Why you should recruit the right people

Employing the right staff is a turning point for a growing business and making good decisions about the staff you employ is crucial to the success of your business. Recruiting involves a considerable investment in time, energy and money, and these three elements are at risk if you make the wrong decision. Each employment decision is essentially about leveraging the time, skills and ability of people to optimise the potential of your business. It’s worth investing time and effort in recruiting good staff because they can make a significant difference to the success of your business.

How to prepare a job description

Your first task is to define as clearly as possible what you want the new position to achieve. If people are clear about their tasks and your expectations of them, you are more likely to get good results.

The job description should include:

• A description of the key tasks and responsibilities

• The job title and position in the business

• Who is the employee’s immediate superior, and will the new employee have any subordinates?

• What skills, qualifications and experience (or training you will provide) required to handle these duties?

• Any expected targets or outcomes. For example, for a sales person this might be a sales target; for a Finance Manager the ability to produce timely financial statements

• The kind of qualities you’re looking for in the employee

What are employment conditions?

• Full-time or part-time, permanent or fixed term.

• The wage or salary range, plus overtime rates if applicable and any fringe benefits such as a company car

• What are the hours of work? Do you require to work on public holidays, and what compensation is offered for this?

• Training provided and potential for further advancement in the business

• The benefits of working for your business.

At the actual interview, you’ll also need to outline other issues such as annual leave, 
sick leave, superannuating scheme (if there is one) and retirement policy.

How to organise and conduct a successful interview

For the interview stage, narrow down the applicants to a shortlist that meet most or all of your required attributes. Decide whether you’re going to interview them alone or with the person they’ll be working for, and have a preliminary meeting to discuss the applicant’s CV. The key to successful recruitment is to set clear objectives and be consistent in your approach. Write down the questions that you consider vital, and work through these with each candidate. Make brief notes of their replies, because if you’re interviewing a number of applicants it is not always easy later on to recall what each one said.

Some points to consider:

• Interviews are stressful. Start by putting the applicant at ease.

• Beware of judging on first impressions. Probe deeper.

• Does the candidate have the skill set and experience you require?

• Does the applicant take the initiative in asking questions about your business, or must you prompt them to ask questions?

• Register a plus for any applicant who has done some research on your business before the interview.

• “What value do you think you can add to this business?” Try to relate their response to what they have achieved elsewhere.

• Do you think they have the ability to fit in with your business or the team you will expect them to work with?

• If the applicant claims a certain skill, don’t hesitate to give them a test.

• Close the interview by thanking the person for their time, and let them know when you’ll be contacting them with further news.

How to conduct background checks

Now is the time to do some reference checking on the applicant(s) you consider suitable (don’t waste time checking all the applicants’ details prior to this).

Previous employers or managers, for example, are likely to be more forthcoming if you phone them. Make sure you stress the conversation will remain confidential and will not be passed on to the applicant. But never phone a current employer unless the job seeker has given you express permission to do so. You might jeopardise the applicant’s current job.

What is the importance of second interview?

You may have decided at the first interview that the person is ideal for the required job. You can then call them back for a second interview and have the people they will be working with present. Also, if appropriate, arrange for the applicant to spend some time with these staff members.

It's good manners (and good public relations) for your business to send a brief note to unsuccessful applicants, to thank them for their time. If appropriate, ask their permission to keep their CVs on file, in case another opening arises.

How to invest in your staff

Finally, make the most of the investment you’ve already made in the person you’ve hired. In particular, ensure that they can be productive as soon as possible - don’t just leave them to ‘find their own way’ in the business. Instead, have a proper induction process in place that welcomes the new arrival, trains them in required procedures, and gives them the resources necessary to get on with the job.

What are the statutory requirements involved in employing a staff?

• All employees to be given a written appointment latter.

• Employers to have a written agreement with employees (either a collective agreement negotiated with a union, or an individual agreement).

• If the appointment is subject to a probationary period, then this must be stipulated in the employment agreement.

• In particular, be aware of the conditions you will have to meet if the employee’s performance turns out to be unsatisfactory, such as fair warnings.

• Employee to be covered under ESI and PF according to the provisions of the respective Acts.

How to source the right staff

Sources of new staff include:

• Asking staff, friends and family.

• Your present staff, for example, might know of someone suitable.

• Advertising in local newspapers or trade journals.

• Listing the position on an Internet job search site.

• Using employment agencies or human resources (HR) consultants to source new staff is an alternative option that has some benefits. Remember that their placement fees might seem high, but are often negotiable and need to be weighed against the cost of undertaking the advertising yourself, and the time you might have to spend away from your core business tasks working through dozens of applications.

Vinod Kuriakose

(The writer Vinod Kuriakose can be contacted at feedback2vinod@yahoo.co.uk)