Memorandum 1d1b56

MEMORANDUM TO: Madam, Shahnaz Shafiza Binti Sabr FROM: Muhammad Hafifi Bin Abdul Manap, Manager of Human Recourses DATE: April 05, 2014 SUBJECT: recruitment and selection

Here is the report you requested Mac 01 on recruitment and selection for vacancy of Department Marketing. You suspicions were right. The main of purpose of this report is to full fill of vacancy of department marketing for our company. Department marketing have three job vacancy need to full fill by strong employee. The job are, senior executive, non-senior executive and fresh level entry. Department marketing are need new staff to make innovation for idea have been develop to our company. It can help to increase the profit of company and also can promote our company name to public. The solution for this problem seem rather clear. We need to recruit new staff with good qualification to full fill this vacancy and make innovation for this department. We had make some of research for every department and for department of marketing show that, trend of generates profit very low since last four year. Marketing is one of important for our company. It have potential to generate profit if we have strong employee. Because some of marketing distribute and channel are one of important to make good strategic of marketing. Some of reasons why we need new employee for this department is one of executive marketing are retire. This job vacancy will be public to public through facebook fan page of business communication MGMB123 section 2am. We will conduct interview on April 3 2014. The candidates have apply for this interview need to full fill the task had we will conduct on date of interview. I’m grateful to Madam Shahnaz Shafiza for help in make this report and guide how to settle report in short time. This efforts ware truly Herculean

Thanks for giving me the opportunity to work on this assignment. It is been real education. If you have any question about the report, please give me a call

Executive summary

This report analyses the process of recruitment and selection process and interview process of job vacancy for department marketing Job vacancy Company had make announcement for need new employee for department marketing because three job are available and need to full fill by strong employee. The three job are almost one month are empty and in need of qualified employees who have been designated to fill the vacancies offered by these marketing departments. Department human resources had make discussion with manager of HR and finance manager to set up date and venue of interview. The interview are will be due next month with manager of HR and other department. This are only take 3 three employee base on interview had be conduct. Company had publish job vacancy almost one month to find strong employee. It hope that it will hope company will find good employee for department marketing. Selection candidates and interview: Base on job application on fan page of facebook, company are focus candidates with 1. Include the qualifications and experience, registration requirements and any other requirements needed to perform the role in relation to working with service s; 2.

Include the competences and qualities that the successful candidate should be able to demonstrate or show the potential to develop;

3. Explain how these requirements will be tested and assessed during the selection process.

Explain that if the applicant is short-listed, any relevant issues arising, for example, from his/her references, if received in advance, will be taken up at interview.

This are characteristic need to full fill by candidates are looking for job of department marketing. In interview session, best of candidates are will get this job.

Introduction

The purpose of this report is to provide an assessment of the performance of the interviewing - hiring recruiters and the interviewee - prospective employee in a simulated employment interview conducted at the Auto Speed Sdn. Bhd In today’s job market employers still view the interview as the best recruiting method; although research suggests that “what you see in the interview may not be what you get on the job”. Some opponents of the job interview have gone as far as to suggest that interviews are an inefficient and ineffective way of predicting job performance compared to past ratings and work samples and hence should be rejected altogether. These advocates tend to ignore the multiple purposes that interviews stand to serve, not only for the employer but the prospective employee too. In practice, interviews remain the final determinant for employment decisions. In the light of this, recommends the use of mock interviews to train business communication students for the hiring process, not only from the perspective of the applicant, but of the hiring manager too.

PROBLEM STATEMENT After the declining of the sale a few months ago, the company shortage of workers because they cannot afford to pay them. In fact, some of them resigned. This matter has affected not only the company but also the stuff and the productions. Since than the company reputation become bad and worse. Not only that but the company also almost loss their workers at marketing department. There are only a few people who are still remain loyalty in the company to manage the company but it still not enough for the company to manage everything. Therefore, this problem has to be resolved as soon as possible. If the problem solved, we can stabilize back the company. The company also can continue to produce more cars and gain money through the business. But recently, the sale suddenly rises up back to the top. Even though the company lack of personnel, the company still can produce the car. Therefore, company had decided to recruit more workers to company so that company can gain more profit and produce more cars. Besides that, marketing department also had decided to recruit workers. They need to recruit workers who can handle the market company. They want to hire workers for senior executive position, non-executive position and fresh level entry position. The senior executive is compromised of the men and women charged with leading the continuing transformation of government. They are a team of individuals at the highest level of organizational management who have day to day responsibilities of managing company or corporation. Therefore, the company wants to hire for senior executive to manage the management of company. Non senior executive is a member of a company's board of directors who is not part of the executive team. A nonexecutive director typically does not engage in the day-to-day management of the organization, but is involved in policy making and planning exercises. They have responsibilities in some areas like strategy, performance, risk and people. Meanwhile, fresh level entry is for graduate or unemployed. They are staff and workers that running the company every day.

