 Assalamu alaikum, I am Mokhtar Ahmad with the virtual university course human resource management that is management MGT 501 and we are here today for our lecture number 19. So we started last time the selection process and we are continuing with that and I hope you are getting the basic concept and you are able to go through your text to make sure that you are learning something. So today we are here as I said with our lecture number 19. So as usual we have to go back and try to review what we covered in our lecture number 18 or previous lecture. Let us start let us summarize quickly our previous lecture that was our lecture number 18. We started with the selection process and in selection first of all we try to understand what selection is and since that selection is after the step of recruitment so we define that it is picking from the pool of the candidates picking the right person and during that discussion we also discussed this part that it involves making the judgment and judgment not about the applicant. When I am looking about the person we are looking about the fit matching the ability, the knowledge, the skills, the aptitude of a person with the job for which we have to hire a person that was the important part of course everything is important but the main theme of that selection is that we have to make the judgment about the fit and about the match not about the personalities and then we discussed the steps of the selection process. Of course we saw that there are 6-7 steps and then we started to look at each individual and as I said at that time that those steps not necessarily that each organization should follow the same steps. Then different textbooks have discussed the steps of the HR, but if you look at them in detail and you will understand, you will appreciate that they are talking the same thing. Wedding change is possible but the philosophy is the same, the concept is the same. The first step was an interest in the job, sending the resume that is of course the recruitment. This is basically the whole hiring process. Then our initial screening, yes selection process start with the initial screening, who I have discussed here. Then the third stage was the second stage of of course the selection process and here the third stage the application blank, he has to application, official document, then selection test, next step of course, which we will discuss today. And after that interviews can be done, background checks can be done and you might give a conditional job offer. After that medical exams, test, drug test and then final offer and placing the person for the job. Remember we discussed that it depends on the type of job we are talking and it also vary from organization to organization that how many steps they want to follow. The purpose is that you have to pick the best person, you have to understand if that match is being created or not, then organizations, people they use different techniques, different steps, but we should also always focus what is the bottom line. And the bottom line is you want to create a match of the abilities of that person and the requirement of that job or that of that organization basically. These are the steps we discussed last time and these were the basically steps and of course, we discussed the steps in detail earlier. And they were initial screening, you want to separate those who qualify from those who don't. Why you want to do that, do that because you don't want to waste your time and resources on irrelevant people, which even don't qualify for that particular job, which even don't meet the basic requirement for that particular job. We discussed that organizations, companies, they put huge amount of their resources, time, money is involved there in the selection process. So they want to make sure the right type of people should come in those different steps so that they should be able to pick the right person. Next up, we discussed the application form, and what was the purpose of this? This is a legal kind of document, the first initial agreement between the applicant and the organization, where we extend the format of information, organization collect from those applicant, and again reason is, of course, there are legal reason and of course, the convenience to. Legal issues, by signing that application form or agreement, the applicant is certifying that whatever information he or she has provided to you are correct in the best of his knowledge. And of course, also authorizing you to go for the verification or checking the background, the previous history, or even asking for the reference. And also he or she is willing to work in your organization under the kind of circumstances, rule regulations, and he or she will follow those things. So these are all things, and apart from that, it will be helpful for you to make a proper system, that you can shortlist on that base, you can screen, verify, check what is missing, what is there, and what extra he or she has. And mostly it is job related. So these were the topics, we covered during our lecture number 18, our previous lecture. So we are still in the selection process. So let us see what are the next. So next step is the employment test. Again it depends, what job are we talking about. If it is a senior level position, you might skip that part. You do not have to test a person who is already at that level of caliber of co-experience to offer a job at a professor level. You will not be able to do a basic test. But of course it is an initial level, your line manager level, or even middle management sometimes you go for different tests. We have seen that generally 3-4 important test types