18 Recruitment

V. Premala Priyadharsini

epgp books

 

 

 

1. Introduction

 

A food service operation can be successful only with a capable work force. It is essential for any food service industry to have a good organizational structure. Organizational structure truly means the man power and staffing position of an institution.

 

Accuracy in manpower planning leads to successful staffing. Requirement of manpower for any food service industry is done by forecasting. Employing the right person for the right job is a challenging task in any organization. It is inclusive of several sub functions namely, recruitment, selection, transfer, promotion and training.

 

Recruitment and selection are the two vital functions that need a careful planning and execution. The process of recruitment helps a food service industry to identify talented and competent worker. It helps in the holistic development of an employee and eliminates shortage of personnel. It is an important management tool to control labour cost. The function of recruitment is carried out by a team of HR members

 

2. Objectives

 

This module will enable the learner to gain knowledge on the processes of recruitment in food service operations and understand their merits and demerits.

 

Definition

 

Recruitment can be defined as an art of attracting a prospective employee to apply for job in an organisation eg. hotel. A food service industry comprises of wide range of jobs ranging from skilled work like baking a cake to unsikked work like floor cleaners and pot and pan cleaners at operational level. Meanwhile it also throws challenges to food service personal at managerial levels who requires both knowledge and skill of performing a job eg. A food production manager should be equipped with both the knowledge of various cuisines and the skill to innovate to make it popular among the customers.

 

The process of recruitment in food service depends on the type of food service, size of the organisation, cost, number and the quality requirements of the person to be recruited. Before any recruitment process the human resource manager should brainstorm on the qualities and quantity of recruits required and the period of requirement. The manager should make smart choices of skilled personnel to suite his job requirement. Any way recruitmentmust be made only when a food service out anticipate a vacancy on a long term. Therefore as a pre-requisite a manager should have

  • A clarity of thinking on the job requirement,
  • A critical need analysis for new recruitment which in turn will indicate the management the reason for new vacancy and the strategic measures to be taken.
  • Forecast overall staffing requirement in terms of budget allocation.
  • Brief data base of employees and
  • Boost the image of the food service to attract potential customer.
  1. Sources of Recruitment

External and internal sources are the two main sources of recruitment in any organization

4.1 Internal sources of recruitment

 

An internal source of recruitment means seeking its employees within its organization. A food service industries have number of internal resources to recruit its employee .They are

 

4.1.1 Promotion within a food service out

 

A human resource manager may think off promotion as an excellent means of filling a vacancy which arises above the entry level. Eg. if there is a vacancy for the position of chef, an assistant chef may be considered through promotion. Promoting an employee within a food service will boost his performance level and motivate him. Promotion also inculcates loyalty and belongingness toward the organization. It encourages the co -workers to aim for professional growth. Internal promotions not only helps identifying a potential staff but also creates an vacancy for a fresh candidate at lower level as there is a staffing gap because of promotion. Recruiting a candidate at lower level will save time and money to the organization.

 

4.1.1.1 Merits of promotion within a food service

  • The promoted employee is well aware of the rules and regulation of an organization and hence can discharge his duties without doubts .
  • Team work and inter personal relationship gets strengthened.
  • Time and money spent on training and induction programmes can be saved.

4.1.1.2 Demerits

  • Scope for innovation and creativity is limited.
  • Internal bias may lead to job dissatisfaction

4.1.2 Hiring of family members

 

Hiring of family members, relatives and friends is still in practice in many food service organisations. Smaller the food service outlet grater is the chances for such hiring. Recruitment of family members within a food service is also called as nepotism. However not all food service outlets can simply hire a family members or relatives. It can do so only if the organisation policies permit. Many food service organisations both at national and international levels no longer continue with nepotism to prevent legal issues. When hiring a family members care must be taken to position them in different departments or work areas to avoid favouritism as this may spoil the work culture and environment of the employees.