Statistic employee related to profit base on department Company annual report for a few year show that, profit are generates base on segment and department are slight increase. But for marketing department only show decrease last few years. Reasons on this problem are lack of management of marketing department play role as one of important part in company Last year company make analyses for profit are generates and contribute of production department. we received from manager all department are marketing on company are not effectively. Because number of staff at marketing department are enough to that department. Base on observation also, we had found that, head of department are empty and need new leader to guide staff on that department. Figure 1 illustrates the number of staff every department on company. Base on figure 1, every department have enough staff. But why company cannot achieve target every year? .This are sale of company drop also every year. Number of customer also reduce every year. We can make comparison for number of profit and number of customer

Figure 1: Number of Employee for every Department 4% 4% 4%

88%

ing and Finance

Human Resourses

Production

Marketing and Sales

Although the composition of the employee of every department show that are same. Reasons why number of large employee of production department. Because, production is main on our company to generates profit. We can see in (figure 2) profit for every year since 2009 until 2013. The decrease of profit face by company Figure 2: Profit Segment from 2009 until 2013

Profit Generates by Company 7 6

Rm'Million

5 4 3 2 1 0 Year

2009

2010

2011

2012

2013

6

5.4

5

4.5

4

Base on Figure 2, it shows that profit of company decrease slightly from 2009 until 2013. It show, research made for the problem are found. Production department are produce product base on target, but how the profit cannot achieved for every year. The reasons is, marketing channel don’t play role as good medium in distribute our product. Part from that, are major point why company need new head for marketing department.

TOTAL OF COMPANY EMPLOYEES FROM 2011 UNTIL 2013 FIGURE 3 : TOTAL OF COMPANY EMPLOYEES IN 2011

10 9 8 7 6 5

LOWER-LEVEL

4

UPPER-LEVEL

3 2 1 0 ING & FINANCE DEPARTMENT

PRODUCTION DEPARTMENT

MARKETING DEPARTMENT

HUMAN RESOURCES DEPARTMENT

FIGURE 4 : TOTAL OF COMPANY EMPLOYEES IN 2012

8 7 6 5 LOWER LEVEL

4

UPPER LEVEL

3 2 1 0 ING & FINANCE DEPARTMENT

PRODUCTION DEPARTMENT

MARKETING DEPARTMENT

HUMAN RESOURCES DEPARTMENT

FIGURE 5: TOTAL EMPLOYEE FOR 2013

12 10 8 LOWER LEVEL

6

UPPER LEVEL 4 2 0 ING & FINANCE DEPARTMENT

PRODUCTION DEPARTMENT

MARKETING DEPARTMENT

HUMAN RESOURCES DEPARTMENT

FIGURE 6 : TOTAL OF COMPANY EMPLOYEES IN 2013

UPPER LEVEL 3 2.5 2 1.5 UPPER LEVEL

1 0.5 0 ING & FINANCE DEPARTMENT

PRODUCTION DEPARTMENT

MARKETING DEPARTMENT

HUMAN RESOURCES DEPARTMENT

From the graphs above shows the total number of company employees for three years 2011, 2012, 2013 respectively. It is clear that the & Finance Department has a consistent number of employment for the upper level with 1 employee. As for the lower level under the same department, the number of employment decreased in 2011 to 2012 from 3 employees to 2 employees. However, in year 2013, the number of employee increased from 2 employees to 3 employees. Moving on to the Production Department, the number of employment for the upper level remain at 3 employees throughout the three years 2011, 2012 and 2013. Meanwhile, the lower level of the Production Department, there has been a decreasing number of employment in the year 2011 to 2012form 7 employees to 5 employees but, in the year 2013, the department has an increasing number of employment from 5 employees in 2012 to 8 employees. The Marketing Department of the company has a consistent number of employment for the upper level in the year 2011 to 2012. However, in 2013, this department faced a decreasing number of employee compare to previous year from 3 employees to 2 employees. The lower level of employee in this department has a consistent number of employees for all three years 2011, 2012, and 2013 at 4 employees. Lastly, the Human Resource Department. The upper level for this department has remain its employees throughout the three years at 1 employee. Meanwhile, the lower level employees remain in 2011 and 2012 at 2.8 employees but decreased in the year 2013 to 2 employees only.

