Most Important HR PROCESSES – Employment Life-Cycle (MOM & JobBank)

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Having worked in many different organization and industry(s), I have been able to see a trend of process from each one and in all industries from IT to manufacturing. Each one had its own objective and importance. All companies have higher objectives in some areas or some process.

Talent is defined as ability to work long hours and on weekends.

These days many of them pay importance in recruitment. Having said that the HR business Unit (BU) have not fulfilled a strategic role in any organization in the local scene. The competition for hiring the right talent, in our local environment is to fill a position cheaper or hiring individuals who work long hours. This is the main objective, in most organization if not all, for hiring foreign talent in the local scene

Having said that, the criteria may also depend on many formulas to fit in the organization(s). Some criteria may not be right in terms of religion or race which do not benefit anyone. The worst part is when organization can fit foreigners but have different criteria for locals such as must be able to speak Mandarin excuse and reason. Or must be of local university when they could accept foreigners from a foreign university.

The best environment to learn these equation is to be a recruiter or working in a recruitment agency as they meet in house HR personals and business leaders to cater to their requirements.

Recruitment Agency(s)

Definition of a Recruitment Agency : An agency specialized in the recruitment of staff to fill position(s) in organization(s)

It is an interesting fact, that as a recruiter you will come across unwritten terms or said terms to find talent. Some or most of the times, the said terms can be raised as to race, age, gender and even religion. These are told or more correctly said to the recruitment agent, not in the advertised requirements as it is against MOM's practice. Some even consider the body type such as slim or not wanting fat people as they are assumed to be lazy.

Most recruiters will not take in a candidate who is a local minority. They know it is unlikely they will be selected and therefore will not contact these candidates as to them time is money.

The first criteria in decision making of recruitment in the local environment is the price. Having said that, the criteria have changed. They would ask your birth date to attain your age. Age is now the other discrimination factored in hiring. 

Its a sad fact. The problem is in the government policy to make retirement age to be 67 years old without considering that this policy does not align with the business mindset nor culture. This is not working well. As soon as you reached 45 years of age and you lose your job, you will find the discriminatory element in getting a job.

Is this a righteous way? Or an Accepted Norms

Now let us look at the fact(s). Let us examine an airline recruiting stewards. The company would have signed a Fair Employment Practice from the Tripartite Alliance. Get certificates and even have some logos and even have trouphy(s) to show for it. Even certificates framed in the walkway of the office 

Would they employ a fat man or a fat lady? Naturally the candidate will fail the first step. But the company will be honored for the “fairness” and no one will pay attention to the unsaid or untold requirements. This is acceptable because in all our minds we see a sexy slim looking air stewardess. Since it is an accepted norm, I do not think a plus size lady or man would apply.

There will be some organization that would not prefer fat people because they assume that they are lazy. Or some would not prefer a certain race or religion. Most in local environment will not prefer local workers for reason as that they are not hardworking and do not work on weekends and so on so forth. Or locals would not want to work shift work.

I know there are some organization that want to hire locals but are unable to as they find it difficult to get locals to work shifts. 

The problem is these jobs are technicians, engineering work (blue collar) or some may be cleaning jobs (this position have been difficult to fill by many first world countries not just in Singapore and are paid far more than in our local environment).

Policy(s) are not helping in job fit. In places like Australia the policy is to fill up jobs that locals do not want to work. Over here in our local environment they directly are not in favor of doing that (formula) and are using a wrong  formula.

They should follow how the other nations are filling jobs. In Australia, they would not want a HR Manager ( not only in Australia but in Malaysia as well. They prefer foreigners in the cleaning industry, coal mining industry or heavy duty mechanical industry). EPs and SPs jobs can be filled by local PMETs. Giving these choices for hiring makes local PMETs redundant. Its a simple fact.

Employment Pass EPs should be for special talent
EPs should be at the SGD 5K wage settings and not that of SGD3.5K. At that (SGD3.5K) rate you will not get any extraordinary talent that you cannot have in the local workforce.

Picture by Gyanone

Regulations on the National policy(s)

The regulatory rules and regulations are not helping or making it an advantage for local experience PMETs. Policy for company(s) to advertise in the National Jobbank portal for a duration of time before they can take foreign workers are not the right kind of policy(s) that can be effective.