are taken, intelligence test is given, aptitude, ability test is given, honesty test is given, interest test is given. Then if you look at the international arena, around 60% or more than 60% companies, they use one or other form of employment test for their selection process. Even when you might have applied for the admission, you should have gone through the entry test. Now even in the education institution, the admission test is taken. And then based on that, your merit is made. This does not mean that the institution or the organization do not believe in your previous credentials. But still they want to make sure that they have the best. And the reason is the same. There are some technicalities, some things that may not be understood or understood in the interview. It is necessary to take a test for that. So that is why people go for the test. Now when we are using testing concept, testing techniques, some basic requirements are also there. In the basic testing concept, there are 2-3 things. There are things in your text, in books, there is validity, there is reliability. What is this? Give you a little bit of its basic concept so that you do not get confused in it. What is validity? A valid thing. Something is valid. What do you mean by valid? The test validity concept is used in that. That is, does this test matter what it is supposed to matter? Do you want to see someone's English? Do you want to see how good his English is? Can he write in English? Can he understand? Then let us take his tough test. That is a valid test for that job. You cannot take his driving test to test someone's English, right? Whatever test you are conducting it should have the validity. We call it test validity. What the criterion validity term is used in this text is used in that and there is engineered text. When we talk about a selection test, what does it mean? If a person is performing very well in that particular test, will it, he or she will be able to perform in the same way for his job? The test is demonstrated by showing that the test constitutes a fair sample of the content of the job. The content of the job is reflected in the test, so we call it content validity. What is reliability? In the simplest word, reliability is that if a person performs the same test, then he or she should be scoring the same type of marks. Then it becomes a reliable testing technique. So these are the basic concepts we should remember while going for the testing techniques. And to establish any test that it is a good test, there are three requirements for it. For any test to say that it is a good test, it should be standardized, it should have reliability and it should be a valid test. So we can say that test is a good test and that can help you and that is serving this purpose for which you are doing the test. Clear? Let's see what kind of test we are talking about when we are doing the employment test. As I told you in the beginning, there are some general intelligence tests that are called IQ, aptitude tests, personalities and interest tests and honesty tests. And who will design them? Of course the proper persons, the proper competent person, the HR personnel, who have their own subject area. Psychologists, anthropologists, they all sit down and design these tests. Designing of tests itself is a huge task because they have to keep in their mind to whether this test is a standard test. Is this a reliable, so valid test or what? I don't want to go in that kind of those details but just remember that organization might go for such type of tests. And again it depends. Some might go for only one type of test, some might go for all type of test or some might go for extra, some other test like performance simulation. You are being placed in a real situation where you work and then what you do is you sample and see how accurate or correct you are. On job, you have a simulation where you create a situation where you tell them how you will do it. Or even they will take you to a real place. If you want to keep a section, you can take it to the computer and see what is the speed of typing. So you are not only concerned here for the speed, you will also be concerned about the correctness. You will also be concerned about the speed of typing but whether the spelling or the words are correct or not. You are just typing a word in a line. So these are all things. In just a test, you can see the real work that is done with the sample. You can see how she can perform. After that, there are some assessment centres like you must have seen. When we apply for the forces, you apply in the army. They have their assessment centres. They pass you through the Mughalif test. You go for ISSP. There are some Mughalif assessment centres and they go for detail testing there. So that they want to make sure that they are not doing any mistakes there. How can you make sure that this person is honest? So let me share some ideas with you. Some guidelines are given in the textbook that if you want to check someone's honesty, you should ask them. Ask blunt questions, direct questions. Don't hesitate of asking those type of questions. And you should give him or her a chance to speak rather than you should talk. You will get as many chances as you want to speak. So even you can ask for the credit check. Check his history, check his accounts. And if he or she is using credit card, you will get an idea of his history. That will be a good indication to see the honesty of that particular person. There are many techniques of this type. You can check your reference. The people who he has worked with, you can go back and check their reference and ask them how good he or she