Recruitment System

If a recruiter tells you he has a "system" for doing his job, he may merely be saying that there are some things he does in a systematic way, while allowing for unsystematic elements such as intuition, hunches, luck and trial-and-error processes (which are systematic in a weaker sense than processes with predictable inputs and outputs). Whether or not a recruitment system should or will have such unsystematic elements as essential or merely acceptable features is likely to be debated as long as their are recruiters, but clearly recruitment can never be conducted haphazardly.

This means that effective recruitment requires an interplay of elements, resources, processes and relationships that is orderly, stable, reliable, effective and adaptable, in addition to having other features characteristic of a functioning system.
A recruitment system comprises the processes, routines and elements essential to expeditious and effective hiring for an organization or for a company. A good recruitment system includes all necessary features to aid management in hiring the best candidates for open positions. It utilizes technological tools to facilitate information management in HR, including ways to track resumes and applications, checklists for letters and interviews, and recruiter notes . A good recruitment system can help in making recruiters more effective and skilled. The benefits of building a recruitment system include these:

- A good recruitment system will be in place longer than individual good recruiters.
- A great recruiter can accomplish much alone; but for others, it is necessary to have a systematic way they can learn to be the best without costing the organization money due to mistakes.
- A good recruitment system will ensure that things are done the same way each time, standardizing paperwork and procedures for Human Resources.

An "e-Recruitment" system is also available for recruiters to advertise jobs online where the applicants fill a form online and send or post their profiles. It is also a strong and effective recruitment system. As broad acceptance and technological advances penetrate recruiting, many of the traditional features of recruiting systems, e.g., file cards, mailed resumes and limited exposure, are vanishing.

Like any other system, a recruitment system must have certain features in order to be effective. These include:

- fixed and dependable relationships between "inputs" and "outputs", e.g., application and hiring, respectively
- sufficient flexibility to cope with emergencies, disruptions, overload and other non-routine conditions and perturbations
- resources essential to functioning of the system, e.g., adequate staff numbers, training, access to technology, time and energy
- the capacity to adapt, evolve and to grow, where warranted or required, e.g., introduction of video conferencing as an adjunct to traditional interviewing
- features that ensure stability and self-correction when needed, e.g., a professional code of ethics and safeguards against scammers
- synchronization of its elements and processes to ensure smooth functioning, e.g., efficient scheduling of interviews
- reliability and relative predictability

Comparison of one's own recruitment "system" with a checklist of this sort can be a useful exercise in self-assessment, diagnostics and operational "quality control".
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