Job vacancy Company had make announcement for need new employee for department marketing because three jobs are available and need to full fill by strong employee. The three jobs are senior executive, non-senior executive and fresh level-entry. One of the reasons why we need new employee is our executive marketing have been retire. We need recruit new staff with good qualification to full fill this vacancy and make innovation into our marketing department. The three job are almost one month are empty and in need of qualified employees who have been designated to fill the vacancies offered by these marketing departments. Department human resource had make discussion with manager of HR and finance manager to set up date and venue of interview. The interview is will be due next month with manager of HR and other department on 03rd April 2014. Company had published job vacancy almost one month to find strong employee. It hopes that company will find good employee for department marketing.

Selection candidates and interview We have made ment on fan page of Facebook for looking some people who are interesting to be a part of us. Base on job application on fan page of Facebook (refer to appendix1), company are focus candidates with 1. Include the qualifications and experience, registration requirements and any other requirements needed to perform the role in relation to working with service s; 2.

Include the competences and qualities that the successful candidate should be able to demonstrate or show the potential to develop;

3. Explain how these requirements will be tested and assessed during the selection process.

For example: In addition to candidates’ ability to perform the duties of the post, the interview may also explore issues relating to safeguarding and promoting the welfare of vulnerable people including (refer to appendix2):

> Motivation to work with vulnerable people; > Ability to form and maintain appropriate relationships and personal boundaries with vulnerable people; > Emotional resilience in working with challenging behaviors; > Attitudes to use of authority and maintaining discipline. Explain that if the applicant is short-listed, any relevant issues arising, for example, from his/her references, if received in advance, will be taken up at interview.

This are characteristic need to full fill by candidates are looking for job of department marketing. People who are interesting with us may complete their resume to us via email to [email protected]. We only select the best resume to call them for the interview on 03rd April 2014 (refer to appendix3 for the resumes). In interview session, best of candidates are will get this job.

Work Table Progress

Week 1 Problem research

Week 2

Week 3

Week 4

 

Job vocation



ment 

Selecting candidates for interviewing



Interview

Table 1: work progress for recruitment and selection process

Base on table 1, on first week, we get found what is our company problem which is effected the sales income in this four years. Start from that our human resource department do research what we need in our company. We get known that the marketing department play the main role in gaining profit to company. We need someone who is very strong in marketing department to make some innovation to the department. So, the next week we held a job vocation ment on Facebook fan page for three type of position in marketing department. They are executive senior, non-executive senior and fresh level-entry. Every each of them has their own different requirements. Then, the third weeks we select the best resumes that we get from the people who is apply. We select the resumes base on their achievements, knowledge, experiences and background. We let them know that they are selected via tagging them in updating status on the Facebook fan page (refer to appendix 4). We also make a call to them to make sure that they know that they get an interview with us.

In the last week, we held an interview in our company. The interview conducts by three managers of three types of different department. Every each of them will ask different type of questions (refer to appendix 2). The best candidate will be selected based on their performance and the way they give the confidence to us.

Method used to analyses the job The job analysis method developed for this job utilized a task analysis approach as defined Job interview. The method included a review of literature and other relevant background information to develop skill by answer question ask by . It will know how ready candidates when face in that situation. The mode and example of question will show on (appendix 1). The method of interview is on important part to know personality of the candidates when ask real question face to face. Some of candidates have good qualification but when came for mood interview, they cannot answers well question ask by . From that, we can know how and what type of staff will work on our company.

Job Match This section summarizes the information presented in the question and qualification base on listing those dimension scores which fall within the targeted role requirements range as well as those dimensions that fall below the targeted role requirements range.

This Candidate Assessment should be considered as only one component of the selection process. In reviewing the results of this assessment it is extremely important to consider all factors when evaluating this candidate including: · Prior Work History · Job Interviews · Relevant Life Experiences · Education · References · Other Job Relevant Information This also most import criteria we need to focus on interview to know more about back ground of candidates for job matching. All particular of candidates look on (appendix 1) to know about detail. Because company had found base on qualification and experience to help

improve in marketing strategic of company. Candidates will evaluate base on evaluating report also. The evaluating report refer to appendix 4 for know more about how valuation are made. Base on valuation of candidates, it help to know score about how strong one of them to face and also to identify criteria of new staff of our company. The evaluation is made by department HR and will valuate by manager of HR. Based on experience in recruit employee to our company Literature Review

