HR Planning and Recruitment Process in LF Beauty: A Management Report

This report delves into the management of recruitment processes, focusing on Human Resource Planning (HRP) and its relevance within LF Beauty, a company facing staffing challenges due to Brexit. It explains the role of HRP in forecasting HR requirements and aligning them with organizational goals, covering aspects like demand forecasting, supply analysis, and strategic implementation. The report further assesses the impact of legal requirements, including EU law and UK employment acts like the Equality Act and Data Protection Act, on HR planning. Additionally, it examines how organizational policies and procedures affect recruitment, particularly in the context of Brexit-related staffing shortages at LF Beauty. The document also touches upon the recruitment process, succession plans, and relevant documentation, emphasizing the importance of adhering to legal and organizational requirements throughout the recruitment lifecycle. The report is contributed by a student and available on Desklib, a platform that provides AI-based study tools and resources for students.

Managing
recruitment
1

TABLE OF CONTENTS
INTRODUCTION.......................................................................................................................................3
1.1 Explain the role and relevance of human resource planning in own organization..............................3
1.2 Access the impact of legal requirements on human resource planning in the organization................6
1.3 Access the impact organizational policies and procedures on human resource planning in the
organization.............................................................................................................................................7
2.1 Describe the recruitment process in own organization from the identification of the vacancy
through to the appointment of the successful candidate...........................................................................7
2.2 Justify a need for recruitment in own area of responsibility............................................................10
Deciding of the salary for the vacancy in LF Beauty.............................................................................10
Succession plans....................................................................................................................................11
Documents that are used in the process of location and recruitment......................................................11
2.3 Implement the recruitment process in own area of responsibility, ensuring all procedures are
followed and necessary records are kept in line with legal and organizational requirements................12
CONCLUSION.........................................................................................................................................13
REFERENCES..........................................................................................................................................14
2

INTRODUCTION
To managing the recruitment process is the core function of human resource manager.
This is the term which includes various kind of function such are as attracting, short-listing,
selecting and appointing suitable candidates for job. The human resource manager of the firm
need to take this step carefully after identification of vacancies in the firm. The Human resource
management deal with the various kind of function such are as organisation development,
performance, wellness of employees, benefits and employee motivation etc. Moreover, the main
purpose of managing recruitment expertise way is to understand the need of organisation. The
present report is focusing over filling of vacancies in the company called LF Beauty. There is
vacancy of the post which relates to Temporary Shift Supervisor. In order to full fill operational
process we are taking initiatives in order to select those candidates who are having bit knowledge
of managing people (experienced line coordinator). With the help of recruitment management,
we are able to select the one suitable candidate who will contribute maximum to the
organisation.
1.1 Explain the role and relevance of human resource planning in own organization
Human Resource Planning (HRP) is a process of forecasting future human resource
requirements of the organization and determining as to how the existing human resource capacity
of the organization can be utilized to fulfil these requirements. It, thus, focuses on the basic
economic concept of demand and supply in context of the human resource capacity of the
organization.
It is the HRP process which helps the management of the organization in meeting the future
demand of human resource in the organization with the supply of the appropriate people in
appropriate numbers at the appropriate time and place. Further, it is only after proper analysis of
the HR requirements, the process of recruitment and selection can be initiated by the
management. Also, HRP is essential to achieve the strategies and objectives of organization. In
fact, with the element of strategies and long term objectives of the organization being widely
associated with human resource planning these days, HR Planning has now been redefined as
strategic HR Planning.
Though, HR Planning may sound as a simple process of managing the numbers in terms
of human resource requirement of the organization, yet, the actual activity may involve the HR
3