Company(s) can simply advertise in the portal and reject all locals to take a foreign worker. Its cheaper and most business leaders mentality are such that they are unlikely not wanting to recruit workers serving reservist  or would prefer not to pay Employee CPF and foreigners are better choices.

The institutions would do better in managing unemployment if they had only institutions centralized in dealing with employment but there are at least three major institutions that replicates the services. Which makes things harder and difficult to control. In my opinion, these institutions should be made to one centralized unit instead of having too many that does the same activities. Just career coaching in itself there are three institutions being involved.

PMETs are not being employed because of factors such as :

(i)                 Reservist

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I have heard from recruitment managers who will not employ men who have to serve reservist. This can be seen if the business unit have 97% of the employees filled by women. Naturally there will be an excuse or reason for it.

       (ii)                 Age

Picture by Cartoon Stock

This is the biggest problem. Discrimination by age. Even engineers are not spared. Many engineers will take up a security job or a cleaning job to sustain. Leaders will argue that older workers are doing it to keep themselves relevant. 

How relevant can someone with a engineering experience be if they are working as a security or cleaner? They could be reemployed in ITE to teach students? The experience are of great value and they could teach the ITE students better. The environment should give these people some respect and dignity.

Older workers could be brought in to do social work and be paid accordingly rather than make them work as security and cleaners with wages not even enough to have two (2) meals and transport.

(iii)                 Racism

One form of discrimination is to have mandarin speaking candidates. With the emphasize on technology the need for these requirement should be obsolete but give them the benefit of doubt to accept these reason(s) and excuses just like most other race base national policy(s)

(iv)                 Foreigners in HR business units

Another trend setting is to have foreigners in local company(s) in the HR business units. There are many distractions in employing local talent in this situation(s).

(v)               Young vs Older – lack of leading diversity

One of the factors for not hiring older worker is because younger workers have lack of experience in handling diversity in terms of age. On the other hand, it also can be a reverse trend. Older workers not wanting to hire younger workers. Lack of knowledge in leading diversity.

(vi)             Company(s) Director only wanting to hire of the same nationality and race

I have worked with some of these company(s) and they have preference. Preference in terms of nationality and race.  This is due to inexperience and lack of knowledge or confidence in their ability to lead and therefore find a simple solution to place trust in their own kind. Its a psychological effect.

(vii)             Not wanting to pay employer CPF

Many business people would not want to pay the employer’s CPF. Its like another form of tax. Penalizing the employer to employ local talent. After all they have a better deal with EPs at a lower cost and who would work 24/7 at a cheaper price without Employee CPF.

      (viii)             Too old to work
Most of the older workers are really too old for work. They could work but not for the work they do. Example, cleaning work, toilets and even security. Many security work are done by retired people. I met an old lady nearly 65 years old. she was pushing a trolley in the Polyclinic and it took her 15mins to get the trolley in the lift. 

ST pictures

I am not saying she cannot work. Its just not the right job for her age.

JOBBANK

Bloomington Chamber of Commerce Picture

Furthermore, there only have to advertise in Job Bank for a period in order to have a review for them to employ a EP with a low price factors. The platform is great. Has all the analytical tools. But recruiters are still human beings with bias mindset as reasons above. Which makes the platform not efficient and effective 

The solution? Is for the institution to tighten the flow of alternative cheap variables. EPs are still considered a cheaper alternatives. As for talent at the SGD3.5K monthly wage is low for high skilled (considering the definition of skill). Real skillful value will go above SGD5K monthly wages.

Institutions must define what is skilled and low skilled and demand for labor in those sector by local workforce. Having said that, we must also understand the objectives of the institutions in terms of its priority in the purpose of economic standards.

These and many more policy (s) factors that determine the hiring of local workers

Now lets get back to the most important HR process.

MOST IMPORTANT HUMAN RESOURCE PROCESSES 

1.  HR / RECRUITMENT POLICY(S)

Definition of a Recruitment Policy(s) :

Recruitmen and selection refers to the chain and sequence of activities pertaining to recruitment and selection of employable candidates and job seekers for an organization. Every enterprise, business, startup and entrepreneurial firm has some well-defined employment and recruitment policies and hiring procedures.

