PERSONNEL RELATED
Attendance / Leave Record
Salary Calculation & Payments
Personal Folder maintenance
Increment record
ADMINISTRATION RELATED
Timely payment of Phone Bills / Electricity Bills
- Payment of “Tea” bills
- Payment of “Stationery” bills
- Inventory control / Reordering of all stationery items so we do not run short.
- Statutory compliances (Shop & Establishment Act)
- Housekeeping
- Minor cash Purchases (Imprest A/c)
- Announcement of Paid /Unpaid Holidays in advance
- Insurance (Cars/Computers/entire office)
- Security
BUSINESS RELATED
FILING
- Correspondence Files
- Bio- data Files
- Pro-data Boxes
JOB DESCRIPTION OF A CONSULTANT
Follow-up clients (once computer print-outs have been sent) to give “dates” for conducting interviews & names of candidates to be called
Prepare interview-schedules & release to client & to “Interview Panel Expert”
Get ready Interview-Call letters & ensure timely dispatch to candidates.
Phone-up candidates & obtain their confirmation/alternate dates requested.
Communicate “Status” to client every 2nd /3rd day (or even daily) as to who /how many are attending.
Wherever necessary ensure dispatch of “Registration Forms” along with Call- Letters.
As soon as interview-call are dispatched, send out to client plastic folder containing.
Xerox copies of biodatas along with Interview Evaluation sheets.
Follow up with client (if required by periodic visits) re; Feed Back on
How many / who attended
Who was passed (selected) /rejected /kept on hold
Who is to be called for Final Interview (if any) & when. To follow up and organize such final interviews.
Ensure that client issues appointment letters to candidates “Passed” in the final interview. Follow up and get copies of appointment letters-alternately sit across client and fill up “Compensation Format” for calculating our professional fees.
Wherever client is unable to select/appoint anyone in the final interview, sit with him and decide next course of action. e.g
Call some more candidates
- Re-advertise
- Search our database etc.
You job is not over till,
Relevant invoices are issued
Payment cheques are collected
Feedback to candidates re “outcome” of the interviews
Today this is a “weak” area. We give feedback only if (and when) concerned candidate phones us. This is not correct.
We owe to each candidate feedback on whether he got rejected / short listed for final interview/short listed for salary-negotiations. For this feedback, we should call him up on our own. If he does not have a phone, we should send him a Standard (but nice & polite) letter (never a post-card !)
CLIENT –RESPONSE
There are many cases where we have already received “Advance” (i.e. Minimum
Search fees) but have not acted-upon the client’s Purchase Order, by
Searching our Database
Short listing suitable candidates
Sending first the “Short list” and then individual detailed bio-datas to the client for his scrutiny.
We take action only when client start phoning! This is creating poor image.
So first thing to do is to prepare a
COMPREHENSIVE ORDER BACKLOG LIST
(in chronological order of the dates)
SPLIT THIS INTO
Where Advance where we are not casual /stray
is received - A insisting on advance – B Requests
Monthly orderC
Obviously this is top priority either because, which could
& action must be started at we want to start a be converted Once, otherwise these relationship with an to advance, if
“Orders” Will get cancelled! important client i.e. we had time Hinduja/Finolex/Kirloskar to attend to OR these although
We are not sure of intuitively we Being able to find suitable know that
Candidate (create poor we
Impression) have in our
Databank, very suitable
Candidates)
Lost Potential
Lost Business !
Our priority for action is obviously First A, then B & lastly C.
You should sit-down with Nirmit, devise a proper format and, with his help (his memory) start filling up each of these lists, starting with List A. This format could have following columns;
Client Name / Contact Person / Phone No.
Position / Vacancy
“Advance” details (Cheque No. / Date/ amount)
Action taken details
Computer Print out sent – date / (No. of records)
Detailed Bio Data sent-date / (No. of bio datas)
Interview Arranged – date / (No. of candidates)
Remarks
In the software being developed by Mr. Nagle, there are “Modules” for
Order Processing There is a Folder
Interview Fixing for each of these
Advance / Invoicing /Accounting
The formats to be used are shown in these individual folders. All these will ultimately get computerized. However, it will help us and Mr. Nagle tremendously if we are to immediately introduce a MANUAL SYSTEM (of “record-keeping” in Lists/Statements/Tabulations/Registers / Formats etc.) and use it for a few months to find-out its SHORTCOMING / LACUNAE, so that when we computerize, we can take care of problems faced during MANUAL OPERATION.
Rewriting computer software again and again is expensive/time-consuming and throws “Production” out-of-gear. This could be avoided by trying / testing a MANUAL SYSTEM. Although it could mean duplicate / multiple entry of same data in several different FORMS/STATEMENTS/REGISTERS. But this will be a very good LEARNING PROCESS, and will help us do a better job of computerizing with very little subsequent changes.
