Where do all the applications go?

ALL APPLICANTS would be far better off if they know what was happening in the organisations that they have sent in their applications to. Often the suspense is killing and suddenly, long after you've given up hope of any kind of response, or sometimes long after you've forgotten it completely they hit you with a call like a bolt from the blue! It costs organisations nothing to send off automated or template responses to the applicant acknowledging the receipt of the application and a line that the CV is being processed will cost little. In these days of high technology one could expect this small act of courtesy, and it speaks very poorly of the culture of those organisations that do not think of these fine little points. However, a lack of a response does not mean that nothing is happening! The screening process is generally underway as soon as the envelope containing your application is received. They are sorted depending on the vacancy for which you are applying.

Step two

The applications that are shortlisted are then arranged in the order of merit, or suitability and a matrix is prepared giving a pricis of every shortlisted applicant and sent to a level higher in the HR department. Sometime though, in leaner organisations, it is sent on to the indenting department head or team leader. It is important to understand that those that have not been shortlisted are shredded and sold as waste! In fact the information is either filed or kept on the database for about a year to be recalled in the event of any vacancy that may transpire later.

Step three

Sometimes, an organisation will send out, at this stage, a questionnaire to the shortlisted candidates, that asks them to fill in certain personal details, but this practice is more honoured in the breach than in the observance. MNCs would generally do this since they are rather more attuned to political correctness, and the questionnaire (or some of the questions in it) is clearly labelled as being voluntary, and that responding is not mandatory. However, there is a real underlying feeling that if one does not fill it in, a call for an interview would not materialise. This feeling is probably accurate!

Step four

Once the filled-in questionnaire is sent in, and in some cases acknowledged, applicants can look forward to being called for a preliminary interview.

Behind the scenes

Meanwhile, behind the scenes, confabulations and discussions have taken place. The HR honcho and the indenting manager have discussed threadbare the process of how they will handle the screening process. They will decide on the qualifications, the skills and the gender of the person they feel will fit the requirement. While it is illegal to be gender specific in advertising for a post that either gender can perform equally well, exigencies may dictate otherwise. Since such reasoning cannot be published, it takes place behind closed doors. Decisions regarding the required background and experience will also be discussed. The deliberations may then be sent on to an important person called a compliance officer (sometimes, this may be a senior HR person or someone from the internal audit department). The three will then agree on the criteria that will be applied for the hiring. It will then be the duty of the compliance officer to make certain that the same format and rules are applied to every applicant. No shortcuts here, anyone not meeting the agreed criteria is not called! For instance if the minimum qualification is 60% marks in graduation, 59.5% will be disqualified without a second thought. Some companies have done away with the post of a compliance officer and have automated the process, thereby ensuring that those who do not fit the agreed template exactly are rejected out of hand!

Step five

The interview provides the indenting manager to check out every bona fide employee's qualification and experience and see if there is a possibility of a fitment. He may ask questions that are designed to reveal the applicant's ability.

Behind the scenes

The HR honcho and the indenting manager first develop a list of questions that will be asked of all the applicants. They make certain that the questions focus on the job description and can reveal the facets that are essential. Care is taken to see that none of the questions offend any applicant's sensibilities.

Attitudinal questions are asked but they will be the province of the HR manager since he is responsible for morale and cultural fitment. Sometimes, HR conducts a little mentoring or coaching to the indenting manager and his team on how and what to ask so that the hiring process is fair and transparent. As far as possible, companies like to have the same people interviewing all applicants since the quality of the decision will be uniform.

Step six

You will be faced with a number of questions, and if they have gone through such a process as mentioned above, you are expected to answer the questions that are asked.

For instance, you may be asked information about your prior job responsibilities and how you think they will be applied for the job on hand. You need to answer why you left or would wish to leave your present job; any additional information that elucidates your CV. You may need to provide documentation in terms of certificates and references.

Any information about your family that may be relevant to the efficient conduct of the work you propose to undertake. You are also expected to ask questions about the vacancy and your growth. Generally questions about nativity, caste, creed or political persuasion are unacceptable and need not be answered. However, if they are asked, it may not be entirely politic to refuse to answer them though there is a possible suit for action if you can substantiate that such questions have been asked. Remember that interviewers may not ask questions that are of a discriminatory nature or tone.

Once applicants have cleared step six, they should either be home and free, or still on the road looking for job option because how you did till this stage will determine if you get the job or not! The next article in this series will discuss the kind of questions that may or may not be asked at interviews.

S.RAMANUJACHARYA

professor1@sify.com