAT SHOULD BE PLACED IN PARTICULAR POSITION. INFORMATION GAINED FROM THE INFORMATION SHEET FORM IS VERY USEFUL IN GIVING ASSIGNMENT.

Information Sheet or Personal Data Sheet

PSYCHOLOGICAL TESTING

In complete job processing generally involves psychological testing and interviews.

Psychologist-whose job is to conduct psychological tests aside from involvement in the overall planning for the development of manpower and the organization of management levels.

Some jobs require traits which can be best and most readily appraised by psychological testing devices for measuring such abilities, mechanical aptitude, intelligence, and personality.

Values of psychological Testing

Testing is properly used, it has proved a definite value in the selection and placement of personnel and the determination of training need.

Result of the psychological test would furnish business and industry knowledge of the right job.

The most obvious value of testing is that its aids in weeding out those individuals not fit to perform certain jobs.

Another value of testing is that it often reveals hidden talent and show the range of capacities and abilities, providing valuable information for the employees permanent file.

Beach and Clark emphasize, however, that if a testing program is to be effective, the test must be administered and its results must be valid and reliable. Also, the test must be administered and its results must be interpreted by someone professionally trained in that field.

The Interview Many careers require interviewing as a regular part of the job. It is one of the most frequently used methods in the study of

personality of individuals. Interviewing is a form of communication directed towards

aiding , guiding or understanding the individual, usually in face -to -face encounter .

An interview may take the form of conversation between the superior and the subordinate concerning the latter’s job as a new employee, or regarding a plan of renovating the office plant.

The supervisor is the interviewer who must be skilled in listening so that employees may open up and say what they really think and feel about a specific situation .

THE EMPLOYMENT INTERVIEW3 types in categories of employment interview;1. The direct interview 2. The indirect interview3. The patterned interview The direct interview is one in which the interviewer maintains

tight control, generally firing a barrage, limited and specific questions as on approach.

The indirect interview, there is usually very control on the part of the interviewer.

The patterned interview is actually a merger of techniques. Gilmer(1995) believes that in order for an interview to

quality as a part of the selection process, we must specify the characteristics which are to be measured by it and then show that these measures are related to subsequent criteria performance.

Gagne(1969) emphasizes that interviewing needs skill and must be dealt with like art.

HOW TO SIZE UP APPLICANTS

The Interviewer. The successful interviewer uses many sources of information as possible. The application form is one source of information which not only serves as a basis for establishing rapport in the beginning of the interview, but also eliminates the need to ask information already cited in the blank. Aptitude and proficiency test records are additional source. Oral trade tests are also available to the interviewer and may be used to test the applicant’s knowledge in a given occupation area. From these sources the interviewer may get a first hand information regarding the applicant’s background.

The interviewer may get the time schedule. The train or expert interviewer attends to all details including the physical

appearance, dress, emotional reactions, style of speech, and the like.

SOME SOURCES OF ERROR IN INTERVIEW JUDGMENT

ERROR OF HALO EFFECT LACK OF RAPPORT

HOW TO MAKE THE BEST IMPRESSIONS WHEN BEING SIZED UP

The following suggestions may help an applicant to achieve as his new employee.eve his aim:

1. Be careful of your appearance.2. Be on time. 3. Make use of making time.4. Observe good manners.5. Know the answers to questions.6. Be ready to take a performance test.7. Do not argue.8. Avoid knocking.9. Make your leave-taking prompt and courteous.

INDUCTING THE NEW EMPLOYEE

Present day employers and business people are beginning to recognize the value of helping new employees in new organizations and new jobs, People who are responsible for selecting employees are cognizant of the fears, the insecurity and awkwardness likely to be experienced by the new employee.

IMPORTANCE OF GOOD INDUCTION PROCEDURE

Any employee being hired into a new job may feel strange and insecure for a time. These feelings, results to temporary loss of confidence in the individual. Any attempt therefore, that would give the new employee a felling of acceptance, belonging, and insecurity will aid in expelling ordinary fears, associated with any new job situation. Positive feelings bend to restore and build up the self confidence needed by the employee to perform his job satisfactory and without undue strain on him.

