Recruitment Policy Manuals

(0:00-0:14)

Hello friends.

So far, we have talked about how the process of recruitment works? How do we source people? How our recruitment policy should be linked with the organization’s strategy. But if we want to streamline the entire recruitment process, then we need a recruitment policy for that. Right?

Now, obviously, we cannot verbalize these policies. Therefore, it becomes equally important to write them down.

So, in this segment, we will see how the recruitment policy manual is written? What are the prerequisites for that? What is the process? so that we can draft an ideal recruitment policy manual.

So first of all, it is very important to understand what is the difference between policy and procedure?

Well, “A policy is a formal statement of a principle or a rule that each member of an organization must follow”. “Each policy addresses an issue that is important to the organization’s mission and operations”.

Whereas, “A procedure tells all the members or the employees of the organization, how to carry out or implement a policy”.

Basically, if the policy is “what” then the procedure is “how-to”.

Generally, the policies are written as statements or rules whereas the procedures are written as instructions in a step-by-step manner. So, there is a logical numbered step in the procedure while the policy is a statement or a rule. Okay.

Now, let’s try to understand “policy versus procedure” in detail.

So, policy by definition states the company’s intent”. A policy covers a specific aspect of a company’s philosophy. And basically, these are the set of guiding principles.

Whereas, “a procedure describes how to accomplish the company’s intent”. This is the method or technique by which a policy is implemented or accomplished and a series of operational processes are required to implement the policy.

Now, the purpose of the policy is to set, control and direct the actions or conduct so that consistency is maintained in an organization.

Whereas the purpose of the procedure is to explain how to implement the specific requirements of the processes to achieve the desired result.

Then, the function of the policy is to “explain who is responsible for the execution and enforcement”. Who will execute and implement the policy? What is the policy? And why is the policy required? 

Whereas the function of the procedure is to explain who will perform the procedure? What steps are performed? How are the steps performed and when are they performed?

A few things are included in the policy such as, what is the rule? Why does the rule exist? Which people are covered in the rules? And who is responsible to enforce the rule?

Similarly, if we talk about the procedure, the following things are included in it such as when the rule applies? When and how actions are to be taken? What are the consequences if the rules are not followed? Graphs, forms, and charts are also included in the procedure. And lastly, who has the responsibility to update the rules and procedures? (Are you getting it?)

Now, if we have a look at the characteristics of both, then, the policy has a “widespread application”. They are “changed less frequently” and “usually expressed in broad terms”.

Whereas, the procedure has a very “narrow application”. They change frequently, if there is an XYZ policy, the steps to implement that policy can change over time but policies remain the same. And lastly, the procedures are often stated in detail so that there is no confusion. (Got it?)

Now, let’s talk about the “types of policies” ….

If we categorize this broadly, then “on the basis of source” and “on the basis of description”, we can categorize them.

Now, on the basis of source, we have 4 types of policies.

The first one is “originated policies”. These are policies that are usually established by the senior managers so that their subordinates can get guidance.

Then, the second type is “Implicit policies”. Generally, these are the policies that are not formally expressed. They can be inferred from the behavior of the managers. For example, in any organization, it is not mentioned that the males need to shave their beards daily. But, when you go with trimmed beards in front of your seniors or managers, then, they don’t like it…. So, this becomes an implicit policy that if you want to work in an XYZ organization, you need to shave your beard on a daily basis.

Then, the third type of policy is “imposed policies”. These policies are generally imposed on the business by external agencies such as the government, trade associations, and trade unions.

And lastly, the “Appealed policies”. Appealed policies arise generally when the particular case is not covered by the earlier policies. So, in order to know how to handle new situations, the subordinates request the formulation of some specific policies.

For example, when there was a global lockdown due to covid-19, most of the organizations were not ready to work from home. They did not even have the policies. Hence, due to the changed scenario, based on the lessons they learned, they were forced to create some policies and share them with their employees. These are said to be appealed policies because this particular case was definitely not covered in the previous policies in most of the organization. (Clear?)

Now, “on the basis of description,” we have 2 types of policies.

“General policies” and “Specific policies”.

Generally, the general policies do not target a specific issue. They are formulated by the organization’s leadership team in order to explain the code of conduct, how the employees should work and how they should behave within the organization.

Whereas, the specific policies cover some specific issues such as staffing, compensation, collective bargaining, attendance and so on and so forth. Now, specific policies cannot be created randomly. They must follow a particular pattern that can be derived from the general policies. (Understood?)

If you have any queries or comments, click the discussion button below the video and post there. This way, you will be able to connect to fellow learners and discuss the course. Also, Our Team will try to solve your queries.

Thank you.

(09:28-09:39 end music)