 

4.1.3 Internal job posting

 

Internal job posting literally means posting of vacancy notification in the form of a circulars, notice, flyers or e-mail to attract interested potential employees within a food service organisation. Adetail information on the job title, required qualification, job description and application procedures should to provided. The HR manager must make sure to reach out to all qualifying prospective employees within the organisation. As the internal job posting helps to identify a best promising candidate within the organisation, sometime favouritism can bring unpleasantness among employees. Employers may also seeks potential employees from other food service outlets through news letters or vacancy notice.

 

4.1.4 Employee referral

 

A common method that is being practiced for very long time is employees referral. An employee in a food service organisation refers a potential candidate who fits well within the expectations of the organization. Though this method of recruitment seeks employee outside the organization it is considered as internal source since the referral is from the employee working within the organisation. Some food service organisation pay bonus or financial rewards to the employee you made the referral for bringing a promising candidate. This kind of recruitment proves to be beneficial for the new recruit (he gets a job), the food service outlet Gets a good employee) and the employees (gets a financial rewards).

 

4.1.4.1 Advantages of internal recruitment

  • Job satisfaction and security.
  • Fosters loyalty among employees.
  • Reduction of the cost on induction and training
  • Maintenance of high level of motivation among employees.
  • Promotion of employer employee good will.
  • Achievement of maximum work efficiency and customer satisfaction.

 

4.2 External recruitment

Recruitment of prospective employees outside the organisation through a structured format is called external recruitment. The most common external sources used by food service organization are

 

4.2.1 Temporary/contract workers

 

Many food industries maintain a database of temporary/contract workers from which they fill the vacancy. This system of recruitment has the benefit of employing experienced personnel. The recruitment process is also quick and less expensive when compared to other methods. Generally the recruitment for jobs at lower or entry level is done. The main disadvantage of this method is that dispute between employer and employee may arise regarding salary package, leave and other fringe benefits.

 

4.2.2 Employment exchange

 

Though the employment exchange act 1959 claim compulsory notification of vacancies in all establishment/industry, it does not impose any strict orders on compulsory recruitment from employment exchange. Also due to large staff turnover ,food service industry always look for more temporary workers at entry level and the employee exchange act does not apply to temporary vacancies. Hence recruitment of food service personnel’s is very rare.

 

4.2.3 Advertisements

 

A food service organisation may advertise in local newspapers, magazines, internet and television. Normally advertisements for low profile are given in local newspapers as they may bring in lot of applicants because of their wide circulation. They are also cost effective when advertised in regional languages or in wanted column. Recruitments at higher levels are advertised in nation news papers which have wider reach. The advertisement should be clear and easy to comprehend. It should be attractive so that it catches the attention of the prospective employee. Also it should be informative (i.e) it should communicate to the reader about sales of application, selection procedure and important dates. Recently internet is also turning out to be an effective media to advertise.

 

 

4.2.3 Catering internships

 

Very often food service industries look forward to catering colleges for recruitments. As part of curricular requirement the catering students undergo internship training in different food service outlets. The students work temporarily with or without stipend in a particular department or work area he wishes to get trained. The employer may choose to prefer a candidate from the intern based on his performance. The intern also gets first-hand information about the organization, work culture and scope for professional development.

 

4.2.4 Recruitment through internet

 

Recently online recruitment has gained new momentum in recruiting process. The requirements of the food service outlet are posted either in its office website or in different registered online sites like naukri .com. For every online post, the response is quick and greater in numbers. Online recruiting is less expensive than the traditional advertisement and has wider coverage .It also reduces the time of both the employer and employee to post a job position and to respond to it respectively. Screening of application becomes much easier as the employee may take up the preliminary screening tests on line. This enables the HR to

make smart and quick choices. Online recruitment has also reduced the recruitment processes.

 

4.3 Recruitment process

 

There are four main stages in the process of recruitment. (Fig—)They are

  • Need analysis of vacancy
  • Job analysis
  • Attracting potential employee
  • Short listing of candidates

  4.3.1 Stage I -Need analysis of vacancy

 

The process of recruiting starts when the vacancy arises. The senior managers or the department heads submit a requisition form to the HR (Human Resource manager) to fill the vacant post. The HR in turn makes a detail analysis of the vacancy.