manager to face many roadblocks owing to the effect of the current workforce in the
organization, pressure to meet the business objectives and prevailing workforce market
condition. HR Planning, thus, help the organization in following ways:
 HR managers are in a stage of anticipating the workforce requirements rather than getting
surprised by the change of events,
 Prevent the business from falling into the trap of shifting workforce market, a common
concern among all industries and sectors,
 Work proactively as the expansion in the workforce market is not always in conjunction
with the workforce requirement of the organization in terms of professional experience,
talent needs, skills, etc.
 Organizations in growth phase may face the challenge of meeting the need for critical set
of skills, competencies and talent to meet their strategic objectives so they can stand well-
prepared to meet the HR needs
 Considering the organizational goals, the HR Planning allows for identification, selection
and development of required talent or competency within the organization.
It is, therefore, suitable on the part of the organization to opt for HR Planning to prevent
any unnecessary hurdles in its workforce needs. An HR Consulting Firm can provide the
organization with a comprehensive HR assessment and planning to meet its future requirements
in the most cost-effective and timely manner. An HR Planning process simply involves the
following four broad steps:
 Current HR Supply: Assessment of the current human resource availability in the
organization is the foremost step in HR Planning. It includes a comprehensive study of
the human resource strength of the organization in terms of numbers, skills, talents,
competencies, qualifications, experience, age, tenures, performance ratings, designations,
grades, compensations, benefits, etc. At this stage, the consultants may conduct extensive
interviews with the managers to understand the critical HR issues they face and
workforce capabilities they consider basic or crucial for various business processes.
 Future HR Demand: Analysis of the future workforce requirements of the business is
the second step in HR Planning. All the known HR variables like attrition, lay-offs,
foreseeable vacancies, retirements, promotions, pre-set transfers, etc. are taken into
consideration while determining future HR demand. Further, certain unknown workforce
4

variables like competitive factors, resignations, abrupt transfers or dismissals are also
included in the scope of analysis.
 Demand Forecast: Next step is to match the current supply with the future demand of
HR, and create a demand forecast. Here, it is also essential to understand the business
strategy and objectives in the long run so that the workforce demand forecast is such that
it is aligned to the organizational goals.
 HR Sourcing Strategy and Implementation: After reviewing the gaps in the HR supply
and demand, the HR Consulting Firm develops plans to meet these gaps as per the
demand forecast created by them. This may include conducting communication programs
with employees, relocation, talent acquisition, recruitment and outsourcing, talent
management, training and coaching, and revision of policies. The plans are, then,
implemented taking into confidence the mangers so as to make the process of execution
smooth and efficient. Here, it is important to note that all the regulatory and legal
compliances are being followed by the consultants to prevent any untoward situation
coming from the employees.
This is the process which is helpful in relation to have proper identification on current as
well as future need of human resource in order to attend the goals. The Senior Managers need to
address both the tactical as well as strategic needs. They need to take effective steps in relation to
hire the talented staff, various benefits and to understand the overall policies which will be
helpful in order to conduct the activities of business in effective and efficient manner. In this
manner the human resource manager works as to deal with the many kinds of issues such as
compensation, performance development, organisation development and various other thing
which will be helpful in successful human resource planning activities. With the help of effective
planning they are able to select the one suitable candidate in the business to carry effectively the
organisational function. Therefore, the planning is need in order to carry out business function by
hiring the right candidate for the right place. This can be done in the following manner in:
 Designing the management system- The term human resource planning means to ensure
that hiring activities need to be done effectively. The main aim for human recourse
manager is to analyse some organisational activities so that all things can be done in
effective and efficient manner. This system works as to cover the overall plan, policies
and best practices to make human recourse planning effective.
5

 Environment analysis- In this stage it is responsibility of the human resource manager
to understand both internal as well as external environment. In the external environment
the various kind of data is needed to be included such as technology, competition,
unemployment rate, etc. There are various kinds of internal changes such are as out
sourcing the various kinds of short and long term organisational plan and strategies
(Chang and Chin 2018). Understanding of both above indicated environments will allow
for human resource manager to effectively perform his role.
 Forecasting Human Resource demand- The human resource Manager of LF Beauty
need to determine the type and number of employees needed in order to carry out the
business processes in a systematic manner. In the above context it can be said that the
bottom up forecasting is a good method that helps to estimate needs in context of
“human” by gathering all the required information.
 Analysing supply- here it can be said that LF Beauty is analyse the employees’ resource
both internally as well as externally. Due to the Brexit, there is an issue with hiring
employees outside of the UK. In this way they need to employ only those employees who
will be helpful in relation to deal with the activities so that they can do each activity in
effective and efficient manner. With the help of better analysis of internal as well external
activities they are able to select the suitable candidates.
 Reconciliation and planning- This is the last step of human resource planning and it can
be done with the help of bringing development in the action plans on the basis of
gathered, analysed and available alternatives. There are various kinds of activities
included in it such as employee utilisation plan, appraisal plan, human resource supply
plan and training and management development plans. With the help of this kind of
activities there can be an effective management of all the things.
1.2 Access the impact of legal requirements on human resource planning in the organization
EU Law - the EU law is common for each member states of European Union.
Organizations must consider them in their recruitment and when reaching to international
markets regulated by EU law. There are some laws which are originating from EU such as
Employment act, Trade union act and rules for import and export (Khalid and Tariq, 2015). The
human resource personal plays the major role in LF beauty, they direct other individual of the
6

