Talent Acquisition in Organizations

Introduction

Human resource is the most valuable of any organization. The success of the organizations depends on the employees. It has been seen that if the employees of the organization are at their best then the organization makes progress otherwise it has to face some serious losses. The employees of the organization are important as they are considered to be the first interaction with the customers (Effler, 2013). The employees of the organizations represent their organizations in the market and interact with people to get customers and show an increase in the success of the organization. In simple words it can be said that behind the success of every organization there are number of hard working employees who give their best and are dedicated to their job responsibilities in the organization. If the organization fails to hire such employees, then the organization may face losses like money and time. An organization that has all the physical resources but lack the right person then organization will keep on struggling to make progress; on the other hand, if the organization has hired some employees who are trained in the domain they will show an abrupt change in success chart.  The talent acquisition in organization is very critical process as it is directly concerned with the repute, progress and investment and is this process is also known as talent acquisition. The employees should be selected and hired very carefully. In every organization, the hiring process is done with the help of separate department called Human Resource Management. It is clear that if the organization fails in hiring the employee who is exactly according to the requirements of job description, then he will never fit into the organization and will never profit the organization. Moreover, it is not a simple process that includes calling the candidate for interview and hiring him. There are some necessary steps that should be taken before conducting interview of a candidate. The process of hiring an employee needs to be structured by the human resource department of the organization. A poor selection of an employee in the organization will cost some unnecessary money and time which the organization may have put in other resources to work better and efficiently (Roberts). VPang shows the importance of hiring employees by saying that the human talent is the most valuable commodity of any organization, he also adds the procedure of hiring an employee is the heart of the organization (2012).  There are certain issues as well in hiring employees in the organization. In this paper we will be focusing on the process of hiring employees for the organization. It is very important for every organization to get hold of hiring process very carefully as it will not only save resources of the company from being wasted but also add more to the profit of the organization. The human resource department will be dealing with the whole talent acquisition in the organization. We will see the importance of human resource department in the organization that how it is responsible for bringing the right talent to add profit to the organization. This paper will also show how the hiring process showed be carried out in the organization in order to get the right talent that suits the organization and is according to the job requirements. All the hardships in hiring process and their remedies will be discussed as well that will work as a guideline for almost every organization that want to hire new professionals according to their requirements.

 

Historical background 

There has been a great dramatic change in the process of talent acquisition in the organization. First the talent acquisition was a process of reactionary program, but over a time period of more than 70 years now it have become a strategic business process that is vital for every organization. There have been different stages in the history of talent acquisition process. In the recent time, the organizations are also competing with each other in order to acquire better talent as they have understood the importance of this talent acquisition process. In this section we will have a look at the evolution of this talent acquisition process that how it started and how it is being done in the present times. The evolution of talent acquisition has been divided into major three periods.

The first period

The first period of talent acquisition range from 1940s to 1970s and depended on typewriters and rolodexes.  The era of talent acquisition started after the Second World War. There was very strange situation at that time that gave birth to the talent acquisition process. The reason was that during the war time, most of the talented employees voluntary joined the army in order to serve their country. In this way, only those persons who were not suitable for services looked for employment. The organizations and companies could not afford to hire the employees that were not able to meet their requirements. This gave birth to the talent acquisition agencies who worked to provide suitable employees for the organization (Erickson, 2013). These talent acquisition agencies worked as a mediator, between the employees and the organization. The jobs were advertised by these agencies mostly on the newspapers and some posters. In this way, those people who came to know about the job advertisement, would either contact with the employer or provide paper printed resume to the agency. As in this era there was no such technology that is why, word of mouth was quite helpful in the talent acquisition. However, in 1960, a new idea was generated by these talent acquisition agencies that were called internship. This idea was quite appreciated and was adopted by many academic professionals in their universities. In this era, mostly referral was appreciated as to acquire talent that is best suitable for the organization. Later in 1970s, with the advent of technology, the idea of outsourcing was originated that helped the organizations in talent acquisition and low cost services.

