1. HR TOOL KIT
By: Tamer Moustafa
Topic: acquiring and maintaining human resources
Date:24-11-2015

2. WHY?
 Everyday there is something new not only in
labs but also in every aspect of Science.
 The HR science is developing everyday and
here you can find spotted some of the latest
trends and best practices related to acquiring
and maintaining Human resources…..

3. WHAT WE COVER HERE?
 How to design a job position and description?
 Tips for conducting a successful employee
search.
 How to conduct an employment interview?
 Tools for evaluating employee performance
 How to develop an effective employee training
program?
 Suggestions and procedures that support and
helps effective performance evaluation and
improve organizational performance….

4. 1-How to design a
job position and
description?

5. 1-HOW TO DESIGN A JOB POSITION AND DESCRIPTION?
 First there are some general information that
should be gathered like :the classification,
working title , employment type ,job function,
job level, pay range, department name and
number, position number, percentage of
effort, the job description summary,
comparable positions, etc.

6.  Second a job analysis should be carried out to
obtain the coming information:
*Key Accountabilities The main areas of
responsibility within a job.
* Duty Statements Sentences that provide
additional information about the tasks
associated with the Key Accountability.
*Percentage of Time ;Estimates the portion o f
the job that is spent on a particular Key
Accountability.

7.  Methods of carrying out a job analysis:
questionnaire , collecting data from the
market (competitors data), analyzing history
of similar jobs…etc.

8.  After we get raw data from the process of job
analysis we now arrange it in two main
areas:
1-Job description (duties to be done).
2-Job specifications (requirements of the
individual to be able to carry out the job
duties)
including : a-minimum requirements
b-additional skills that would be
considered a plus.

9.  On designing a job position and description
the HR specialist should consider and follow
the laws of labor effective in the country
where the job is posted .
 The job should be aligned to the recruitment
plan of the HR and in harmony with the HR
strategic plan which is matched with the
Organization goals and strategy.

10. 2-Tips for
conducting a
successful
employee search

11. 2-TIPS FOR CONDUCTING A SUCCESSFUL EMPLOYEE SEARCH
 It is worth to mention that employee search
and recruitment is not an easy process and it
requires a well trained staff to execute it.
 Before deciding the type of recruitment way
you will choose there are some important
notes to be considered in the job ads:

12.  Job ads should :
1-Mention the benefits to the organization of a
skilled workforce.
2-Published internally as well as externally.
3-Ensure the information in the ad matches the
selection criteria.
 Do not use stereotyped language and avoid all
types of discrimination.
 Be coping with equal opportunity principles.

13.  Where and how to search for the right
employee (Recruitment channels):
sourcing candidates can include .
1- Online recruiting,
2- Holding job fairs,
3-College recruiting .
4- The development of employee referral programs.
5-Social media recruiting,
6-Mobile outreach .
7-Employment branding campaigns.

14.  While doing employee search consider this:
1-You can use an external recruiter if this suits the
position posted. As some positions needs a clever
and professional head hunters assistance.
2-Recruitment costs ;as it is important for the
recruitment process to be cost effective .some tools
are used to measure the cost effectiveness of a
recruitment channel and can used to compare
recruitment channels. One tool is the yield ratio which
is simply dividing the total no. of applicants received
by using a certain recruitment channel and dividing it
by the no. of applicants who make it to the next step
of the process.

15. 3-How to conduct
an employment
interview?

16. 3-HOW TO CONDUCT AN EMPLOYMENT INTERVIEW?
 Interviews are a critical part of the hiring
process and it mandates a trained manager
to perform an interview.
 Interviewing is a process and it should begin
with planning.
 The process begins after recruiting the
candidates, the applications should be
filtered according to a preset criteria related
to the job specifications.

