Follow the instructions below to prepare a portfolio that you are required to submit as part of this assessment.
1.Develop an electronic folder called ‘Induction trial pack’ which includes the following forms you have created, including:
Induction policy and procedure
New starter performance review form
Trial feedback form (see Part A, question 6).
2.Having prepared your induction trial pack, you are to present the pack to two people and ask them to review the process and complete the forms as they would if looking to hire a new Barista for CoffeeVille. They must make review notes on each document as evidence of the review undertaken and provide feedback on the overall processes and documents used.
3.Collect all completed forms and feedback from and collate the results. Identify any issues raised and write a summary on what worked well and what didn’t . Original feedback forms must also be submitted.
4.Make all necessary adjustments to the proposed policies, procedures and forms to reflect the feedback you have received. List the changes and submit the revised documents in your portfolio.
Analysis of Strategic/Operational Plan
Following an analysis of the café’s operations, I have identified a number of areas that need to be improved on to ensure that the CaffeVile is able to attract and select enthusiastic and qualified individuals who can be easily indoctrinated into the culture of the business. I have also identified strategies that when implemented will ensure that the business is able to remain true to its goal of achieving Employer of Choice (EOC) status. This letter presents an appropriate recruitment, selection and induction program that has been developed following an in depth analysis of the café’s current operations and future goals. This letter will also provide recommendations for policies and procedure which when implemented effectively will ensure the café sticks to its long term objectives of effective staffing that takes into consideration the organizations goal of attaining EOC status while at the same time allows for current and future expansion while taking advantage of the different technological options that are available to the café. To ensure fluidity in the flow of the letter, the points will be delivered in a systematic manner. The letter will first provide an in depth analysis of the strategic/operational plan focusing on areas relating to recruitment, selection and induction that do not adequately support the café’s new strategic direction of expanding, obtaining an EOC status and employment of technology to enhance efficiency of the organizations operations. The letter will then provide proposals for policy and procedure framework for the recruitment, selection and induction programs. This will be followed by a request that you review and approve my proposal highlighting specific timeframes in which you are expected to provide a response. In this letter I have also attached proposed strategies and procedures with forms and checklists that are attached to the new strategic direction of CoffeeVille and a communication strategy for sharing information on the new program with managers thereby ensuring that future management and staff have a clear understanding of the café’s culture.
Through an in depth analysis of the operational plan and employee handbook at CoffeeVille it is evident that a large section of the cafés current policies on employment recruitment and induction are in line with its new strategic direction. A major area of disparity between the café’ recruitment and selection policy and its new strategic direction is in the recruitment strategy. The café recruitment policy calls for widespread advertisement which increases the pool of potential applicants outside the scope of the staff. This is in contradiction with the café’s new strategic direction of remaining true to its staff. By recruiting from outside, the employees who are already working for the café will be disenfranchised as they might not access these positions. Recruitment from outside the organization also serves to limit career growth opportunities for the employees which in turn makes it difficult for the café to attaining an Employer of Choice status. Another area where the café’s current policy duffers from its strategic goals is with regards to position filling. The current policy calls for the recruitment of individuals who best fill the vacant position. This is in contradiction with the new strategic direction which calls for the recruitment of employees who not only fill certain positions but are also able of expand into different roles as the organization grows. The recruitment and selection policy also fails to cover how technology can be incorporated into the process and this contravenes the new strategic direction which advocates for the employment of technology in the recruitment, selection and induction of new staff.
Proposals for Recruitment, Selection and Induction Programs
Given the café’s new strategic direction, it is my recommendation that all recruitment programs start from within the organization before moving out to seek potential recruits from other quarters. When seeking new staff, the café should first seek the needed skills from among the ranks of its staff members. This will serve to ensure that it achieves its objective of remaining true to its staff. It will also help the café reach its goal of attaining EOC status as it will be providing its employees with career growth opportunities which is a key prerequisite for getting the status. Recruitment from within the café’s rank will save the extra cost of induction programs as the employees are already familiar with the organizations culture. It is my advice that CaffeeVille only recruits from outside its employee base when the staff members that it has are not able to meet the qualifications that are needed for the position. I also recommend that other that recruiting individuals who are qualified to work within certain predefined position, the café should recruit individuals who are multi skilled and able to work in different positions this will help it in its expansion programs. It is also recommended that the café have a two month induction program in which the new staff members are educated on the organizations culture and go through a three week training program on how operations are conducted within the café. This will help to ensure that the new employees are adequately inducted into CaffeeVille’s mode of operating thereby ensuring success in the entire recruitment process.