The Second Period

The second period of talent acquisition starts from 1980 and ends in 1990. In this era, technology has taken the place of typewriters and rolodexes. In this period the process of talent acquisition was improved a lot and it helped the organizations grow and compete others as well in the market. In the last era, there was a direct contact of the recruiter with the company’s hiring manager. The company wanted an employee, the recruiter would look for the right candidate and the company would hire that employee (Erickson, 2013). However, in this era, the company’s started on investing a lot on Human resource department. In this way the Human resource department became a mediator between the recruiter and company’s hiring manager. In this way the human resource department started working as a filter for the company. The HR department first looked at the recommended candidates and then filtered the best men out of them. Another advent in this era was the introduction of digital resume rather than the resumes on the piece of paper. In this way, the recruiters could also keep the resume of the candidates in digital form as well. Moreover, the application tracking systems were also introduced that boosted the process of hiring and talent acquisition for the organization. However, there were certain drawbacks that did not prove to be an ideal for talent acquisition in the organization.

The Third Period

The third period of talent acquisition has a lot of changes as compared to the last one. The main reason of its change is because of the technology advancements and extensive use of social media around the world. In this period, the organizations relied more on the human resource departments within the organization. However, the recruiting process from the hiring agencies did not end at all. These agencies still are helpful in finding out the right candidate that the organization may require. Then that specific candidate is filtered by the human resource department of the organization. In this period, the candidate relationship management was introduced as the organization thought to regulate and organize candidate related business processes (Erickson, 2013). Moreover, it will help in the creation of relationships between the right candidate and the organization. As social media is being used by great number of recent generation, the talent acquisition process was also mixed with the social media that has become a new mode of communication over the internet. The social media keeps the candidate aware of new job opportunities even when they are not looking for one. However, in this way, the talent acquisition is easier and the organization will be able to hunt the best talent for the organization. Social media is helping in talent acquisition in a very wonderful way as it is very attractive and most being used media around the world. It was given a new dimension to the talent acquisition.

Current situation analysis

In this section we will be going through all the talent acquisition process in the organization. As we have discussed earlier that in the present age, the talent acquisition in the organization is being done by the human resource management. It is important to know the role of human resource management department in the organization. HR or human resource management department of the organization is a complex department in the organization that is used to organize human in the organization. Beside the fact; that it is a complex department but it also very essential for the organization as well. The success of a HR department depends on the following three processes that are planning, programming and evaluation (Effler, 2013). Here the planning means that the HR department must be aware of the business plans of the organization so that it can find out the right number of people for the organization. Now we are quite sure about the department of the organization that will be looking into the talent acquisition process, so when we move forward we should be sure about the roles and duties of the managerial persons in HR department who will be looking for the right persons for the organization.

However before the talent acquisition process starts in the organization, there are some important things that the organizations should take care of before moving ahead. The organization should fulfill some of the following requirements before they can hire any employee. If the organization hires any employee without anyone of the missing things; then the organization may face some serious consequences. These pre-requisites are forms, taxes, regulations and insurance. The first thing is the Employer Identification Number; this number shows that the employers can hire any employee. If the organization does not have this number, then the organization is not allowed to hire any employee. The employer identification number of EIN works just like a social security number for the organization (Business Insurance). The second important thing is the regulations that are connected with an employer. These regulations may vary depending upon the type of the organization, however it will include, safety regulation, employee posters etc. The third important thing that is required for hiring an employee is the Insurance. There are different kinds of insurance that may vary because of difference in the organization. However most commonly insurance are Worker compensation requirements, Unemployment insurance, disability insurance. Aside from all these requirements, the employer must have forms that are important for the organization as well in order to hire employees. These forms include W-4 (Federal income tax withholding), W-2 (Federal Wage and statement) and I-9 (Employee Eligibility form) (IRS, 2013). Each employee in the organization should fill all these forms in order to work in any organization.

I.      Job Analysis

The first most important aspect in hiring employees in the organization is that the HR manager or the HR department must be fully aware of the full job duties and responsibilities that are required by the employee (Heathfield). It is called the job analysis. In this analysis, the recruiter will be sure enough about what skills an employee should, or what will be the working environment for the candidate and what will be his qualifications.

