Tag: HR

Job Description: Why is it an Essential Document

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Hiring someone is a process. One of the first things an employer does and should do is to chart out a job description. It helps the candidates know what the company is looking for. It helps the recruiters know what they are to look for.

 

What is a Job Description?

Briefly put, a job description lists out the main duties and responsibilities expected from a potential applicant.

 

Not so Simple and Static:

Writing a job description is not as simple as it sounds. And it is not to be taken for granted. Recruiters often face problems while creating a shortlist because of a lack of specificity in job descriptions. Sometimes, there is an absence of a job description altogether.

And by no means it is a fixed document which can be used again and again. It could be that the employee who previously occupied the position worked very efficiently. As a result, a new set of skills, capabilities may get added in. The job description which was there when this employee had applied will undergo a change.

On the other extreme, if the employee who previously occupied the position didn’t do the job too well, the job description to be brought out for that position may undergo a change. The employers would want to specify or perhaps reword certain competencies so that the same set of problems isn’t faced again.

Thus, a job description, even of an older position is not static.

On the other hand, there can be an instance where a new position has been created recently.

It could be due to numerous reasons: technological innovation, change in the scope of the company, moderation in the mission and culture, etc. In such a situation, a job description from the scratch has to be created.

Whatever be the context, a job description is an important document that needs to have a certain specificity.

 

What are some Benefits of a Job Description?

The obvious benefits:

  • Helps the person on a job search in screening the places worth applying at.
  • The applicant knows the exact skills and capabilities needed.
  • The applicant knows the expectations of the employer.
  • The applicant knows when (not) to say “that’s not my job”.

 

There are a few other not so obvious benefits of a job description:

  • Helps recruiters screen candidates with much ease.
  • A reference which helps in developing interview questions.
  • A reference to formulate training plans, employee reviews, salary increases, goal setting and training plans.
  • As a way of ensuring there is legal documentation.

Moreover, it tells a lot about the company/firm, and how seriously are they taking the hiring process.

 

What to Include in a Job description?

What are the key points one should include in a job description?

The job title: It should include the name of position, the rank if any.

The purpose: In a clear language, the job description should summarise the purpose and objectives of the position.

The desired professional experience and the desired educational qualifications. It should also include, obviously, the core skills needed. The necessary certificates, licenses and registrations (if any). One might also specify the physical requirements if the job demands.

Reporting: This will include who the applicant will be reporting to, and who all are to report to them.

The location, the schedule and the work environment and condition.

So, the structure of a job description would generally include:

  • Job title
  • Location
  • Reports to
  • Job purpose
  • Responsibilities/ duties in a detailed way
  • Essential and ideal criteria
  • Company/firm/team overview
  • Application information

 

A job description is thus in fact a sign to the applicant that the company/firm is serious about hiring, and knows what it wants from potential employees.

You Name It: Why Getting Names Right Is Important

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What is probably the first thing you would know about a person, be it a colleague, client or candidate?

What is it that defines a company?

What is it that leads to an establishment of personal rapport?

What is that sets a person apart from everyone else?

It’s the NAME!

Making blunders in people’s and company’s names is a very embarrassing error, and sometimes it can cost you business.

 

  • Getting International Matters Right:

When you are working with clients from all over the world, it is not rare to come across names you have never heard before. Or names which are not common in your country. Or names which mean something really different in your region, which might make you chuckle. It is necessary to have sensitivity in such matters.

Whatever be the reason, if you come across a name which you have not heard before, and have a doubt about its pronunciation, it is best to just ask.  Ask the person himself or herself, or ask Google.

Correct spelling is also something one should ask.

It is not uncommon to find emails addressed to the “wrong” people because of inattention to the exact spelling.

 

  • The Basics: 

It is necessary to get a name right because if not the first, it is one of the initial steps in ensuring a successful interpersonal interaction.

Clients and candidates alike, all people, feel valued when you remember their names, with their correct spellings and pronunciations. It conveys that you have been listening and paying attention to what they were saying.

Wouldn’t client-relations suffer if you didn’t even remember as basic a thing as a name?

 

  • Remember, Companies Have Names Too:

While it is one thing to make error in the name of a person, things can go wrong at a whole different level when one makes an error in the name of a company or firm/organisation.

It is always a good idea to double-check the name of the company that is being used in various documents and other paperwork. This can prevent transactional and other administrative goof-ups.

 

  • Tracking Changes:

While it is important to pay attention to the names and their correct spellings and pronunciations, it is equally important to be updated about the changes.

Updated about names?

Many companies begin with one name, and sometimes as their reach and scope evolve, so do their names.