firm in relation to follow all the legal requirements so that business enterprise can carry its
activities in the well effective and professional mode. With the help of better human resources
individuals the working of the enterprise can be in smooth manner. The law and legislation is
need to be followed so that firm can able to achieve its desire objectives.
Employees in any business should be protected from discrimination and harassment
activities. Below are some legislation acts related to the employment, which are:
 Equality Act 1970 – ensures employees security and safety from harassment and
discrimination activities at work. It can be said that equality should be in sex, gender, age
and religion etc. (Slocum, Lei and Buller, 2014).
 Data Protection Act 1998 - helps employees by ensuring their security and safety of
their personal and private information. Organizations are responsible to secure all the
information and data provided by the candidate's as well as access to stored data and
request to delete data stored by organizations.
 The Sex Discrimination Act 1975/97 – this act protects employees from the
discrimination activities towards them based on their sexuality or gender. This will help
employees to protect against any discrimination activity within the organization under the
Equality Act 2010 effectively.
1.3 Access the impact organizational policies and procedures on human resource planning in the
organization.
Due to Brexit companies such as LF Beauty are struggling to get the required number of
staff. LF Beauty operations are based on agency staff as every week it needs different number of
people. Due to Brexit, agencies are struggling to supply LF Beauty with required number of
people. At this moment they offer their staff “split shift” which means that people work one 8
hours shift and staying 4 hours on another shift in form of overtime. They are working 12 hours.
Currently less number of people are coming to UK from abroad, which affects agencies as well
as LF Beauty. In terms of the recruitment process, Brexit have definitely negatively impact
staffing industry.
The policies and procedures in the organisation is need to be made in order to get complied with
the working of enterprise in effectively mode. With the help of policies and procedure the human
resources individuals can direct their working to achieve the higher amount of profitability. The
human resource planners are the main individual who prepare policies and procedure of the firm.
7

They work as to direct the other individuals of the firm so that profitability scale of Lf beauty can
be enhanced.
2.1 Describe the recruitment process in own organization from the identification of the vacancy
through to the appointment of the successful candidate
Vacancy is identified, either through individual vacating a role, either because the leave
the business or because they are internally promoted, which we aim to do wherever possible. In
2017 over half of the vacancies we had were filled internally. There being an increase in work or
we are reorganising work and new position identified (this is where HR planning comes in). Hr
come in before that as Vice President – HR (UK) will be involved the initial planning, for
instance when we closed the Camberley office and relocated the work to Trowbridge. Vice
President – HR (UK) was involved in the decision to close the site, then closed the site, then
established what new jobs we had here, worked through relocation with a number of Camberley
people and recruited where we could not relocate people. A good HR department will be actively
involved with recruitment before a request to recruit arrives in the department.
Recruitment is process of finding or hiring the best suitable candidate. It is needed to in
order to find and hire the best qualified employee. In this manner the Vice President of LF
Beauty needs to utilise this process effectively, so the business can have skilled staff that will
contribute to it and lead towards the path of success. At that point the organization receives
various application forms in order to hire the one suitable candidate. Here the selection process is
need to pick application forms of suitable candidates. In this way the process of organization can
be taken in effective and efficient way.
There are two kinds of recruitment method, such as:
Internal recruitment (appendix 1)- relays on identifying the suitable candidate within
the organisation. This is one of the more effective methods because this is not a lengthy process
as the candidate can be selected from within the existing workforce. This is very helpful in terms
of hiring employees, as the business processes have minimum disruption if any at all.
External recruitment - here the business needs to look to fill the vacancy with suitable
external candidates. This is a length and time consuming process where candidates are selected
on the basis of their capabilities and experience. Businesses are looking for candidates externally
when they are unable to fill it internally or when they are looking for a “fresh blood”. Currently
in context of “Brexit” it is difficult to find suitable candidate as the demand is higher than level
8