Company(s) must do a recruitment policy regardless if it is SMEs or MNCs. This would enhance better hiring processes, understanding of HR policy(s) and practice. Not just recruitment policy(s) but Human Resource (HR) policy(s) on the whole. Which includes its HR mission(s) or vision(s), to clearly state the company(s) directive for best practice.

Policy(s) are important to communicate values and expectations for things that are done in the organization. It also keeps the organization in compliance with the legislation and provide protection against employment claims. It also documents and implement best practices appropriate to the organization.

It supports consistency in treatment of employees. It brings in transparencies and fairness. Employees will be much more confident in blowing the whistle if they found something not right of value. 

The policy(s) gives employees a better understanding of processors and clarify many labour disputes. It also helps management to make decisions that are consistent, uniformed and predictable. It helps protect not only individual employees but also the organizations on the way it handles and does its practices and from the pressures of expediency.

Defining policy as a formal statement of a principle of rule that members of an organization must follow. Each policy must address an issue that that is important to the organization’s mission or operations.

Policy(s) are written as stamen(s) or rules. Procedures are written as instructions(s), in logical steps.

Singapore Environment

In Singapore, 80% of SMEs do not have policy(s) Not just HR policy(s) but any policy(s). Mainly done by MNC. Having said that, many SMEs do not think that it is important as they have a small pool of staffs or employees. They also have only one decision maker.

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Most SMEs the directors are the purchasers, the salesman, the administrators and only have one employee doing the accounts or admin. They may not even have employee contractual agreement. They could use the resources and kills of freelances. 

Having said that it is important to have policy(s) in place in order to have a best practice implemented presently and not wait till there is a growth in their business. It would also be difficult to expand and recruit younger generation of workers.

2.  RERUITING FLOW CHART (To be done concurrently with No. 1)

Definition of Recruitment Flowchart : A flowchart of recruitment and selection process also called a recruitment workflow is a diagram that maps out the sequence of recruiting. The flowchart uses symbols and arrows to show you what to do in each step in the recruitment process, starting with receiving a job order and ending with onbording the candidate

A flowchart of recruitment and selection process, also called recruitment workflow, is a diagram that illustrates or maps out the sequences of recruiting. The flowchart uses symbols and arrows to show you what to do in each step in the recruitment process, starting with receiving a ob order and ending with onbording that candidate or newly recruited employee.

This may vary from company to company depending on the individual recruitment policy(s) and strategy. There might be more process in some companies and some not too many.

There are many ways to do a recruitment flowchart(s) some are simple, as some are lengthy. The most important thing is it shows the steps clearly for people to understand.

Flowchart, or any charts of process such as a recruitment flowchart has many positives. Sixty five percent (65%) of people are visual learners. Meaning its much better for them to absorb information from images, pictures or related visuals to understand content.

Some of these flowcharts can be done by software like recruiting software and some others software.

Singapore environment

In the local environment this process or phase is the same as the policy(s) process. Not many in SMEs and some medium size companies have flowcharts. And when I mean medium size companies I mean the strength well beyond fifty (50) people.

3.  RECRUITMENT

Cherub IT solution pictures

Definition of recruitment : the action of enlisting new people not just in the army but also in organizations and companies.

Recruitment is the first step of the process. The first two, are to align this process to be perfect. Many, in fact most, SMEs in the local business environment do not have policy(s) they only make the recruitment flow charts and the organization chart when there is an audit. That would also depend on how well or good are the auditors.

Examples

There was one company I worked used a shabby audit. They had an office in the most expensive area looking down at the Singapore River. Naturally, all their employees were from South Asia. A huge office layout with only 5 employees paying a exorbitant rent. Anyway lets get back to the recruitment topic.

Companies must understand that they are not the only one choosing a talented candidate. The candidate is also choosing a company.  

Candidates, who have been to many interviews have done their research and know much more about the company. They are there to see if what they know matches what they see and that is not just by asking questions but also doing their information gathering just like the HR recruiting manager. They have learned all the tricks and stuff from text books and experiences. Google and Glassdoor or even Jobstreet have an evaluation process to determine if the company was a good one.