Some companies have sister concerns with similar names but different businesses. It is a great idea to clarify such things. It is easy to be mistaken about the identity of companies if the logos, mottos and contact details are similar.

Many people also change their names (including middle names, surnames ) due to various reasons. It is necessary to have the documentation up to date in such cases to avoid administrative complications and frauds.

 

  • A Sign Of Respect:

A big reason to pay attention to names and making efforts to get them right is that it can be considered a very basic form of courtesy.

Repeated mispronunciations, blunders are not only annoying for the person who is at the receiving end but also very disrespectful.

In a professional setting, one is expected to apologise for and rectify unintentional errors. When this doesn’t happen despite repeated attempts at pointing out the mistake, it might come across as mockery.

What to do if you are the one with a “unique” name? Sadly the most common approach people take is to just tolerate the misnomer given.

But fortunately, there are other alternatives, and situation is changing, thankfully. Globalisation has desensitised everyone to a whole lot of hitherto unfamiliar names.

Moreover, the internet is a great tool. For the person who is having trouble with calling out that name, there are exact phonetic pronunciations just a Google search away for at least some names. For the person facing the mini-identity crisis of sorts, there’s the option to send a mail to the entire office clarifying before everyone gets accustomed to making the mistake.

Names are not just empty words, and it is necessary to understand why we should make an effort to get them right.

 

Recruitment Story: The Sweet Rewards of Professional Excellencies

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A gesture that has a personal touch, for a professional feat goes a long way in boosting levels of motivation, confidence, and work-satisfaction in the employee. Acknowledging and being grateful for any such gesture, and articulating it to the person who gave the “reward” strengthens the professional bond.

How would you like receiving a huge cake on your wedding anniversary from a prestigious client?
Pretty overwhelming, joyful, valued, surprised?

This is probably one of the best feedback someone might receive for their professionalism.

It is time for another recruitment story giving lessons, both personal and professional.

This team leader got a call from a lady in Singapore, who had found out about United HR through a reference.
The lady from Singapore eventually became a regular client.
And the team leader helped her get a lot of candidates for several management and directorial positions. The lady from Singapore phoned the team leader regularly to express her happiness whenever someone got recruited. The team leader too, always answered the calls warmly, and made sure the quality of work was maintained.
Now one day, the team leader received another such call from this lady.
It happened to be the team leader’s thirtieth wedding anniversary. As the client lady from Singapore expressed her happiness about the latest recruitment, the team leader thanked her for giving such a happy news on a day like that. More pleasant words were exchanged and the call was over.
The team leader got another phone call from a different person asking for her home address, and assuming it was for a professional reason, gave it.

Fast forward to when she was at home. The doorbell rang, and lo and behold, there was a cake delivered to her from the client lady in Singapore, for her “ wedding anniversary”! That person asking for the team leader’s address was calling from Hyderabad (he was a successfully placed candidate), and was directed by the lady from Singapore to do so. He had selected a huge cake with wonderful icing.

This client lady had also emailed praising the landmark number of thirty years.

The team leader had received felicitations from distant places! Both, the client and the candidate had gone an extra mile.

One talks about the sweet returns of a great job. But rarely one thinks of receiving such a literal sweet return!

 Efficiency, and consistency are two factors that contributed to establishing a sense of reliability.

This reliability goes a long way in retaining clients and maintaining client-relations.

It is hard to imagine something similar happening if the team leader wasn’t consistently delivering results. She clearly didn’t stop making efforts after just one successful assignment. What’s more, there was always cordial, warm communication taking place. This goes a long way in making sure the client feels valued.

The personal touch in a gesture is truly a marker of the client-satisfaction.
And sure enough, in this case ,professional excellence leads to a figurative cake and the sweet taste of job satisfaction, which are way beyond the monetary rewards.

Kudos to Mrs. Ansuya Satish, who is the team leader in the story and we thank her for sharing pearls of wisdom, and take things to learn from her.
She has been one of the Great Pillars, on whom the Glorious History of United HR rests.

Mrs. Ansuya Satish
Mrs. Ansuya Satish

Professional Lessons to learn from Diwali Festivities

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As many of us know, Diwali is not just about a day. The festivities and the rituals begin right from Dhanteras, and go on for days till Bhai Dooj.

Now, here are some professional lessons to be learnt from the five days. Don’t worry, we are not asking you to work during the holiday season, but the following lessons can always be implemented after you come refreshed from a Diwali break.

 Dhanteras:

This day, the thirteenth day of the dark fortnight of the month Kartik, is associated with cleansing and purchasing.

The day gives us lessons about the importance of getting rid of chaos and old clutter , and thus make space for order, novelty and freshness.