   II.            Job Description

Once the job analysis is done, the next thing to do is to write the job description. The best job description depends on best job analysis. Moreover the job description also provides you to develop a hiring strategy for employees in the organization (Heathfield). While writing a job description, there are certain things that should be kept in mind. The first one is to clearly define the position in job description so that the candidate come to know for what position he will be working in the organization if will be employed. Another aspect to be covered in job description is the department in which he will be working and position of his boss is necessary. Moreover all his jobs duties, responsibilities and qualification should be mentioned. It is very important so that in the later times, the employee should not claim that specific responsibility was not mentioned in job description (Chafkin, 2010). A complete list of qualification, skills and required experience should also be there in job description.

III.            Determine Rate of Pay

Everything you get for an organization is an investment. In the same way, when you are thinking for hiring employees in the organization, it means that you are moving towards an investment that will increase you profit as well. However, in the serious case you should be clear about the amount that you will be paying to your employee (Abrams, 2010). When the employer starts to make any investment in the organization he will be aware of the following facts so that he can figure out the suitable salary for the employee, review current monthly cash flow, estimate monthly profit, estimated additional revenue, and estimated salary for an employee, taxes and additional cost.

IV.            Plan a strategy

An important step in talent acquisition process is that this should be planned one. It should not be haphazard, that you every person in HR department starts looking for the right candidate that can fit in the job description presented by the organization. It is a planned activity that should be handled very carefully. The planning of talent acquisition process is of vital importance and HR manager is responsible for this work (Heathfield). He will assign the duties to other members of the department and plan out the whole process.

   V.            Advertise Job

Once the employer has set a salary for the specific job title, then the next step is to start the hiring process. In order to reach the right candidate is that first the organization’s voice should reach maximum number of the candidates about the job vacancy. The organization should advertise job vacancy through different modes of communication like newspapers, or social media. The best way is to get help from social media, the reason to choose social media is that, as we have already discussed that social media has become an active source of communication between the recent generations, so it is better to go for mode that is more active and has great number of active users as well (Simply Business). If the advertisement is done in the right way, then the chances of getting the right candidate for you organization also increases. In this way, the organization will get a chance to go through talented people out of whom the organization will be able to find out the ones who are exactly according to the requirements and job description. It will surely add to the profit of organization and create a healthy environment in organization as well.

VI.            Shortlist Candidates

Once the job is advertized in the different forms, the organization will start receiving different applications from candidates. It is where the talent acquisition process takes a serious start. As there will be number of applications received for each job, so it is not possible to call each candidate and interview him. Talent acquisition process takes a lot of money and time, so the best thing to deal with great number of received applications is that the candidates should be short listed. The candidates should be shortlisted by drilling down the skills and qualification that will match with the job description (Simply Business). It is important to keep in mind to call the candidate that is according to your requirements and his experience should be according to job description. The reason is that, the more experienced candidate will not agree with your proposed salary.

The best way to shortlist the candidates is to have a pre-interview session with the candidate to know about his qualifications and his salary expectation. It will help a lot in short listing process and save a lot of time of organization. This can be done by have a telephonic conversation with the candidate.

VII.            Interview Candidates

Once the shortlisted candidates are listed, the next step is to call them for interview. It is very important in talent acquisition process in which the candidate will face the recruiter. Mostly, while interviewing a candidate, there may be different phases which may include written examination or oral questions. It should be ensured that all the candidates must be aware of all the procedures to be performed in the interview. It will help the candidate to prepare himself for the interview. However the common process of interview includes one on one discussion, an interview panel, skills test and written examination (Business, 2012). It also depends on the type of job. The questions in the interview should be selected very carefully; the reason is that the questions are very important for the employer that is asked in the interview. There must be specific questions in the interview that will help you to find out the perfect candidate for the position that will make him stand out different from the others (Heathfield).

