In typical cases, the selection process starts with the preliminary interview, after which applications for employment are filled out by the candidates. The candidates pass through a number of selection tests, employment interviews, and background checks & references.
The candidates who are successful in all the previous steps undergo a physical examination test by the company and, if the results are satisfactory, they are selected. There are several internal & external forces that influence the selection process & therefore managers must consider these factors before making a final selection decision.
Steps in the Employee Selection Process
The following are the standardized steps of the selection process, but some business organizations may alter some of these steps in their selection process.
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Initial Screening
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Application Blank
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Pre-employment Testing
a) General Intelligence Tests
b) Aptitude Tests
c) Personality & Interest Tests
d) Achievement Tests
e) Honesty Tests -
Interview
a) Structured Interview
b) Unstructured Interview
c) Mixed Interview -
Background Checks
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Conditional Job Offer
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Drug Test/Medical Exam
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Final Selection Decision
Now each step is discussed one by one.
Initial Screening:
Generally, the selection process starts with the initial screening of applicants so that the unqualified ones are dropped out at the initial stage. Initial screening is helpful in saving the time, cost & effort of the selection committee in the following steps of the selection process. In this step, certain general questions are asked of the applicants.
There are chances that some applicants would be unqualified for the job, but some of them would be qualified. So, the main purpose of screening applicants is to reduce the number of applicants available in the selection process.
Sources Used in the Screening Effort:
The main source of initial screening is the curriculum vitae of the applicant along with the job application. The following information is included in the above-mentioned documents:
• Education & Employment History
• Evaluation of character
• Evaluation of job performance
Screening Interviews:
Screening interviews are employed to:
• Verify the accuracy & validity of the information given in the curriculum vitae of the applicant.
• The duration of these interviews is quite short.
Advantages of Successful Screening:
When the initial screening step becomes successful, the removed applicants do not proceed to the next step of the selection process because they do not meet the minimum requirements. Secondly, the selection costs of the organization are greatly reduced through proper screening of applicants.
Application Blank:
A person’s application for employment is formally recorded in the shape of an application blank. In the next step of the selection process, an application form for employment is completed by the prospective applicant. The information contained in the application blank differs from one organization to another, and in job posts it may vary even within the same organization.
But generally, the informational needs and the requirements of EEO are covered in the application blank. Historical data from candidates can be quickly collected through the application blanks so that further verification of the accuracy of the data can be carried out.
Pre-employment Test:
The physical & mental abilities, knowledge, skills, personal characteristics & other aspects of behavior can be effectively measured through pre-employment tests. For this purpose, there are hundreds of tests that can measure different aspects of human behavior.
With the passage of time, the application of pre-employment tests is growing at a fast rate in the selection process because they can explain the qualities & skills of applicants clearly. These tests are more commonly used in large & public sector organizations.
The advantage of the application of tests in the selection process is that they ensure the selection of potential & qualified candidates from a pool of applicants for a job.
Characteristics of Well-Designed Tests:
A well-designed selection test has the following characteristics:
• Standardization
• Objectivity
• Norms
• Reliability
• Validity
Kinds of Pre-employment Tests:
As individuals vary on the basis of cognitive abilities, job knowledge, vocational interests, psychomotor abilities & personality, all these factors are measured through a set of different pre-employment tests, which are as follows:
a) Cognitive Aptitude Tests:
In this test, the ability of an individual to learn & perform a job is judged. The abilities related to the job are as follows:
• Verbal
• Reasoning
• Numerical
• Perceptual Speed
• Spatial
b) Psychomotor Abilities Test:
In this test, the coordination, strength & dexterity of an individual are judged. Other abilities related to routine office jobs & production jobs can also be measured through these tests.
c) Job Knowledge Tests:
These tests are used to measure the knowledge of a person about the duties of a particular job.
d) Work Sample Tests:
A set of tasks that represent a job are identified in these tests through which the productivity level and ability to face adverse conditions by applicants are judged.
e) Vocational Interest Test:
This test identifies the occupations that are preferred by the candidate & that can provide maximum satisfaction.
f) Personality Tests:
These tests are not considered to be as reliable & valid as compared to other pre-employment tests because they require external psychologists who interpret the results subjectively.
g) Drug & Alcohol Tests:
For the security, productivity & safety of the workplace, drug testing programs are used as pre-employment tests.
Job Interviews:
In an interview, the interviewer & applicant exchange information in order to achieve a goal through conversation. Employment interviews are conducted during the selection process through proper planning. A pleasant location for the interview is selected, and the interviewer should have a good personality with empathy & the ability to communicate & listen effectively. A job profile must be prepared on the basis of the job description before conducting the interview.
Contents of the Interview:
Although the contents of the employment interview vary from one organization to another & also according to the nature of the job, the following are the essential contents of the interview:
a) Occupational Experience
b) Academic Achievement
c) Interpersonal Skills
d) Personal Qualities
e) Organizational Fit
Types of Interviews:
Interviews are generally categorized into the following three types:
a) Unstructured Interview:
In unstructured interviews, open-ended questions are asked of the applicant in order to perform probing. It is generally non-directive in nature, and the applicant is encouraged to give lengthy answers.
b) Structured Interview:
In a structured interview, a list of job-related questions associated with a particular job are asked of each applicant in a consistent manner. It is directive or patterned in nature and includes the following four kinds of questions:
• Situational Questions
• Job Knowledge Questions
• Job-Sample Simulation Questions
• Worker Requirement Questions
c) Mixed Interview:
It is a special kind of structured interview in which specially designed questions are asked of the applicant to probe past behavior in specific situations. It does not include self-evaluative & hypothetical questions & inhibits judging the personality of the applicant. Candidates are rated on the basis of their responses in the light of the benchmarked answers of successful employees.
Methods of Interviewing:
The following are the main ways of conducting interviews:
a) One-on-One Interview
b) Group Interview
c) Board Interview
d) Stress Interview
Background Checks:
The accuracy of the candidate’s application form is verified through references & former employers. Educational background, criminal records & legal status to work are verified. Personal references of applicants are contacted to confirm the validity & accuracy of the provided information. Efforts are made to know the past behavior of employees so that future behavior can be predicted.
Background checks assist the selection committee in dropping applicants who have past insubordination issues, attendance problems, theft, or serious behavioral problems. The level of responsibility of the new job directs the intensity of the background investigation.
Conditional Job Offer:
After going through all the previous steps of the selection process, there comes the most important step in which the hiring decision is made. The applicant who best meets the job requirements is selected. At the start, a conditional job letter is issued, which must be followed by a medical exam.
Medical Exam:
When the conditional job letter is issued, the next step of the selection process starts in which the physical/medical examination of the selected candidate is conducted. The medical exam is essential to check whether the candidate uses drugs or not. If the candidate passes the exam, they are finally selected for the job.
Final Selection Decision:
After the candidate passes the medical exam, the final job offer is made by the relevant department.