is in the dealing with the people. Especially talking about the financial aspect and other aspects. Besides that, you can also check the test drugs. If he says that he has never said anything like that, but if he comes out of the test, that means he is not honest. He is telling you lying. So there are many activities like this that test designers do. They give you a situation. Let's see, this is the situation about how you react. So you can assess someone's honesty or work ethics. So this was testing for selection. As I told you, it varies from organization to organization and the type of job we are talking about. Let's move forward the fourth step that is the interviews. Interviews when you ask people questions. Why do you do this? And how does it happen? There are multiple interviews. Sometimes, of course, there can be one-to-one interviews. But as you move up and up, it is more towards one-to-one interviews. Sometimes. There are four people involved. There are managers and other colleagues. There are subject suppressants and technical experts. And basically, they are interested to look in those areas which are not clear from their application plan or application form. Those areas which you have provided with their resume or information, and especially it has to do with the behavioral part. So those things are not clear from there. You have to probe more and more about their behavior part. Like how much is their confidence? How is their personality? How is their speaking power? And if he or she will be a good team member? Or yes, you can also probe in those areas where you have some concern and issues. Like that flag we had read, you might remember. You can also see that in the questioning. And mostly, we are asking job-related questions in interviews. How many types of interviews are there? We can divide them into so many different groups. But let's see the few basic types of interviews. Unstructured, structured, and even sometimes people mix the both techniques. What are unstructured and non-directed? Where there is no pattern. And what is structured? Where there is a special pattern where questions are asked. Usually, when there is an interview, you are responding. So the interviewer is asking the same question to you. That is unstructured. And if he has a certain format, a question is being asked with a pattern. That is a structured interview. And it is good if you have a mixed approach. We will go ahead and see what is the basic philosophy of the interview. Methods of interview. One-to-one interview. Sometimes you can have one-to-one interview. And especially for the senior position, people go for the one-to-one interviews. With the people at the same level and even the people at the high level. Group interviews. That is also a technique being used. And sometimes you might have it to appear before a board. And as I told you, it depends on how many people are there on the board. Generally, it is seen that in a board, there are people with extender format. There are managers, top management, HR managers. Even psychologists there sometimes. And technical people are there. Technical experts. The experts of the area where they have to hire a person. And even people from the same section or branch where their job is placed. So that they should also become the part of their selection process. Because ultimately they have to work with them. So it is one-to-one. A group can also be on the base. And you can also conduct an interview in a proper board-beak form. Besides that, sometimes you put people under stress. Stress interview. If you have a chance to go for ISP, apply it in the forces. So over there, we usually create a situation like this. That you are tested under stress. And they want to see how you will react, how you will perform under stress. That is also one method of interviewing the people. Video tape interviewing would be there. Nowadays, new technologies are there. Even computer-based interviews would be there. Remember when we were talking about the human resource information system? And I said that you can use the same system for the interview. Nowadays, on the video website, on the computer website, in one city, in another city, in one share, in another share, in one country, in another country, people would be interviewing bad people. There would be a telephone interview. And different other techniques or methods are used for the interviewing purpose. There are some requirements to be effective for any interview. Do or don't have. You should do this or you shouldn't do this. Let's see what are those. If you want to take interview, if you are an interviewer, you do ask open questions. And remember we have discussed this open-end question and closed-end question. What is open-end question? What are the open questions? Open-end questions are those questions where you are giving the option to the person that he or she should speak more. As I had asked you at that time, if someone asks you what your answer would be if you had done the interview in the morning? Yes or no? That is a closed-end question. Of course, when you are doing the survey or when you are going for the research, you should ask closed-end questions. So that you can get an answer in a standardized form and you can compare. But the purpose of the interview is different. You want to judge others and take information from them. So the more he or she will speak, the better. So here the option should be asked the open-end question. Now what is the open-end question? If you ask the same question to the person that you had eaten in the morning? What did you use? Now you can speak more. If you ask the same question to the person