INDUCTION PROCEDURE

1. Place the new employee properly according to experience and qualification.

2. Introduce the employee to the important members of management and especially to the individual with whom he will work closely.

3. Provide employee with information about the company and his relationship with it.

4. Instruct the employee on the duties and responsibilities of the job he is to face.

5. Arrange suitable follow-up to increase job satisfaction.

MOTIVATING THE WORKER

There is always a need for motivating the worker. It would be fortunate if the manager can always determine the cause of behavior. If he can identify the cause, then he will perhaps be able to provide conditions that stimulate the desired behavior.Motivation may vary from one person to another. One can note that even when people work for the same company, occupy similar positions or perform the same type of work, no two workers will have the same motivation. One may be motivated to work for financial rewards, another may work because of such incentives as bonuses and promotions in rank. This is because money is fundamental in the life of the individuals.

FACTORS AFFECTING WORKER PERFORMANCE

1. Increase in salary or higher pay.2. Improved working conditions.3. Social climate

Based on the findings of the national coordinating center for study and development of Filipino children and youth, only 3% of the national population of the Philippines belongs to the high socio-economic group. Increase in output under improved working condition, is also attributed to improved motivation of worker morale. Effects of distraction is less if the subject is well motivated.

DEVELOPING PERSONAL EFFICIENCYGenerally speaking, however, we consider one person more efficient than another if he accomplishes more in the same time, or with the same energy expenditures. Efficiency is affected by many factors. When one is personally efficient, production will be at its best.

THERE ARE SEVERAL FACTORS RELATED TO EFFICIENCY

1. The adequacy of our training for job at hand.2. The characteristics of the machines and other devices with which we

work.3. Our motivation and related conditions of work, and4. The degree to which our performance is free from fatigue.

TRAINING FOR MAXIMUM EFFICIENCY

An adequate training for the job is a must.A worker at any job usually learns either through (1.) his own trial and error method or (2.) by copying the traditional way, as demonstrated by a trainer or other workers. He may learn the job himself, as many industrial psychologists have done. While learning, he can look for ways of improving instruction. Munn emphasized that the workers must be taught; that the workers must be adequately motivated, which include having the knowledge of results.Efficiency depend also upon methods and devices. It is determined by the total situation. Machines, methods, people, attitude, all are interrelated in setting the level of productivity.Efficiency therefore, may be cause by work conditions, home conditions, social condition, and all sorts of combination.

THE DEGREE TO WHICH OUR PERFORMANCE IS FREE FROM FATIGUEContinue mental or physical work results in fatigue , weariness, or even exhaustion.

The feeling of fatigue begins earlier and runs a more rapid course than the work decrement. What one really does when he feels fatigue is to slow down or take a rest.as Munn has put has put it, “Feelings of fatigue as well as impairment of performance may be lessened by strong motivation, knowledge of results, rest pauses, and the use of certain drugs.”

REST PAUSESIt has been found also that by taking a rest now and then, more is accomplished.

THERE ARE ATLEAST FOUR REASONS WHY REST PAUSES ARE EFFECTIVE:

1. They facilitate recovery from physiological fatigue. Without rest pauses, energy in the muscle is more quickly and extremely deleted and waste products cannot be eliminated.

2. The knowledge that a rest pause is near spurs the individual to keep up his effort.

3. Rest pauses relieve boredom.4. the fact that an employee has instituted rest pauses suggest that he is

interested in the worker’s welfare.

AN EFFECT OF BEING CALLED DOWN

If the sales manager calls a salesperson down for not making the quota, some sort of mental stress is produces and reduces efficiency.People at work or who are employed should be efficiency minded. “One must keep three aspects in view as general objectives. These are self efficiency or self-development, group efficiency of social efficiency, and things which refers to work methods that save effort and time.Self efficiency and group efficiency are primarily a matter of applying psychology. The desire to be liked by others is apparently a stronger motive than it was before. Working with the group is more satisfying to them than staying away from work.

HOW COMPANY RATE PERSONAL EFFICIENCY

Every company rates personal efficiency according to the qualities that are considered significant for its needs.

