Your staffing is vital to the success of your business so you want to make sure that you recruit and select the right people for the right jobs. The “right” person will vary from business to business and will be determined by a number of personal factors.
Setting a time frame for the recruitment process is vital. The labour market changes all the time and the key in recruiting is finding the right candidate for the job. Throughout the recruitment process, attracting a small group of suitable candidates is favorable compared to a large group of unsuitable candidates. Generally there are five steps to successfully recruiting staff:
Step 1: Define the job, know what you're looking for
Clarify what job you are recruiting for. Consider the tasks the new recruit will need to complete and the people that they will be working with. You need to find someone with the right skills to do the job and the personality to fit your work culture.
Step 2: Attract candidates
Now that you've clearly defined the position, and the skills and abilities a person needs to do the job it's time to attract candidates. The most obvious way to attract candidates is to advertise but remember almost 80% of vacancies aren't advertised! There are plenty of other channels to explore.
Step 3: Managing applications
Now that you've used your networks and advertised the job, how are you going to handle the applications? Think about the information that will help you decide if you want to interview a job applicant.
Step 4: Conducting interviews
For the best results during the interview, make sure you take the time to carefully plan it out beforehand.
Step 5: Awarding the job
The selection process consists of a number of stages, including making the decision on who is the most suitable applicant, making an offer of employment, and sending letters to unsuccessful applicants.
You will need to make a decision on who is the most suitable applicant for the position, based on information obtained from the application, interview and speaking to referees. Which applicant measures up best against the selection criteria and job description? If you find that no-one is suitable, sometimes it's better to re-advertise the position, or hold a second round of interviews before making a final decision.
Offer of employment
Ring the successful applicant as soon as possible and let them know the news. You can send a written offer of employment at the same time, but don't wait and risk losing that applicant.
You may wish to invite the successful applicant to the office to discuss details of the position, to meet other team members, or to attend an upcoming social function. Follow up with a formal letter confirming the appointment, including remuneration and other terms of employment and details of probationary period, if there is one.
Contract of employment
It is recommended that you provide all employees with a written contract of employment. While not compulsory, it is an excellent way to outline the rights, obligations and conditions of employment. A well written contract should provide clear understanding to both the employer and employee.
Any contract of employment must meet all of the conditions outlined in the Minimum Conditions of Employment Act 1993 . The Act specifies minimum entitlements in relation to wages, leave, public holidays and redundancy, workplace change and record keeping.
What to include in an employment contract
Your employment contract should meet all minimum conditions of employment , and contain key terms and conditions of the job. Regulation (b) of Employment Act 1955 recommends the following:
- Name of employee and NRIC No.
- Occupation or appointment;
- wage rates (excluding other allowances);
- Other allowances payable and rates;
- Rates for overtime work;
- Other benefits;
- Agreed normal hour of work per day;
- Agreed period of notice for termination of employment or wages in lieu;
- No. of days of holidays;
- Annual leave;
- Sick leave;
- Maternity benefits;
- EPF/SOCSO contributions;
- Retirement age;
- Period of probation;
- Company rules and regulations (to be given separately)