Mapping process and its significance.

Definition: Competency mapping identifies an individual's strengths and weaknesses. The aim is to
enable the person to better understand himself or herself and to point out where career development
efforts need to be directed.

The needs for competency mapping:

1. The cost of manpower is becoming increasingly high.

2. Realization of the truth that people can transform an organization.

3. Getting more from the people rather than getting more people.

4. Increased customer focus; identifying and fulfilling implied customer needs and expectations.

5. Recognizing the fact that the right kind of human resources can monitor and manage the technology,
finance, market, customers, customer relationship, processes, procedures, and the system effectively.

6. Importance of role performer vis-a-vis time management.

In the era of competitive business, hunting for talent and managing them properly is a crucial task for HR
professionals. As a result, the top management and HRD directors or managers are paying attention to
competencies of the workforce. Hence, competency and competency mapping are important and
essential exercises.

Description + PROCESS: Competencies are derived from specific job families within the organization and
are often grouped around categories such as strategy, relationships, innovation, leadership, risk-taking,
decision-making, emotional intelligence, etc.

So far as the way to go about for competency mapping is concerned, the first step is job analysis, where
the company needs to list core competency requirements for the job concerned. The next step should be
development of a competency scale for the job on the parameters previously identified.

The actual mapping of employees can be a self-done exercise or done by others like superiors. It can also
be done by using the 360-degree method where peers, first reports and customers also rate the
employee.

Gap Analysis
Definition: a strategic tool used for analyzing the gap between the target and anticipated results, by
assessing the extent of the task and the ways, in which gap might be bridged. It involves making a
comparison of the present performance level of the entity or business unit with that of standard
established previously.
Here are some details:

A method used to explain performance.

Good to compare present situations with expected ones

Used to discover strengths and weaknesses

Can help in creating better processes

Shows all activities to the stakeholders

Steps

· Identify the area to be analyzed and identify the goals to be accomplished.

· Establish the ideal future state. If everything worked according to plan, where would you be?

· Analyze the current state. What causes contributed to the targets being missed?

· Compare the current state with the ideal state. How far from the target was actual production?

· Describe the gap and quantify the difference.

· Summarize the recommendations and create plan to bridge the gaps. Decide what needs to be
changed and determine what steps need to be taken to fix things.

Training Needs Analysis (TNA)

Definition: Training Needs Analysis (TNA) is the process in which the company identifies training and
development needs of its employees so that they can do their job effectively. It involves a complete
analysis of training needs required at various levels of the organisation.

Description: Technology is changing at a very fast pace and so are the training and development needs
of employees. It helps in grooming employees for the next level. It helps the manager to identify key
development areas of his/her employees. With proper training and development, the productivity
increases manifold.

Various companies have in-house experts who can train employees on various aspects of the business.
Normally, a calendar is worked out in advance in which various sessions are listed out and which
employees can pick their business requirement to enhance personal development needs.
At times companies also send employees for various training programs outside the organisation to train
in technical know-how or a course which would be relevant to their job profile. TNA is usually part of the
appraisal process and at the end of the year an employee has to complete all the training and
development needs identified by the manager.

Training and development, which was at some point in time was not given much weightage, is now a
crucial part for any company to meet its broad goals and objectives. There are many aspects when
managers are identifying training needs of their team members.

Firstly, the managers need to identify what skill set is required to complete the job or the process.
Second, is to assess existing skill levels of the team members, and lastly, determine the training gap.

Training gap is defined as the difference between the skills required to complete the job and existing skill
set of any particular team member.

There are 3 key steps involved in training needs analysis to ensure your business is making the most of
the process:

Decide On Skill Sets

The first stage is to decide on the skill sets that you require all your team members to have in order to do
their jobs properly. This means looking at every job role within your business separately and considering
things like the different departments or levels of seniority which will affect this as well.

Evaluate The Skills Of Staff

The second stage is to look at all your team members and evaluate their current skill levels in relation to
the skills you have laid out in the first stage of this process. This will allow you to see who is meeting your
expectations, and who needs to complete further training in order to meet the expected skill level.

Highlight The Skills Gap

Now that you know where you want your team to be and the level they are currently at, you will easily
be able to see the gap (if any) that has appeared between the two. Now you know what the gap is, you
need to use training to help close that gap and ensure your team is at the level you expect them to be.

Internal Recruitment
Internal recruitment is the process of filling up open positions within the organization from its current
workforce.

