Business Process Analysis and Recruitment - Essay Example

The following is material which discusses the introduction, scope and the vision for a case study which is related to the case of Business Process Analysis and Recruitment. INTRODUCTION The problem with the current system of recruitment for Talent Seek is that it is extremely time consuming. The process takes so much time that most of the good and potential candidates get de-motivated and do not wait for the results and join any other firm. The delay in the recruitment process is because of the bureaucratic nature of work in which every decision is passed on through all the different tiers of the organization. As a consequence, other companies get the best available candidates and the clients of Talent Seek are left with the ordinary ones. The other problem is that there is a lot of redundancy in the recruitment process. For instance, the job description is forwarded to all the managers who have any direct or indirect link with the recruitment process. This is a major obstacle in the efficiency required for the process to work smoothly. SCOPE What the consultants’ group would strive to achieve is that it will try to change the overall method with which the work is done. What the group has analyzed is that the bureaucratic style of management has led to delay in the recruitment process. The company needs to change the structure of the organization from being excessively documented to being quick, proactive and ever looking for opportunities. The main challenge is to find new and innovative ways to improve the organizational communication channels. The solution to this problem requires a change at the three organizational levels: 1. The Technology used in the process 2. Organizational structure 3. And the organizational culture Since the main purpose of Talent seek is to facilitate the process of recruitments specially in public administrative organizations, it needs to be quick and efficient, something that is difficult to attain by the public sector, that’s why they hire the services of talent seek. But so far talent seek is the victim of the same problems which are faced by its customers i.e. the in-efficiency that arise due to the bureaucratic structure, for example lots of paper work, in-effective communication channels, lack of coordination and slow decision making. The organizational culture at talent seek is also a cause for its in-effectiveness. The employees at the organization show lack of willingness to find out new ways of organizational communication. This is typical in bureaucratic organizations; people have no motivation to perform better and efficiently. Because of the vertical structure of the organization, the employees at the lower level do not feel obliged to work hard and do not feel the pressure to innovate the existing work processes for better performance. The technology used by talent seek is out-dated and is in-sufficient to handle the enormous work load of the organization. The intranet is not suitable for the type of communication required; the recruitment process from the initial advertisement to the final selection should be clearly visible to all the involved parties. There should be no need of sending out memos or mails at each level of the process. The system should track down the individual progress of each applicant and display it to the managers at talent seek. The compartmental structure of talent seek is also in-effective and in-adequate. Decisions need to be made quickly and should involve every ones consent. For this sort of organization team based structure would be ideal. Vision: The case study highlights some of the most basic problems that most of the bureaucratic organizations face in today’s environment. Initially the bureaucratic system worked because it the level of complexity of the work was very low and people preferred step by step application processing because it was established around well defined perimeters and it provided standardized results. But today the complexity in the external environment has risen dramatically and the bureaucracy just adds to it by making the internal environment of the organization complex as well. When each application has to pass through this lengthy screening process it takes a lot of time and the applicants usually don’t prefer to wait that long. In order to find a solution to this problem the intranet of the organization needs to be updated. An Enterprise Resource Planning (ERP) system needs to be tailored for the Talent seek, which should take in to consideration the specific process of the organization. For this purpose technology providers such as SAP and Oracle can be contacted. The ERP should provide the real time progress of each of the applicant for each of the job vacancies to all the recruitment managers as well as the HR manager of the company. This would save the employees from sending and receiving memos and e-mails regarding the progress of the applicants to the managers. This ERP system should be updated in real time i.e. each update should appear on the system within seconds of the time when it is occurred. This can be achieved if the system can be accessed by every major party for example the doctor who is in charge of medical examination should be able to up- date the status of the applicant on the ERP as well as the manager in charge of verifying the documents. These updates should appear in the progress report of each of the applicant. In the same way the applicants should also be given limited access to the ERP system so that they can view the progress of their application online, this will give them a chance to apply somewhere else as soon as they know that they have been rejected. In the same way those applicants that are progressing through the process will be more patient and will not abandon hope. The implementation of the new ERP will require organization-wide co-operation and a change in the organizational structure. The employees will have to go through a training program to gain a level of familiarity with the system. Once trained the efficiency of these employees will improve tremendously and the process of recruitment will be quick and efficient. Read More