In the office space, it is similarly necessary to get rid of old, obsolete technology, and be up to date with the emerging trends. Plus, it is a great idea to keep the work station clean, tidy and ordered. There is known to be a positive correlation between work efficiency and a well-lit, hygienic, peaceful work environment with minimal disturbances.

 

 Chhoti Diwali:

The fourteenth day of the fortnight is associated with preparation of sweets using various ingredients like flour, semolina, dry fruits, milk solids, etc.

Remember how the various sweets are not simply “sweet”, but the taste of the main ingredient always lingers? Be it milk, cashews, almonds, pistachios, there is an instant recognition.

It would do us good if we keep this in mind: it is necessary to retain one’s essence to gain recognition.

For example, an HR manager of any company, would much prefer a candidate who is honest  and transparent as opposed to someone who is showy (flamboyant) and ingratiating.

Sooner or later, the inner qualities of that candidate would be recognised, like the main ingredient of the “sweet.”

 

Diwali:

Here comes the festival of lights! There is sound, there is colour, there are feasts, there are Pujas performed, there is celebration everywhere! The young people visit and take blessing from the elders. Oh, and there are diyas, rangolis!

In the professional lingo, this teaches us the importance of good networking, bonding, the importance of mentors. It tells a lot about the power of one small diya. About the power of one single colour to add that missing touch in a rangoli. Sometimes, a rangoli remains incomplete without that one colour. Team work is the Key.

A line of diyas has the capability to light up an entire place. Collaboration, not competition is the way to go.

 

Govardhan Puja and Bhai Dooj:

Govardhan Puja is celebrated to mark the feat of Shri Krishna when he lifted up a mountain to save cowherds and farmers from incessant rains. Some regions celebrate this day as a New Year, and some as the Annakut, literally mountain of sweets. Some celebrate the bond between husband and wife.

Bhai Dooj celebrates the bond between brothers and sisters, here, the sister acting as a protector of the brother.

Anyhow, the two days teach us a lot about the importance of being supportive to our colleagues, especially in the time of crisis.

Taking responsibility, having empathy, handling interpersonal relationships effectively are some of the lessons we can take with us. It tells us about the importance to have Emotional Intelligence. In short, the importance of taking leadership in little things.

Emotional Intelligence could be used in handling meetings, negative feedback or appraisal, client relations, empowering your colleagues, etc.

Diwali festivities not only give us good times, but good lessons which could be applied in a professional setting.

Delving into meanings of festivals and traditions, could help us a great deal to understand the values and their timelessness.

Happy Diwali!

 

Recruitment Story: Sleeping, Smelling, Dreaming Generators

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Some of us would be familiar with our parents and grandparents telling us stories about the struggles they had to go through when they were younger. Anecdotes about walking long distances to go to school, when all we have to worry about now is whether we will be able to catch the bus on time. About how one had to actually spend hours in the library to look for one tiny snippet of information, when all we have to do is one Google search.

Looking at these incidents with humour is all very well, but the thing is, all of this is true. We have to admit that our parents and grandparents did some pioneering acts which might daunt us if we think about it now.

Here we present one such story about our initial years.

Flashback to almost thirty years back. The India we know today was different then. The world as we know now was different then.

There was a requirement of an “Operator” for an 11,000 kva, 40 feet tall generator at a Textile mill in Nigeria.

The only brief given was the person should:

“Sleep with Generator

Smell of Generator and

Dream Generator.”

 What?

This was no era of KRAs.

This was no era of specifications of degrees or specialisations.

This was no era of interconnected email networks which now ensure that there is an almost instant spotting and filtering of potential candidates. Headhunting was the only way.

Add to the mix, although generators were a norm in industries in India as well as Nigeria and electricity not as widespread as it is now, a machine this big was still a rarity.

How would one cope with a “Brief” like this in the present day?

It was the brief where we had to understand that there was a need of someone who knew all about dismantling and assembling generators like the back of his hand.

They needed someone who could work hands on with a generator. Or more specifically work hands on with an 11,000 kva, 40 feet tall generator.

We found the perfect candidate for this position. Yes, with no KRAs and just this brief. Yes, in that era.

This was all done, under the able guidance of our CEO, Dr.O.P Pahuja, who is a hands on Engineer himself. This tells us so much about his visionary nature.

Dr. O P Pahuja
Dr. O P Pahuja

This recruitment story is of the time when industriousness, problem-solving skills, perseverance, awareness, risk-taking, courage were the qualities that were necessities. They were needed to thrive and keep companies running successfully.

This recruitment story is a testimonial to the pioneering and industrious nature of Team United HR. It aligns perfectly with one of our mission statements: “Putting right People in Right Places”