that you had eaten in the morning, what did you use? I had taken red liti, fried liti, tea, coffee, liti and so on. If you are asking the open-end question, you are giving the option to the person that he or she will speak more. Because that is the basic reason of going for an interview. So first thing, do ask open-end question, open-end question. And mostly ask the job-related questions. Of course, sometimes you want to see their intelligence to be aware of the current affairs, how much their intelligence level is, how their human aspect is, how their team members are. So you can ask a little bit of irrelevant questions about what is happening in the market at this time. What team is winning at this time? Just to see whether their emotional maturity is that much. Because the new concept that is coming up today is that you will be also interested to see the emotional maturity of that person. It is not only the IQ. Even the more important thing is the maturity. So mostly, of course, you should ask the job-related questions. And this is also your responsibility as an interviewer. The interviewers should open the interview. And how can you open the interview? And of course, the interview is a big job interview. It is phobia. Even experienced people, when they are appearing for the interview, they are a bit nervous. Now, your purpose is not to make them more nervous and not even see what they want. The good approach for the interview is, you should put them at ease. And how can you do that? You have to open the interview. Welcome him or her. And the very common type of questions people start with, they are asking the person who is there for the interview, okay, tell us about you. It is the easiest thing to tell about yourself for this. If I ask you, okay, tell me about you, what you have done and what you are doing. Don't you think it will be very easy for you to explain? And so, as you start speaking, your confidence level will be good. And then it will be easy to talk with you. So, that is also your responsibility. If you are taking the interview or you are interviewing, you should open the interview. If you are with a nice word, so that the other person, the applicant should feel comfortable. So, what else? Do ask positive questions. Don't have the negative approach, because you are interested to see the positive side of that person too. Ask positive questions, encourage him or her, so that a real person should appear in front of you. Also, look for the area where applicant is uneasy. If you are asking him or her, if you think he or she is feeling uncomfortable of responding to that question, something is wrong there, logically. Look at those areas too. You can ask more details about that. So, same way, there are don'ts. Don't do that. See the opposite. Don't ask all close questions. It might be asking one or two, but don't ask, because you have to do all positive, open questions. Open questions. Don't ask personal questions, it has to do with your, his or her job related things. And don't do all the talking. If you are going to take an interview, then try to let him or her talk more, because of which the interview is being taken. You should start experiencing all these things yourself. The interview is not yours, it is hers. Don't do all the talking. And don't be impatient. If you have asked a question, then give it a chance. Let him or her talk. This is also a good feature of the interview. That he gives a chance to the other person because, again, remember, when someone comes for an interview, there is some kind of phobia. And don't ask more than one question at a time. Because they say it with questions, don't be impatient. One by one, ask questions. So, let's see, what steps should you take for an effective interview? You mean, the one who has to take an interview, be prepared before going for an interview. The one who is going to take an interview, he should also prepare for which job interview he is going to take. And how he has to ask questions. Because he has to compare so many different candidates. So, before going for an interview, one should be very well aware of the job description, job specification for which they have to hire a person. And that will be also your job to welcome the candidate. Show your concern that organization is very concerned and very pleased that he is interested to join you. Or she is interested to join your organization. She will gain confidence and will talk to you openly. Plus, even if you will not select him because she is not fulfilling the requirement, but still he will be satisfied that he was giving due respect and opportunity when he was with you people for interview. And your reputation in the market, do you know this? People go out and tell you what happened, how people dealt with him. So, you are doing the marketing part too. And as I said earlier, you have to encourage him or her to talk. Because that is how you will get some information from him or her. And that is how you will judge him or her. Encourage candidates to talk. Because you are taking the interview, you have to control the interview too. How can they do that? You understand, you have asked a question. Now, the person is now talking every relevant thing. So, you don't want to waste a lot of time there. So, it is your right. So, bring it back to the check. And who has to ask questions, all these things come into your responsibility. For a good interview, you control it yourself. Now, start interviewing him. And sometime, yes, you can ask him, do you want any information from our side? Do you have any question from our side? Because he might have some doubt in his mind about your organization, about