VIII.      Selecting the Candidate

After the interviewing process is completed of the selected candidates, then comes the turn to select the right candidate for the job. This process can be done on the basis structured scoring process. This will help out to find out the best candidate for the job (ACAS, 2010). There are other things as well that should be included in this point scoring technique to select the best candidate. The relevant experience should be at priority and the second point to consider is the personality of the candidate. Here personality means to check if the candidate can be a good team player and work with others in a friendly environment. Attitude of the candidate is also very important that will show if the candidate is passionate about the job or not. If the candidate will be passionate then he will give his best in the job environment (Business, 2012).

IX.            Background Checks

Once the candidate passes all the interviews and the selection procedures, the next step is to do a background check of the candidate. It is very important in talent acquisition process. This background check includes academic check, and contacting the last organization of job. It helps a lot in selecting the right candidate for job (Heathfield). On the other hand it is also good to make a contact with the reference person of the candidate.

   X.            Offer them a job

If the candidate also passes the background check, then the next thing is to offer the job to the selected candidate. The candidate must agree with your proposed salary and all other terms and conditions. On the other hand, a written statement of job offer should also be sent to the selected candidate so that he is sure of his job.

1.     Negotiations related information

There are certain problems in talent acquisition process of different organizations. If the talent acquisition process in the organization is not well organized and planned, and there are faults in it, then it can cause huge losses to the organization. There is need to omit such drawbacks in talent acquisition process make it more efficient and appropriate so that to the right candidates could be given employment in the organization and the company can get benefit from it. Here are some of the issues that are mostly found in talent acquisition process of the organization:

i.       Alignment issues

It is good to have a planned talent acquisition process in the organization by human resource department, however on the other hand it is also mandatory that the talent acquisition process should be aligned with the business strategy of the organization (Adler, 2011). Talent acquisition is also a strategy that must be aligned with other strategies going on in the organization. If these strategies are not in line then the talent acquisition process will be affected.

ii.    Recruiting methods

Another issue with the recruiting method is that the method to hire passive candidate in the organization is totally different from the method of hiring an active candidate. This can create a gap with both of these candidates which will results low performance of both. In this case, the organization will be facing losses.

iii. Decision Making

The third issue with the talent acquisition process in the organization appears when the recruiting team or the manager is not sure about why is he selecting or deselecting the candidate (Adler, 2011). The main reason is that the recruiter is superficial about the candidate that he will work quite well in the environment and can be adjust as well.

2.     Observation on the Situation Analysis

Looking at the situation discussed above about the talent acquisition process in the organization, it seems to be the best suitable process that can be applied on all types of the organizations. We know that the talent acquisition process may vary in different organization depending on their business strategies and niche or work. By the dint of, the above strategy for talent acquisition can be applied to all the organizations. These are considered to be the basics of the talent acquisition process. If the strategy does not fulfill the requirements of any organization, then addition of some more methods can be helpful in this regard. However, it is not an easy process as the investment of the organization is at risk. There the human resource department needs to work very efficiently in order to find the right candidate. If there are problems in the talent acquisition strategy, then those issues should be resolved so that the hiring process is improved and suitable candidate can fill the vacant position.

3.     Comparisons

We have seen that the talent acquisition process has changed a lot from its beginning till date. There have been different factors that caused a change in the talent acquisition process. The involvement of technology, some outsourcing organizations has presented different forms of hiring an employee for the organizations. With the addition of a lot of things to the acquisition process, there is still need to make it stronger. Like if we talk about taking help from a recruiting organization, it does not mean that the organization does not need a human resource department. The reason is that the human resource department within the organization is the one that is aware of the business strategies and well aware of what the organization wants in the ideal candidate for its working organization. The development of this department in organization has filtered and improved the talent acquisition method for organization as compared to the one in past, when the recruiting agencies were hiring employees for the organizations.