Transfers
Part-time to a full-time position

Advantages of Internal Recruitment

Reduced Time to Hire

With internal recruiting, you save all the time you otherwise spend on identifying, attracting and
engaging candidates. You have instant access to your candidates and their track records, they are already
a culture fit and also pre-screened for the position, and the department is already acquainted with the
candidate!

Shortens the Induction Process

Every new hire takes some time to get acquainted with new people and processes but an internal hire is
already familiar with the company’s policies, practices and people. All they need to know about is their
new role and its responsibilities.

Cost-effective

Internal recruitment is cost-effective because unlike external recruitment it does not involve job
postings, resume screening, filtering relevant resumes, communicating with shortlisted candidates, and
conducting interviews. You simply need to narrow down on the most suitable candidates and hire the
right fit to fill the open role.

Improved Employee Morale

Internal promotions send out a message that that you value your staff and are willing to invest in their
career growth. Giving your current employees more opportunities for career advancement by changing
their roles will work to boost their morale and motive them to do better in their new roles.

Disadvantages of Internal Recruitment

May Stagnate the Company‘s Culture

While internal recruitment does save a lot of your time, energy and resources, it is not without
drawbacks. It can rust the company’s culture because when employees get too comfortable with the
processes and procedures, they are unable to spot operational inefficiencies and struggle to innovate.

Increased Training Costs

Just because a current employee seems like a perfect fit for a new role and has all the desired qualities,
does not mean he/she won’t need training. With external recruitment, you get a candidate with all the
required skills, experience and attributes that allow him to be productive immediately. But, an in-house
recruit is not likely to take on all the responsibilities and perform a role efficiently from day 1.

Limited Choices
Your organization may be having several qualified employees for certain positions, but they may not be a
perfect match for an open position. For instance, if a recently created role is fairly innovative and new for
your business, then your current employees may not be able to fulfil the responsibilities of this role. For
this role, you would need someone with new ideas and skills.

May Lead to Workplace Hostility

Employees who have been considered for a promotion for a certain role could feel resentful if an
external candidate or their own colleague is hired for that role eventually. Also, managers are reluctant
to give away their star performers as losing them would impact the entire team’s performance. In fact,
certain managers would also go the extent of hindering the process of transfer or promotion and this can
lead to hostility at work.

External Recruitment
External recruitment is the process of filling open roles of the company with applicants, outside the
current employee pool.

Advertising

Recruiters

Employment agencies

Online recruiting

Advantages of External Recruitment

Increased Conversion Rate

External recruitment attracts a variety of candidates with different capabilities and skill sets, thereby
increasing your chances of landing maximum suitable candidates.

Better Quality Candidates

A creative external recruitment campaign enables the recruiter to tap top choice candidates. When
automated with an applicant tracking system, the external recruitment process expands your reach,
attracts the right candidates, keeps them engaged and makes it much easier to bring them onboard.

Attracts New Skills and Inputs

External recruitment greatly increases the possibility of identifying and attracting fresh talent. This talent
comes onboard with new skills and business ideas that have the ability to take your business to the next
level.
Brings New Business Insights and Ideas to the Table

External recruitment attracts a variety of applications from candidates with varying work experiences.
This gives you easy access to candidates who’ve gained knowledge from working for different
companies. Hiring these candidates would mean gaining insights into new and innovative business
practices and knowing other aspects of your competitor’s businesses.

Disadvantages of External Recruitment

Higher Risk

The external recruitment process can attract candidates who are not relevant or worthy of the open
position. Since maximum candidates are total strangers to the recruiter, the risk of brining a misfit
onboard cannot be ruled out completely.

Greater Cost

The external recruitment process involves posting jobs on different platforms, coming up with
compelling JDs, communicating with candidates, screening resumes, conducting interviews and coming
up with an irresistible offer. All of these aspects of the recruitment process are time-consuming, tedious,
complicated, and costly.

Time Consuming

The biggest downside of an external recruitment drive is the time taken to fill open positions. Recruiters
receive hundreds of resumes for every open position and screening them takes up a lot of time.
However, using an applicant tracking system can take this entire screening time from hours to minutes
and narrow down your talent tool to include only qualified candidates in a jiffy.

Possibility of Maladjustment

It is possible that your new hires may not be able to adapt to their new working environment and break
the ice with their new team members. When recruiters fail to hire a culture fit, new hires often leave the
job and need to be replaced, requiring recruiters to hunt for new candidates.