THE BLUE-COLLAR WORKERS ARE RELATED ON: Ability to do a present job and Promotional possibilities

THE WHITE-COLLAR WORKERS ARE RELATED ON SOCIAL CHARACTERISTICS SUCH AS:

Cooperation Appearance and Manner of speech

SUPERVISOR AND EXECUTIVES ARE GENERALLY RATED ON QUALITIES SUCH AS:

Winning cooperation Handling people Reaching business decisions.

QUALITIES DESIRABLE IN OFFICE WORKERS

Employees expect their workers to have the technical, social, and, and personal qualities desired of them.

THE TECHNICAL QUALITIES ARE: Accuracy in routine office work, Speed. Planning work in advance, Neat and orderly results, Knowing general office methods, and Learning about new methods.

THE SOCIAL QUALITIES DESIRE OF WORKERS ARE: Appropriate personal appearance, Suitable use of language, Keeping business secrets, Cooperating with other workers, and Accepting suggestions and criticisms.

SOME PERSONAL QUALITIES ARE: Getting to work on time Getting work done before deadlines Using suitable initiatives, and Accepting appropriate responsibilities.

Production per-hour is most widely used index of overall business efficiency.

CERTAIN INDICATORS OF EFFICIENT WORKING

1. He does not need to be shown every detail; he learns the job quickly.2. He works without needing close supervision.3. He is regularly on the job; he does not give alibis or excuses, and is always on

time.4. He finds ways to do his work better.5. He has the attitude of cheerfulness and is cooperative.6. He shown seriousness in his work.

It is every worker’s desire to have a permanent status in his job. Few suggestions to workers or employees who want to stay long in their jobs.

7. Watch your work and not the clock and you will not feel that the day is long; if your attention is always on the clock you will find not only the day but also your boss face long.

8. Work as you are expected to and you will be given more than you deserve. Your employer can afford to increase your pay if you can increase his profit.

9. Try not to kick if your boss kicks; if you are worth correcting, you are worth keeping.

A SUCCESSFUL LETTER OF APPLICATION

Most young men and women who are elected a business career are eager to get to work as soon as they have graduated either from high school or college. They want a job; they want to earn money; they want to become an independent. Today, perhaps more than ever before, the letter of application performs a very important function in aiding a person in getting the right job.

An application letter covers the following:1. Personal data2. Educational attainment3. Work experience4. References and5. Request for an interview.

Sum up what you have offer. Cite the educational point relevant to the position or those that will be of interest to the employer. Mention the jobs you have held and state any experience which you think is relevant to the position you are applying for. Conclude your letter with a simple request for a personal interview. Attach your resume which gives the facts.

THE FOLLOWING GUIDELINES IN WRITING AN APPLICATION LETTER MAY PROVE HELPFUL

1. The physical appearance of the letter is important. The saying “first impression is lasting”, has to be borne in mind. Be sure that the quality of the stationary and the letter itself are presentable.

2. Type the letter neatly on the plain, white business-size (8 ½” x 11”) paper.3. Follow the accepted form for business letters.4. In your heading which are your address and the date you wrote it, be as explicit as possible.5. Andres (1984) stress that you address your letter to a specific person by name when possible. If

you can get the name of the personnel manager or if you have been referred to a particular official, use his name and full title. The correctness of the title and the position- all these aspects make a favorable or unfavorable reception of your letter.

6. Be careful with your grammar, punctuation, and spelling.7. Use simple and straight-forward language. Avoid flowery phrases high sounding words.8. One of the characteristics of a business letter is brevity. If at all practicable, limit the length of

your letter to one page.9. As to the content, be clear, concise, and coherent.10. Never mention any negative comments on your former employers or firms.11. Emphasize your strengths and keep quiet about negative things such as physical handicaps, etc.12. Use a simple complimentary ending (e.g. “Truly yours” or “sincerely yours”) and sign your name

and ink above your typewritten name in capital letters.13. You need to thank the addressee. Attend to this courtesy when you acknowledge his invitation to

come in for an interview.14. If you doubt your English, ask a friend who is proficient in it, or a teacher, to correct and polish

your draft before finalizing it.15. Be sure to attach an I.D. picture to your resume.