It is my hope that after reviewing the proposals made in the later and the attached you will realize the benefits that the café will obtain from the recommendations and thus make approvals in a timely manner. Given the urgency of the situation and the importance of the proposals with regards to the café’s expansion program, it is my request that you return to me with your decision within the next 2 weeks so that the proper plans can be made for the implementation of the proposals given and changes can be made in areas where you find to be lacking.
Proposed strategies, policies and procedures for Recruitment, Selection and Induction
There are a number of important aspects of the recruitment and selection process that the organization must consider. This section of the proposal covers the key aspects that Caffeeville should consider from the commencement of recruitment process to the acceptance of the applicants. The first aspect that the café needs to consider in the recruitment process is qualification and skills required for the position. This insight will help the organization in the creation of a comprehensive advertisement and in the selection of potential applicants. The second aspect that the café should consider is whether it has staff within its ranks that has the qualifications needed for the position that the company is recruiting for. As indicated in the recommendation section of the letter, this will provide the employees of the café with career growth opportunities which will improve employee morale and at the same time help the café attain EOC status. The third key aspect is the medium of advertisement. This is important because of the fact that the medium used determines the demographic that will be reached by the advertisement. In setting up the advertisement, if the position can be filled by workers within the café, one should utilize internal advertisements medium like the café’s Facebook page, internal memos and postings on the organizations notice board. In the event that the position cannot be filled by staff at the café, it should employ mediums like social media sites, posters at the window and in job placement sites like Craig’s list, and linked in. These mediums are cost effective and will allow for the organization to reach an extensive clientele base. Another key aspect that the café should consider is application review process. The café is bound to receive a large number of applications and it needs an effective strategy of reviewing all the applications to short list the most suitable candidate. To effectively review the thousands of applications that the café is bound to receive, it is recommended that it utilize Application Tracking Systems. This will serve to eliminate all the applications that do not meet the set qualifications reducing the number of applicants to that which can be easily reviewed by the recruitment panel. The café should also employ pre-screening, psychometric testing, and assessment centers in the review of the applicants. Other key aspects that one should consider are selecting the interview panel, setting up the interview date, conducting interview, and procedure of selecting the most suitable candidate. The organization should also conduct training for the individuals in the recruitment and induction program so that they can be effectively equipped with knowledge on what the organization is looking for in the new employees.
Specialist services for the café
- Barista training
- Customer service training
- Training on employing technology in service delivery
- The café can employ an electronic ordering system to increase efficiency in the ordering process.
- The café can employ a cashless system of payment to enhance efficiency of the payment process.
- The organization should utilize Applicant tracking system and electronic performance review systems.
- Recruitment and selection will be guided by requirements of relevant legislation and other relevant human resource management policies in use by CoffeeVille such as equal opportunity and antidiscrimination policies.
- The café should provide Equal Employment Opportunity for all its applicants. It should also comply with all anti-discrimination guidelines.
- CoffeeVille is committed to providing a workplace free from discrimination, sexual harassment and bullying. Behaviour that constitutes discrimination, sexual harassment or bullying will not be tolerated and will lead to action being taken, which may include dismissal
- CoffeeVille is responsible for ensuring that equal employment opportunities exist for all current and future employees. Staff will be selected or promoted according to merit irrespective of personal attributes. Diversity is any collective mixture characterised by differences and similarities. In relation to staff, diversity can refer to function, experience, discipline, education, socio-economic background, marital status, personality profile, gender, age, language, ethnicity, culture, sexual orientation, religion, family responsibility, etc. CoffeeVille will assist staff in meeting these objectives with clear policy, education, training and practice.
- All appointments will be made on the basis of careful and consistent application of the principle of merit and adherence to the key selection criteria and requirements of the position as outlined in the position description.
- Recruitment and selection processes will be transparent, consistent, professional and timely. Accountability will be achieved by recruitment and selection processes being open and subject to appropriate scrutiny and review, having regard to the confidentiality of the applicants.
- All recruitment and selection processes will be conducted so as to ensure the confidentiality of the applicants and to preserve the integrity of the process.
To effectively share information on changes in the new program with the managers, CoffeeVille should utilize a combination of different communication mediums. One highly effective medium that the café should use is internal memos that are addressed to the managers. Another effective medium that the café should use is posting of the changes in the notice boards. To ensure that the information is passed from one crop of management to the next, the café should use annual seminars in which the management review the different strategies being employed by the organization.
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