17.  Some companies use some tests to filter those candidates who
passed the minimum requirements and this is a way to short list
those who will be invited for interviews.
 The tests may vary from reasoning exams to aptitude tests and
other tests that measure personality traits.
 The interview itself could be carried in different ways; examples of
this are telephone interviews or video interviews or even the
traditional interviews and sometimes companies use a mix of
these types.
 It s better in most of the cases to use a structured planned
interview than an unstructured one ,as the former ensures more
fairness because it draws all the candidates to the same
measuring tools.
 The tools used in the interview process should be valid and
reliable to assure hiring the best candidate .

18.  What to ask in an interview?
**Interview questions are summed in four
categories: fact-finding, creative-thinking,
problem-solving and behavioral.
***Avoid illegal questions such as those
concerning religion , national origin,
disabilities..etc.

19.  The interviewer:
***Should be honest and should develop
rapport with the candidate.
***Should take notes for the imp. Highlights.
***Should pay attention to the nonverbal
clues of the candidate.

20. 4-Tools for
evaluating
employee
performance

21. 4-TOOLS FOR EVALUATING EMPLOYEE PERFORMANCE
 Performance appraisal (evaluation) systems
are indispensible to assess potential and
identify training needs.
 Layoffs , termination and promotion decisions
depend mainly on the performance
evaluation results.
 Performance evaluation is an important tool
used to motivate employees and provide
them with necessary feedback.

22.  Employee evaluation measures performance
in different areas such as:
1-the employee technical skills.
2- interpersonal communication.
3-motivation and productivity.
4-Some employees are also evaluated
according to what percentages of their goals
they attained during the year.

23.  There are several Types of performance appraisal
methods:
1-Graphic rating scale,
2-Essay,
3-Checklist scale.
4-Critical incidents.
5-Work standards approach.
6-Ranking and
7-MBOs
8-BARS
 Of the above mentioned we will focus on the last two
because they are very common in many industries.

24.  MBO where there are pre-set objectives at the
beginning of a period of time . these objectives are
agreed upon by both the manager and the employee
then after a certain period the manger will measure
how much of the objectives had been achieved ..
**Its to be noted that the objectives set in such a model
should be SMART objectives where they are specific
,measurbale,acheivable ,realistic and time limited.
 BARS is a an appraising method where a rating
scale is used but here there is a specific narratives
for every degree on that scale to define good or poor
performance.

25.  Evaluation process should be job specific and should be
tailored for each job title.
 Employees and managers should be involved and trained
about the evaluation process and the goals should be well
understood to ensure their full engagement.
 Performance evaluation is a continuous process and
should not be limited only to the appraisal time.
 Appraisals should be carried out fairly and bias should be
avoided.
 An improvement plan and what to do next should
accompany the appraisal results ,to make sure that
performance is getting improved in the way that serves
the organization goals.

26. 5-How to develop
an effective
employee training
program?

27. 5-HOW TO DEVELOP AN EFFECTIVE EMPLOYEE TRAINING PROGRAM?
 Training is one of the most important assets
of a successful business.
 Maintaining the quality and improving the
productivity of employees depend mainly on
effective and continuous training.
 Training itself if done properly will motivate
employees and this will create a more
energetic work place and sure will lower turn
over rate.

28.  Training is a continuous process and starts from
orientation then this is followed by in-house training
and mentoring then it will extend to include external
training.
 The phases above is dependant on the need of the
employee and his timeline status within the company.
 For example; Orientation is mandatory for new
entries while external training is very important for
high managerial levels to keep them up-to-date with
the cutting edge technologies in their industry…

29.  To design an effective training program these guidelines should
be considered
1-Identify training goals.
2-Make a schedule program addressing the training needs and
objectives.
3-Aquire right and proper training materials.
4-Find the right trainer for each training session.
5-Use the training methods that suits the subject and encourage
effective communication.
6-Track progress and monitor if the training is achieving the
required goals which should be aligned with the company
objectives and strategy.
7-Encourage feedback and modify the training plan when
needed.

30.  The support and understanding of
management, are mandatory for training
programs to be effective and successful.
 Don't use training solely when problems
arise. In fact One of the goals of training is to
prevent problems before they happen.

31. 6-Suggestions and
procedures that support
and helps effective
performance evaluation and
improve organizational
performance.