4.     Findings

Looking into the talent acquisition process from start to end it is obvious that it is very tough but important for every organization. If the organization is going to hire its first employee, then it must be aware of the basic things that are required in order to hire an employee. If the organization does not fulfill those requirements like employer number then the organization will never be able to hire an employee. It is very good because it will also ensure the safety and job security for the employee. The employee will work in an organization that is stable and sustain at least to the pay him. In addition to the basic requirement, we have got a complete framework that will guide through the whole talent acquisition process for the organization in order to find the best human force suitable for the organization. We are now well aware of the importance of this talent acquisition process as it is a way to find out the best men in the market who can give their best to the organization and bring a positive change that could profit the organization. This also gave an idea about what should be avoided in the talent acquisition procedure. It is very sensitive matter as the investment of the organization is involved and the organization will always want a profit from its investment. If the organization does not get what it expects then it will be a loss for the organization.

5.     Suggestions

There are some suggestions regarding the talent acquisition process in the organization. The business strategy of the organization is the basic and other strategies are connected with it. There should an alignment with the business strategy of the organization and talent acquisition strategy. As we came to know that business strategy is the main in any organization, so if there is any change in the business strategy, then the talent acquisition strategy should also be change in order to make it align with other strategies in organization (Adler, 2011). Moreover if the talent management department of the organization is not efficient, then a training session should also be arranged for them. Talent acquisition is now becoming very important for every organization as the human force is the key success of every organization. If the organization is successful in gaining more and more ideal candidates, then the chances of its making progress will also increase. There should be a clear link with the talent acquisition with your organization. It will help the talent acquisition department to make a good analysis of the requirements that the organization is looking in the employee (Brenner, 2013). If the organization is taking help from some recruiter agency then the organization must know more about the recruiter agency. The organization should make clear that they are well aware of the organization and their needs and their job. If the recruiting agency is not aware of the organization, then it will not be able to find the ideal employee for the organization.

6.     Summary and Conclusion

In this paper we have gone through different aspects of talent acquisition in the organization. The basic thing in this was to understand the project. The project focused on what are the hiring processes that the organization needs and what obstacles the organization will face will while doing talent acquisition process. It is important to know about the history of this talent acquisition process. The talent acquisition process is divided into three stages starting from 1940 to till date. There are different methods that have been adopted during these different periods. For moving towards the talent acquisition process, we need to know the basic requirements that are mandatory for every organization if it wants to hire employees. The basic requirements for organization to hire employee are employer identification number, regulation, insurance and tax forms of the employees. If the organization fails to fulfill the aforementioned requirements then the organization will not be able to hire any employee. Once the organization is sure that he has got all the basic requirements, then it can move towards the talent acquisition process. It is a chain process with series of steps starting from job analysis to offering the job to the candidate. These steps are Job Analysis,  Job Description, Determine Rate of Pay, Plan a strategy, Advertise Job, Shortlist Candidates, Interview Candidates, Selecting the Candidate, Background Checks and Offer them a job. It is the framework that can be used for hiring employees in the organization; however there are some problems with hiring process as well. Those problems should be omitted from the talent acquisition process so that the best candidate for the job is selected. All the issues that are mostly presented to the organizations in talent acquisition process are highlight; in addition to that their remedies are also presented. It will help the organization to make its talent acquisition process more convenient and efficient. This is the only way that the investment of the organization can be saved in possible way.

Talent acquisition is very important for the organization. The organizations have understood the important of human resources that is why they are investing a lot in this domain. In the past, the organizations were not aware of this importance and did not pay much attention to this domain. However with the passage of time and invention of new technologies the organizations are well aware of the fact that if they want to compete in the market then they will need the best employees and that is only possible with effective talent acquisition process. The more effective the talent acquisition process, the greater the chances that the organizations will get their ideal candidates for the job. Now the organizations see their employees as their investment and the organizations are always trying to find a way to save their investments and make profit from it. It is only possible if the organization gets the right employees for each position. That is only possible if the talent acquisition process is carried out in the best possible way as described above. If the organizations do not follow the above model, then they may fail to hire the right person for the position and cause loss to the organization.  Talent acquisition process is a strategic process and it should always go with the business strategies of the organization, if there is a mismatch between the strategies then the talent acquisition process will not be successful. The talent acquisition process should be carried out in the above mentioned manner so as to avoid any sort of loss.

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