If one had interviewed different or diverse cultures (this I mean foreign) you will find a pattern. Just like the local candidates. Many of the recruiters must understand this, “knowledge is knowing how to do the work. Wisdom is those who have done the work”. But often many get it wrong because they have their own interest on the candidate.

The interesting thing I have heard from most floor managers or department managers these days is that the foreign national in the HR business unit are buyers and would chose their own nationality to make their environment safe and comfortable.

Test Based Recruitment

As I have written in my previous blog, in November 2015, and have had lots of positive feedforward by readers, titled “HUMAN RESOURCE CANDIDATE SELECTION TEST, http://michaelrsmorgan.blogspot.sg/2015/11/human-resource-candidate-selection-test.html. These test are very important.

In all interviews I have been,  (almost about 80 to 90 interviews, some just to test interviewers skills), the interview by the RED CROSS of SINGAPORE was the best in this part. Nothing have surpassed them. Having been to almost more than 200 interviews some simply to understand the mechanics of interviewing, the Red Cross of Singapore is the best. To my view, I think many of Singapore companies should replicate this model of recruitment techniques. 

They used the KSA assessment and the task base assessment test. Before I went to see the interviewers, they ask me to sit in an office to answer a few question(s). Most of these questions were of everyday work.

Example of a test question,
You were in the office and one of the staff have left a resignation letter on your desk. And there was a email complain by a donater on a security guard who had made her angry. What would you do?

This was done before the interview. Which was good because the candidate was fresh and full of energy and confidence. If it was done after the face to face interview it may not be suitable as the candidate may feel anxious. It was absolutely a fantastic interview session or a great way to do a interview.

You cannot simply assume that the candidate have great attitude. Attitude changes too. First and foremost it changes with expectations and informing them of what they expected the candidate to do and having the candidate to do other things from the interview session. Many a times interviews are conducted to attain the knowledge of the attitude of a candidate. Its a full assumption interview. As the word assumption it is a “ass-u-me” interview.

Most of the times attitude depends on the environment equation. In verbal questions, questioning about the interviewee character they feel like they are in a police station. I called it “quarantine session”,

After these process have been made there are others such as having background checks. These process can be done or if the interview have done the test it can be excluded as most of the test would prove that the candidate is a good choice.

Singapore Environment

As it is I am not comparing the environment with another. If we are talking about best practice we MUST be doing things right. Even the recruitment agencies do not do this when they do recruitment(s).  In Singapore environment is surprisingly we look at employees as a tool or something that is paid to be used. 

Most of cases they are seen as an expense to the Business Units. The problem is that the environment js made to have a mindset of looking for a job. In other environment, a more develop society that are paying well for not only foreign workers but also local workers with minimum wages and so on, most of the candidates are not looking for a job as they are probably paid well compared that of ours which has many control mechanism. It is surprising because Singapore’s only resource is PEOPLE.


4.      CONTRACT(S)  

Definition of contracts : a written or spoken agreement, especially one concerning employment intended to be enforceable by law.

This is one criteria which most company(s) do well in our local environment. In my experience only one did not comply to MOM requirements. For those Human Resource practitioners you could view the eighteen requirements in this link : http://www.mom.gov.sg/employment-practices/contract-of-service including blank templates.

Contract signing day.

v  Environment must be as good as the interview day.

v  Private

v  Confidential

v  Remember to explain the KETs as required on the day of contract signing or 14 days after.

   Singapore environment

   For some reason(s), contract are done well by many companies in my experience with them. Except

   one that I worked recently that even made a mistake of the hourly pay.



5.  ONBOARDING

   HR Technologist.com - picture

Definitino of onboarding : the action or process of integrating a new employee into an organization.

Many a times onboarding is done haphazardly. I once had a frustrating had day one when I went to work. They did not prepare where I am going to sit. No emails or passward made for me to do work. And had no detail no explanation of my contract KETs and job scope. I was totally in the dark and they were not sure what work to give me.