32. 6-SUGGESTIONS AND PROCEDURES THAT SUPPORT AND HELPS
EFFECTIVE PERFORMANCE EVALUATION AND IMPROVE ORGANIZATIONAL
PERFORMANCE
 To improve performance these steps should
be considered:
1-Identify the problem or the leakage.
2-Set the plan and put time limited goals and
SMART objectives (long-short) term.
3-Monitor implementation and modify when
necessary.

33.  Improvement is everyone s responsibility and its job
specific.
 Make an environment that encourage continuous
feedback not only at appraisal times.
 Performance evaluation is a continuous process it should
be associated with rewarding to top performers and an
improvement plan for those who are lagging behind .
goals should be set every time and monitoring should be
applied during the whole process.
 HR professionals should organize the whole process and
provide guidance and training on how to evaluate
performance and how to put and implement improvement
plans.

34.  Here are the procedures of effective strategic planning to improve
individual and organizational performance
1-Start by engaging commitment to all those who should be
involved in the process at all levels.
2-Purpose guides everything and setting specific goals is the name
of the game.
3-Analyze the organization in its context and spend fair time doing
this, because this will identify the roots of any performance issue.
4-Decide strategies and communicate them with feedback asking.
5-Evaluate plan execution and interfere when necessary to keep on
track.

35. Thank
YOU….

36. REFERENCES
1- HR.PITT.EDU (n.d.) Job Description Writing Guide. [online] Hr.pitt.edu. Available from:
http://www.hr.pitt.edu/sites/default/files/documents/comp/pdf/jdHowToWrite_printerFriendly.pdf [Accessed 24/11/2015]
2- HUMANRIGHTS.GOV.AU (n.d.) Best practice guidelines for recruitment and selection.[Online] Humanrights.gov.au. Available
from:https://www.humanrights.gov.au/best-practice-guidelines-recruitment-and-selection [Accessed 24/11/2015]
3- RECRUITER.COM (n.d.) Articles and News on Recruitment Methods.
[Online] Recruiter.com. Available from: https://www.recruiter.com/recruitment-methods.html [Accessed 24/11/2015]
4-THE WALL STREET JOURNAL (n.d.) Conducting Employment Interviews – Hiring How To. [Online] The wall street journal
Available from: http://guides.wsj.com/management/recruiting-hiring-and-firing/how-to-conduct-interviews/ [Accessed 24/11/2015]
5- Thomas, Steven L; Bretz, Robert D, Jr. S.A.M. Advanced Management Journal59.2 (Spring 1994): 28. Research and practice in
performance appraisal: Evaluating employee performance in America's largest companies. [Online] Proquest.com
Available from: http://search.proquest.com/openview/6dcd301d72eac422a7bdba56bafa94a5/1?pq-origsite=gscholar [Accessed
24/11/2015]
6- Ruth M., Demand M. (n.d.) Employee Performance Measurement Tools. [Online] Smallbusiness.chron.com
Available from: http://smallbusiness.chron.com/employee-performance-measurement-tools-1952.html [Accessed 24/11/2015]
7-SAYLOR.ORG (n.d.) Human Resource Management [Online] Saylor.org. Available from:
http://www.saylor.org/site/textbooks/Human%20Resource%20Management.pdf [Accessed 24/11/2015]
8-Nick M. (n.d.) 7 Steps to Develop an Effective Employee Training Program. [Online] businessbee.com
Available from: http://www.businessbee.com/resources/operations/7-steps-to-develop-an-effective-employee-training-program/
[Accessed 24/11/2015]
9- FREE MANAGEMENT LIBRARY (n.d.) All About Training and Development (Learning and Development).
[Online] Managementhelp.org. Available from: http://managementhelp.org/training/index.htm [Accessed 24/11/2015]
10- SIMPLY STRATEGIC PLANNING (2005) Use Strategic Planning to Renew Your Organization [Online] Simply-strategic-
planning.com.
Available from: http://www.simply-strategic-planning.com/ [Accessed 24/11/2015]