Evaluation of the One of the prerequisites of a successful interview is the provision of the proper venue. Choosing a quiet room to conduct the interview should provide the appropriate environment to focus on the answers and minimize distractions. In this case, the necessary accommodations were made by reserving a separate room for the interview. In real-life situations, a comfortable and presentable room serves also as an ment for the company. Initially, one of the crucial tasks of the interviewer is to make the applicant feel comfortable. By making they feel at ease, the recruiter increases the chances of receiving honest answers and engaging the interviewee’s real personality so as to make better assessments. One opening question is mentioned in Executive Leadership: whether the applicant found the office without trouble. A similar question is employed by the interviewer in this case, with an added reference to the traffic jam. The rapport built in the opening minutes and during the interview can be a determining factor in whether the applicant will accept the possible offer or not). The opening minutes are also the most important in judging applicant competence and determining the final employment outcome. During the interview, the interviewer asked questions relevant to the job and the specific tasks to be performed. These job-related topics provided the appropriate context so that the questions could be centered on the prior parts of the selection process, such as the written job description, the d position requirements and the resume. This essential characteristic of questions not only ensures sensitive questions are avoided, but also prevents managers from getting into trouble with discriminatory or exclusionary questions that could initiate

costly lawsuits and irreparably damage brand equity, reputation and reduce the potential applicant pool Thus, hiring managers should carefully plan their interviews by studying the CVs, and be informed that they are also a reflection of the company and its brand. The interviewer seemed to use a structured format by choosing questions from prepared notes. From the three distinct kinds of questions used in interviews, open-ended and probing questions were mostly used, avoiding closed-ended conversation. Consequently, the interviewee was allowed to expand and provide further information. Listening was also used to generate some interesting new questions. Accordingly, the candidate was given ample time to expound and was listened closely. At the close, the interviewer asked a hypothetical behavioral-situational question in a potential scenario involving a co-worker. Such inquiries lend a degree of uncertainty to the interview and allow for the true character of a wellprepared candidate to manifest. With this tactic, interviewers usually look for candidates who personal judgment or blame. Additionally, this tactic tests certain competencies like conflict resolution and is usually utilized in performance based hiring or targeted selection processes.

Evaluation of the Interviewee The interviewee dressed professionally for the interview. Having appropriate business attire is crucial to the applicant’s job prospects, as the review of literature confirms. The interviewer should dress similarly to the attire of the most conservative of the organization, to prove that he or she is a good fit. This visual was confirmed in our case, as the interviewer, who seems to be the most senior member of the , wore a tie, and the interviewee showed adherence to the senior member’s dress code by also wearing a tie. Being a recent college graduate, the interviewee took the opportunity of the opening question to talk about his academic achievements. He also emphasized the attributes that make him stand out from the rest, like the fact that he has combined two fields of study as an undergraduate student; finance and computer engineering; and linked these two to the demands of the job. He thus showed concern about helping the company and its bottom line in addition to what the company can do for him. During the interview, the interviewee demonstrated that he was knowledgeable about the company by matching the company’s ownership status, mission and corporate culture to his employment needs. He also showed that he has done research about the choices of the company in the current economic crisis that prevented it from financial predicament. The more knowledge gained about the company, the better. By researching about the organization, a better understanding of the job is attained and a connection with the

underlying business plan of the company can be made. The interviewee exhibited this by referring to the company’s mission of providing credit to low-income people and its focus on customer satisfaction and demonstrated that his motivations and aspirations match the company’s philosophy and culture In addition, the interviewee has indicated that he has already taken actions to realize his ambitions of being a top marketing analyst of the company in the future. This approach is beneficial to recruiting prospects as it exudes an action oriented attitude The interviewee didn’t ask questions until he was invited to so, and when given the chance, he avoided to inquire about benefits or work hours that could prove off-putting or seem presumptuous Instead, he asked a pointed forward-looking question exhibiting intellectual curiosity about the company’s future outlook. For proper interview result and mark can refer to appendix 3.

Recommendations

The could have delegated the questioning amongst the group to convey a sense of teamwork and community, instead of asg the role of interviewing to one person whilst the others mostly observed. As the public relations component of the job interview is important, non-communication amongst might lead to inferences about the state of employee relations and team spirit within the organization. The interviewee could have paid more close attention to paralinguistic cues that refer to vocal characteristics, such as intonation and speech rate. Practicing answers beforehand on behavioral questions could have eliminated some unnecessary rumbling, such as “um”, that occurred when the unexpected hypothetical question about a co-worker’s drinking problem was asked. Congruently with this observation, recommends more practice for students in answering situational/ behavioral questions.

Conclusion To sum up, interviews are an emotionally challenging process for candidates and both parties should take into consideration this fact when participating in the interview process. The basic functions of the interview, that is to determine whether the applicant meets the demands of the position (Person-Job fit), if he fits well inside the organization (Person-Organization fit), and how well he is at managing people assessed with behavioral-match and performanceoriented questions, were sufficiently performed Lastly, the employment interview remains a ubiquitous tool for employee selection and measurement of various constructs, including personality traits. For this reason the performance of the and the interviewee in this simulation exercise should provide a launching pad for further career preparation and communication skills development.