Hiring Process Case Study for ABC, Inc.
Comm. 215
January 23, 2012

Hiring Process Case Study for ABC, Inc.
INTRODUCTION
This case study will identify and recommend solutions to a faulty process. The information provided brings to light the lack of employee experience and time management, resulting in a failure to accomplish the necessary tasks to fulfill the hiring process in a timely fashion. Because of Mr. Robins’ inexperience and poor time management, several other problems arose that needed to be handled immediately.
BACKGROUND
Carl Robins, a new recruiter for ABC, Inc. hired 15 new trainees in early April to work for Operations Supervisor Monica Carrolls. Mr. Robins could not accomplish the necessary procedures for the new hires to begin work, including drug screenings, completing applications, providing materials and scheduling a facility in which to hold the new hires’ training. Monica Carrolls did contact Mr. Robins May 15 in regard to his responsibility in the hiring process, without verifying if he fully understood his duties, Mr. Robins did not give any indication he was having trouble completing the tasks either. Mr. Robins failed to have a current orientation manual on hand himself and previous employees had failed to keep a current master copy.
KEY PROBLEMS Mr. Robins needs to address several problems to resolve the issue in order to meet his goal of having the new hires working by July. The key problems needed to be overcome before the new hires are to report to Mrs. Carrolls are the following four obstacles. First the incomplete trainee applications and transcripts files. Secondly the mandatory drug screenings were not scheduled. Thirdly incomplete orientation manuals must be handled. Lastly he must resolve the facility scheduling conflict.
ALTERNATIVES
With incomplete applications and transcripts on file, Mr. Robins will need to contact and schedule for each individual to return to the office and complete their applications or take the time to complete the application with each new hire over the phone. Mandatory drug screenings need to be scheduled because without drug screening results the new trainees will not be able to report for duty, in fact some of these hires might not pass the drug screening and Mr. Robins will need to conduct a new recruitment campaign to replace the ineligible hires. Incomplete orientation manuals need to be updated and complete for full comprehension of all company policies. With technology services using the room the whole month of June, Mr. Robins will need to discuss a suitable alternative solution for the conflict in scheduling. If after meeting with technology services and sharing the training room is not an option, Mr. Robins should contact other department heads to review availability of other conference rooms or even check to see if the lunch room is another option. Mr. Robins must contact each individual new trainee immediately and have him or her completely fill out his or her employment application and verify the documents in his or her transcripts to ensure all necessary paperwork is on file. Mandatory drug screenings need to be scheduled immediately. Mr. Robins may also ask the company ABC Inc. sources out for the drug screening test to be onsite and perform the drug screenings on a designated date, for example when the trainees come in to complete applications. Depending on the turnaround time for the drug screening results he may need to arrange for a rush delivery test results. Next, Mr. Robins will need to review the orientation manual and research which pages are missing, and produce a complete manual. Mr. Robins will have to use the three manuals to make one complete manual. At this time, Mr. Robins should have his direct supervisor verify the manual for completeness, checked for relevancy and verify the manual is current and up to date. He will also need to coordinate reproduction of enough copies for the new hires. Mr. Robins will also need to discuss the conflict with the facility scheduling with technology services and determine a schedule that will work for both departments. They will have to share the room by splitting the use of the room to half days or one of the parties will need to locate a different location for their training.
PROPOSED SOLUTIONS Time management training should be offered to all employees on a continual basis’s. Mr. Robins did not start coordination the orientation event until June 15th. Timely planning could have eliminated some of the issues. Mr. Robins did not perform his obligations for more than 45 days and nobody noticed; communication and direct supervisor failed. ABC Inc. should provide new employees with comprehensive procedures and job descriptions. A Standard Operation Procedure (SOP) manual needs to be in place, so if Mr. Robins leaves the company the new employee should be able to pick up the manual and perform the job without any problem. Complete check lists should be included in the SOP manual, from the time a possible new hire is interviewed to when he or she has a start date. With complete checks and balances, incomplete applications and transcripts will not be overlooked as the process is being followed. Mandatory drug screenings should be scheduled immediately after hiring each candidate. An official master copy of the orientation manual should be always be on hand, along with an electronic copy on file on the main network server. The responsibility of the accuracy and completeness of the manual should be assigned to the Human Resources Director. With the computers already installed in the training room, Mr. Robins would be able to use them for his training. One person should be responsible for all reservations to the training room. Having a designated person responsible for the scheduling of the training room would decrease the possibility of over booking the room. A paper trail with a date and time stamp should always be available and helpful to resolve over booking for cases such as this. By placing the reservation procedure will hold each individual accountable for availability and confirmation for the use of the training room.
RECOMMENDATIONS
ABC Inc. needs to have SOP in place, along with continual training. By having all SOP’s documented, if a question arises all the answers and solutions can easily be located. All new employees need to have training and full understanding of their responsibilities. Direct supervisors need to fulfill their responsibilities as well. If Mr. Robins’ direct supervisor had checked in to make sure he understood his responsibly, she might have solved the problems he encountered early in the process. The department affected by the new hires should have a checklist available to ensure the hiring process is complete without any problems. Communication is vital for successful follow through, and at times, over communicating is necessary. Time management is important for career success; employees need to learn to use time effectively. ABC Inc. should provide a time management class to all employees. Being more productive will improve time management skills and can accomplish more with less effort and time. Time management can help reduce wasted time and energy.