When accepting the position of a Campus Recruiter for ABC, Inc., there were specific tasks and expectations that go along with the job title. The specific tasks were explained however, due to the improper planning and poor execution, the individual failed to deliver what was outlined in the job title. This paper will explain the failures due to improper planning, lack of experience and poor time management skills. Furthermore, areas that will be outlined from this case study will include various detailed causes as well as; different solutions to strengthen the recruiting department and prevent any further weaknesses.
Background
In early April, Carl Robins, was new to the human resources department of ABC, Inc. “The Corporate Human Resources Recruiter will play a critical role in ensuring we are hiring the best possible talent” (Nourse, 2013).
Mr. Robbins had taken on the needed task of hiring 15 individuals, which would work for the Operations Supervisor, Monica Carrolls. This recruiting position is responsible for selecting proper candidates, collecting proper identification and various paperwork such as; a resume, application, transcripts and payroll processing information. A background check, drug screen and a new hire physical must also be performed prior to anyone starting.
In addition to the proper processing of the new hires, Mr. Robbins also is responsible for scheduling the new hire orientation and providing the proper materials such as; the manuals, policy booklets and training guides. In this case, Mr. Robbins had already advised the new hires of the required orientation on June 15th. The lack of experience and follow through, along with procrastination was a large factor in completing the tasks set forth for the recruiting position. Mr. Robbins was feeling overwhelmed and began to panic, due to the realization that the needed workforce would not be ready for Monica Carroll, as he previously assured. The failures will effect several people and cause the operations department to not have the new additions to their team and be ready to move forward.
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Key Problems
There are numerous key problems with this case. Mr. Robins’s lack of experience as well as, poor communication and planning from the beginning, caused the situation to spiral, making the end result in complete failure. An incompetent and poorly functioning human resources department reflects the overall state of affairs of an organization and its possible uncompetitive position in the marketplace (Dutta, 2013).
Carl Robbins started the hiring process accurately. He successfully hired 15 individuals however, without creating a new hire protocol, several items were missed. Furthermore, Mr. Robins seemed to be completely focused on the fact that he was able to fill the needed positions and impressing the operations supervisor, he failed to follow through from the beginning. The inexperience may also be a factor however, he was hired as a recruiter and gained six months of experience therefore, Mr. Robins knew what was expected of him.
Procrastination plays a large role in the end result, as well. Carl did not immediately check with the training facility, even after receiving the call from Monica Carrolls. He waited more than 10 days to look at the training facility availability. Procrastination, weather it was due to lack of experience or being overwhelmed, does not matter in this case. The consequence remained the same, failure to complete the tasks by the needed time.
In most cases, time management and procrastination go hand in hand however, Carl did not look at the specific tasks nor did he allot the appropriate time to get the job done by the specified time. Failure to either create a hiring protocol or follow the steps that should have been learned during his first six months of employment, adds additional issues of concern. Being that this was Mr. Robins first recruiting effort, he failed to discuss, clarify or even have the steps that he had already taken reviewed with a fellow recruiting teammate to assure both himself and the recruiting department that the new hires will indeed be ready to start their positions in July. Many of the issues could have been avoided simply by doing research or asking for help.
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Developing a sufficient protocol or schedule is key however, it is imperative that the proper research on wait times for drug screens, background checks and pre-employment physicals is done so scheduling will go smoothly. It is critical to ensure that you have the proper tools and information to complete the required tasks.
Just like any position or task assigned, organization is critical. Carl was moving forward without knowing exactly how the pieces of the puzzle were to be put together. The recruiter did not utilize the appropriate tools such as, database, spreadsheets or check lists to ensure proper completion of the hiring process. Moreover, the recruiter did not set completion goals for each step to aid in this completion. Therefore, Carl did not see that there were numerous critical issues in the hiring process, which will not only affect the new hires, but will also cause delays for Monica Carroll and the operations department.
Alternatives
There are several alternatives that may strengthen the human recourses (HR) department in the future however, will not fix the current issue at hand. Implementing a new hire protocol that clearly defines each step of the process. Utilizing tools such as, specialized software that can be directly accessed from the outsourced screening companies to deliver new hire physical information, drug screening and background check results. This will allow the recruiter to access the file and make sure that the candidate is ready to begin work or notify when there is an issue with that specific candidate.
Another alternative would be to hire an assistant recruiter or administrative assistant to process paperwork as well as, scheduling training rooms and ordering new hire training manuals, etc. Other options to consider would be to outsource the entire hiring process by using an outside recruiting company or using an agency to employ all the individuals that work for ABC Inc. A recruiting company would minimize and allow the human resources department to simplify duties such as, conducting final interviews of the candidates that have been previously screened by the recruiting company. Complete outsourcing of all personnel or employee leasing is costly however, it is another way to prevent cases like Carl Robbins, who failed to represent the company’s professionalism, screen the new hires and organize a new hire schedule. Employee leasing will remove all responsibilities of the employer including, candidate screening, payroll and benefits which would replace both the HR and payroll departments. Unfortunately, in doing this ABC, Inc. would no longer be eligible for the tax credits that are given when a company hires welfare to work or Veterans. Another downfall would be losing the ability to solve an employment issue in-house.
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Proposed Solutions
There are several proposed solutions mentioned in this case study. The most economic and immediate realistic solution would be to implement an outlined human resources protocol which would include, step by step policies and procedures to successfully start a new hire, creating a spreadsheet or a checklist to prevent critical errors and ensure that each steps are followed as well as, having detailed contact information for each company that is outsourced such as; drug testing and pre-employment physicals and background checks. An important part of the protocol would be to have a new hire orientation packet saved on file so, when the need arises or the inventory gets low, the recruiter can order copies to be made in a timely fashion. The remaining solution that would be outlined in the protocol would be to have the recruiter notate each completed or received paperwork on the checklist to ensure all the necessary paperwork and outsourced results are received. This outlined human resources guide and organizational tool would guide the recruiter into making sure all procedures and requirements are met.
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Recommendations
Implementing the protocols would be crucial to the success of the human resources department. A recruiter is just like a salesperson, this is where the first impression is made. If implemented correctly, this will assure hiring the right individuals, which in return will allow ABC, Inc., reach its fullest potential. In this case study, Carol Robbins was not organized. There were no protocols in place to prevent these errors. Furthermore, there was not any direct supervision. It is recommended that the manager of human resources, review the hiring process directly with Mr. Robbins and make clear written expectations on the job requirements. It is further recommended that a clear, step by step protocol be put into place preventing these issues from arising again. Lastly, it is critical for the Manager of Human Resources to review all files before the file is completed and the new hire is scheduled for training. This shall continue until Mr. Robbins clearly understands the policies and procedures.