the job, about the working environment. So, do provide him or her necessary information so that things can be more clear between you. And then at the end, you have to close the interview. And how can you do that? Of course, you have to thank him. Thank you for coming here. And you have to let him know that how he or she is going to know the results of the interview. You can tell him that, brother, you will get it later in the house. Whatever this scene was taken. You can check it by phone or on the web. We will get the results. Whatever. And thank him so that, even if he was not selected, or she is not selected, he will take good memories from your interview exercise. So, is it over here? No. You have to do one more thing. That is the final step. And that is, put everything, write down your notes. Because you have not interviewed one person. It is possible that you have to do 10, 20, 25. So, the memory of a person is up to a certain level. So, what do you know that when after 10, you start comparing people, you will forget what you asked him, what positive things he had, what negative things he had, what grading he had, what marks he had applied. When you have to go for the final selection, you have to compare all of them. So, you have some reference material. You can tell it based on that, no, person A is selected and B is not selected. So, this comes in the final steps. Write down your observation, your opinion, in your notebook, in your folder. And sometimes, yes, they also, most of the time they provide you the sheets. Where the rest of the food is made, the color is made, you have to do the grading, you have to apply the marks. So, you have to do that so that you can benefit from all the exercises. Some other guidelines. If you have different candidates for the same job and you have to compare, make the comparative things that, which one is better. So, it is suggested that you should mainly focus on the form of interview. So, that you can check them at the same parameter, all those people. Of course, it is not binding that you should not ask unstructured question. You cannot go for unstructured interview. Yes, sometimes mix is important, mix is better. And don't make quick decisions. Delay your decisions. Wait and see all those relevant information. Compare their CVs. Just don't make a sudden decision on the interview base. Good. And remember, you have to focus on traits that are more accurately assessed in the interview. Now, the traits that are already checked, like the expertise you have seen and the knowledge base you have seen in the test. So, here you have to see what is the motivation level and what is the personality and what is the behaviour aspect. What is the confidence and if the job is related to some kind of where he or she has to talk with the people, what is the speaking power. How good he is to pursue it if he or she is to go in a marketing job. So, you have to see what the job is related to. You have to focus on traits that are more accurately assessed in the interview like motivation to work and personal relationship. As a human how good he or she is to become the team member because nowadays organizational focus more and more on the team work. Individually if he or she is excellent but they are not good as a team member that is a negative aspect. So, this is also a good thing for the interview that you see that personality trait that traits that can be helpful in the job. Sometimes he comes to let him speak get the interviews we do talk because the more he or she will talk the better chances it will be for you to assess him or her. Or in this you have to think about the legal aspect that how, as I told you don't ask the person question. This is a country where privacy is said that some information some things are your personal things your family, your life your liking, disliking but again it depends in some places, in some countries under some laws they are protected that you don't ask them these type of questions. So, you have to think about these things but sometime we do mistakes in interviews. So, here I will discuss the common interviewing mistakes. This is embarrassing so the interviewers are embarrassed that what has happened. That is a problem. Problem for what? Problem for organization problem for that person and even problem for society. So, to avoid embarrassment those mistakes become less and less. So, interview is good selection process is good. Let's see what are those common mistakes. Snap judgment quick decision I am not saying this but but but but but but but but but but so making snap judgment quick decision you might be doing mistake negative emphasis some people approach negative that they forget positive things again you have to remember that you are not making judgment about the personality you are making the judgment about the match or fit so you should have all the time facing in your mind not knowing the job that is the common mistake we can see in even our organization today in our society many times those interviewers who don't have any problem about that particular job let's see if I am a selection board though with my name it is also Dr. Mukhtar Ahmad but we are there to select some orthopedics some heart specialists now what can I imagine what I have to ask them of course I can just maximum judge I can see their personality I can see their confidence so I don't know about that job I don't know about that profession that person who wants to hire what he has to do so this is a common mistake we can see in our society especially in our country that irrelevant people who don't have any job who don't know they are selected so you can also