In actual fact onboarding is not a three (3) month or a six month (6) month project or process in actual process it is a two (2) year process. Constant communication and feedback. Dont do it on a meeting of KPI(s). The process is to help new employees do better in their work and not for penalizing them.

On boarding follows the employee lifecycle for mentoring and development and includes automation. If you don’t have a successful onboarding process and your losing employees due to non-engagment, do start one soon. There are many check lilst available on line. Chose the right one for your organization or create one and start having it.

When I worked in a nursing home as an HR / Operations Manager it was different. We had an onboarding on the first day, explaining the KETs of the contract and would inform the new employee that there would be a recap or 2^nd interview before the probation period to know how things are going for the new employee. So there would be 2 interviews done. One (1) at the beginning of the first day the other would be in the middle of the probation period to analyse and engage with the new employee.

 Local Environment

In my experience in working with different organization(s), only 1 out of 20 do the right thing in engaging employees. That includes onboarding as well. Total lack of employee engagement by organization(s).

6. MAINTAINING POLICIES AND HR RECORDS

This process is the daily routine of Human Resource business unit (BU). The HR records must be updated and maintained. This can be done in aHR sofware package or a simple Excel sheet format.

The leaves and other individual data can be compile in an Excel sheet or a data spread sheet. Which even includes awards and courses that were attended by the employee.

Local Environment

In the last working experience the organization did not do much in Human Resource. The pay slip was not up to MOM standards. The contract were not up to MOM standards and they did not update the records.

Overall many SMEs have adhoc HR departments and they did not follow many of the HR and payroll requirements. There is a need for the local company(s) to follow the MOM requirements and have a relavant HR business unit.

7. ADMINISTERING COMPENSATION AND COMPANY PROGRAMS

This segment we the equation depends if the company(s) are SMEs or MNC. SMEs have a adhoc ways in dealing with these stuff. We also must understand that some SMEs may have a rental of 35K but may only have one head count that is really working in the huge office space. While most of them would be brought in from thier native investors country to do the work that a local PMET would do.

So there is no need for this process in many companies in the local context.

8. HANDLING EMPLOYEE CONCERNS

    

  picture by http://turningpointexecsearch.com/2015/01/12/the-recession-is-o   ver-11-ways-to-thank-your-employees-for-not-quitting/

Again it all depends the type of companies we are talking about. I have been in many company(s) and have found thing and issues lacking on employee engagement in our local environment.

Local environment

The problem arise with many company(s) simply dealing with business without any care for thier workers. The policy for foreign workers including FDW are not fair and even the salaries are not well paid. Living conditions are not up to living standards.

I would not want to live in those standards myself. I dont think the institution leaders and the business leaders including employers of FDW, themselves would want to live in those condition. Having said that they do exist.

Therefore workers or employee concerns have not been an important part of any business in the local environment.

9. REVIEW SALARIES TO BE UP TO DATE

Many a times this process is a wait and see process. If the government indicators are that to increase. Most local company(s) and local environment if not all will not make any chamges until the institutions make annoucemnts.

10. EMPLOYEE ENGAGEMENT

Pictures from The Future Shapers - https://thefutureshapers.com/future-employee-engagement/

Again this is another process that many company(s) I work in do not make an effort to do so. There was only one, organization that did this on a monthly session.

11. MANAGE RESIGNATION

Pictures from sj personal - http://sjpersonnel.com.au/tendered-two-week-resignation-asked-leave-day/

Resignation is one area many company(s) fail big time. The moment an employee serve a resignation letter, he/she becomes enemy number one.

Local environment

The local environment need to deal with this better. The way many managers deal with a resignation is in a personal way. Some company(s) would simply ignore the individual.  Outcaste him/her and just let the process flow without even an exit interview.

Image by Chrystal Graphics

Conclusion

 Local environment

Human Resource Business Unit must improve on the process we have in here. The No Eight (8) to Eleven (11) is still the weakest process in most company(s). 

The other at the moment is the recruitment and selection process underlying the necessity for institution to have policy for company(s) to advertise in Job Bank. Which the National Institutions must view in its WSG and e2i FB comments to ascertain its feedback from its stakeholders.

HR must transform itself into a partnership and strategic business unit for better progress and productivity for the company and for National policy(s) to work.