 

4.3.1.1 The reason for the vacancy:

 

The HR manager should analysis the cause for the vacancy. Problematic work environment, work overload, underpayment, job insecurity, retirement and promotion are main causes for any vacancy to arise. A detail study on the above factors needs to be done before filling the post in a hurry.

   4.3.1.2 Remedial measures:

 

The HR manager should brain storm on remedial measure like revision of wages or pay package, re -designing work plan, employment of part-time worker to reduce work pressure, transfer within the institution. This will boost the confidence level of the employees and his loyalty toward the organisation. Also time and money can be saved in retaining good employees and by avoiding recruitment cost.

 

4.3.1.3 Selection of alternatives:

 

Once the HR is convinced with the need to fill the vacancy a decision on viability of promoting or deputing an existing employee to the vacant position can be made. The HR should select the best possible candidate to fill the gap and who really prove to be assets for the organisation. Fresh recruitment can be then made for lower position. This kind of strategy will limit the risk of recruitment and will boost the good will of the employee.

 

4.3.2 Job analysis

 

Once the decision on recruitment is taken the HR manager in the food service can moves on the next stage of job analysis. He should be clear with what he wants his employees do in terms of work performance and what he wants his employees to have in terms of quality standard. Job description and job specification is mandatory in any job analysis.

       4.3.2.1 Job description in a food service industry literally refers to a brief detailing of a job to be done by an employee specific to his work area. It inform the candidate the nature of the job and prepare him in advance depending on his priorities .Job description helps in screening the employee based on his curriculum vitae (CV). It also helps the HR manager to frame specific question for the interview during the selection process. Besides using it as a performance indicator, it can also be used to as an evaluation tool to assess the contribution of an employee to the food service. Fig shows a sample of job description of a waiter

 

4.3.2.2 Job specification

 

Job specification refers to the criteria of standard expected from an employee for a particular job. it helps in the search of a promising ideal candidate. While defining the job profile of an ideal candidate, a HR manager should concentrate on educational and training qualification, years of experience, professional skills and knowledge, communication skills and personality attributes well in advance to make his recruitment process successful. Job specification also helps the HR to frame specific questions at the time of interview and can serve as an excellent tool for short listing. Fig. shows a sample of job specification

 

 

4.3.3 Attracting potential employee

 

The next stage in recruitment process is to attract the ideal candidates to apply. It is highly important for any food service manager to attract the right kind of employee for his organisation in large numbers so as to select the best. Irrespective of the recruitment sources (internal and external sources) The HR manager normally adopts a ADIA principle to attract its candidates.

 

  • Seeks Attention of the prospective candidates
  • Nurtures Interest of the candidates to be a part of the organisation .
  • Creates a Desire to apply for the post
  • Offers Addition information’s on how to complete the process of filling the application.

 

4.3.4 Short listing of candidates

 

After receiving a number of applications from the prospective candidates, the next stage is to short list the application to select the promising candidates. This is done by comparing the CV of the candidates with that of the job specification and description. Applicants who do not meet the expected qualification, experience and required skill may be dropped at the beginning. Followed by this a short telephonic interview will be conducted to short list. Once the short listing is done the subsequent procedure for selection will be carried out. The processes of selection is discussed module H05MF20.

  1. Summary

Recruitment involves an intense search of a right kind of an employee. The current module elaborated on the different sources of recruitments, its merits and demerits .the process of recruitment is also discussed.

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Web links

  • http://www.managementstudyguide.com/management_functions.htm
  • http://www.managementstudyguide.com/planning_function.htm
  • http://smallbusiness.chron.com/five-functions-management-leading-56418.html
  • http://www.toolshero.com/five-functions-of-management
  •  http://extension.osu.edu/~mgtexcel/Function.html
  •  http://www.yourarticlelibrary.com/management/process-of-staffing-function-of-management-10