imagine how many mistakes there are what other mistakes common mistakes we can see pressure to hire now what kind of pressure are we talking one pressure is that when a profession has pressure that they need to hurry because they have to start their work in that hurry they are quick judgment about the mistakes sometimes this pressure is in our society that we have to keep this we have to keep this in favoritism how much pressure as you remember when we were studying there was a blind box I told you people don't want to be don't want to show their identity while they are advertising for the job because one reason I told you that you have pressure from different sides different stakeholders they pressurize to keep this and again this is a mistake this is dangerous for institution even for that person too because he or she will be underutilized so pressure to hire if this is too this is a mistake which we commonly see candidate order error this is also very common kind of common mistake we can see in our selection process or interview if you are taking an interview 2-3 people come which are just average person their personality their appearance their presentation their skill their average and suddenly the next person is a little better but not of the best but since recently you saw he was an average person you liked this person and you think this is the best it can be other way around 2-4 very good people came to you and suddenly the average person of that level you will ignore that you have so many good thoughts this is still better but if it is other way around if the order in which people are coming 4-5 which we call knowledge which doesn't qualify even they are below average if they are taking an interview and suddenly the average person comes to you then you will definitely compare him from the past but he, she might not be the best because you are comparing them with that reference according to the order this is also a mistake when you are taking an interview and sometimes non-verbal behaviour can also affect your interview process what is non-verbal behaviour? can you even deny anything someone's non-verbal behaviour? and someone can favor you with that what style is he talking about? what is his gesture and generally these things can also affect the disson and this is also a common mistake let's move forward there are certain other things which can also affect your interviews for your interview which is called negative effect what are those things? impression management from both the sides the interviewer and the interviewer can also create a bias effect let's see if you are taking a very tough macho man you are a very tough interviewer so you understand impression management impression management is a technique basically in the organization where people want to control the perception of other people when they are perceiving something about you the other person who thinks about you or perceives you you want people to think about you so the behaviour you adapt to that is impression management if you want to give a wrong impression this is very tough you can just throw people out so this will be a bias similarly if a person who is there for an interview he or she is smart enough her personality is also good so she will impress you and you pick the wrong person there is a bias so because of impression management things can go wrong similarly the interviewer if his memory is not correct either way the few questions he asked he answered wrong and suddenly one or two corrects he will understand that everything is fine from the beginning he is getting better and suddenly a negative he is not a good person so this can also be a bias and generally people first do a few minutes do a few interviews if a good person comes in the beginning then it is fine again this is a bias so we have to be careful when we are doing the interview there are more effects again biasness can also come prior knowledge you already know that the candidate his positive are negative sides so this is also going to influence your interview process stereotype if you have you know what is stereotype when you judge a person based on which group he or she belong that is stereotype then you will influence your interview process order of interview is important yes as I told you in the beginning or the average person comes and starts to get bad so that is also going to effect your interview and the way information is presented is also important and that is also going to influence your interview process or interview decency negative things always get high weightage if some negative thing is presented in the interview you have seen some negative aspect his attitude, his personality his behavior so he has seen that all those things are superseded which are good so this also effect your interview but I think enough for today right so still we are in the selection process let's quickly go through what we covered today we discussed 2 parts today implied test in that we read the basic testing concept test type we saw and then we talked about interview interview guideline we discussed what is next now so next of course we are still in the selection part I will try to finish selection part and then go to the socialization part 2 in next lecture that will be lecture number 20 so let's stop it here so before I go as usual I have to inform you I have to tell you again that you have to work hard read from the beginning listen to the lecture read again and if there are certain questions there must be certain questions in your mind and do ask them send us mail write to us and we will be more than happy to answer with that thank you very much assalamu alaikum