of supply. All organisations plan recruitment using both internal and external recruitment to take
full advantage of the process.
INTERNAL SOURCES OF RECRUITMENT
Transfer (Appendix 2): Employees in the organization are sometimes transferred temporarily to
another department, but their original contract details like position, salary and responsibilities
remain unchanged.
Promotions: Promotion refers to internal process where vacancies are filled by skilled
employees from within the firm by moving them through ranks to the next level. Promotions
increase employee’s salary, work benefits but as well responsibilities. They also provide status
and position leading to a higher commitment and motivation within workforce. In LF Beauty
there are 3 different levels of Line Coordinator position. Line coordinators are responsible for
overseeing production lines and manufacturing process going through them. They are as well
responsible for managing employees working on those lines. There are following grades as:
 Line Coordinator Grade 3 – The lowest salary and performance expectation. It is a junior,
entry position.
 Line Coordinator Grade 2 – more experienced and higher expectations in terms of
performance.
 Line Coordinator Grade 1 – senior position with highest salary and performance
expectations.
All line Coordinators have appraisals every 3 months and based on the performance they are
upgraded, downgraded or maintains their current position.
Demotions: Demotion is also a recruitment process. Where there are gaps in junior positions
they can be filled with demoted employees due to their underperformance at work effectively.
Managers in the organization identify employees who are not capable of doing assigned work.
Employees within the organization (application forms – appendix 3): Employees in the
organization communicate the vacancies to their family and friends in order to refer suitable and
appropriate candidates for the organization.
ADVANTAGE
 When the existed employees are given a chance to get the higher positions of the
organization then the employee loyalty increases towards the organization,
9

 It highly motivates the employees and helps in maximizing the job satisfaction (Maillet,
2017).
DISADVANTAGE
 Internal sources of recruitment reduce the scope of finding skilled and more efficient
people (not for all positions in organization, I would say management level),
 The introduction of new methods and strategies may not always possible with this
approach.
EXTERNAL SOURCES OF RECRUITMENT
Advertisement - is a method of recruitment where the organization is advertising for their
vacancies to attract the best skilled and knowledgeable candidates.
Social media – are also used as a medium for recruitment and where the firm is providing
information about available vacancies. This helps to attract people to attend the interview
process.
Business websites - it can be said that human resource needs are increasing day by day.
Businesses are able to make their own websites from through which candidates can easily
contact the organization regarding available vacancies.
Job portals - technology used in the job portals is important and crucial for any organization in
order to find the best candidates for a business in terms of skills, knowledge and experience.
2.2 Justify a need for recruitment in own area of responsibility
In the organisations like LF Beauty, process of recruitment is crucial. It is important to
analyse whether the strategies and methods which are being used in recruitment process are
suitable for the organisation or they need to initiate changes. Recruitment and selection process
in LF Beauty provides high quality opportunities to candidates and helps in developing their
technical and internal skills.
Deciding of the salary for the vacancy in LF Beauty
The salary for any vacancy has to be agreed and signed off, using our sign off process
that consists of three stages. If it is a new position, a justification for the new resource would
need to be made and agreed within the budget.
GA, President of LF Beauty (UK), HLW, Senior Vice President HR LF Beauty Hub, GR,
President LF Beauty Global, will need to sign off the salary for vacancy.
10

The request will go to President of LF Beauty (UK), if he rejects it, it comes back to HR
department, if he approves it, it goes to Senior Vice President HR LF Beauty Hub and if she
approves it goes to President LF Beauty Global. Our online recruitment system is called ICIMS
(appendix 4 and appendix 5). The department manager would discuss with HR/President of LF
Beauty (UK) and put together a business case for the new role. This would include information
about why the new resource was needed, the justification in terms of increased workload or new
orders, how the resource would be funded if not budgeted. This might be from not filling another
post or where posts have been empty for a while so budget has accrued, the salary wanted and
the skills needed. Once this has been agreed between HR, Department Manager and President of
LF Beauty (UK), the request would be posted on ICIMS, this is an on-line system where
approvers get an email asking them to approve/decline the request. The request is mailed to their
mobile phones so it is easy to use. We can track who has the request and when it was approved.
Once approved by President of LF Beauty (UK) we get an email back saying recruitment has
been approved and we notify the manager. For Grade 8 employees (factory/warehouse
operatives) we do not need the above sign off provided we stay below 520 permanent employees.
This is because they are costed direct to product. For Grade 8’s Senior Vice President of LF
Beauty, President of LF Beauty (UK) and Vice President – HR (UK) would discuss and agree.
Succession plans
In order to aid development in the company and to help retain employee’s succession
plans are being made in LF Beauty. For all the Senior Managers the succession plan is there. In
LF Beauty the succession planning is being done in order to recognize and develop new leaders
who can replace the old leaders when they leave, retire or die. The risk that is associated with a
loss of experienced leadership is reduced with the help of effective succession plan. The annual
reviews are being done to develop talent. In order to fill the gaps in the knowledge of the
candidate the local and global talent reviews are also being hold by the company (Furtado,
2016). As part of HR planning, succession plans should be in place, to aid development within
the Company and to help retain employees. We have succession plans for all Senior Managers
and above. We hold annual reviews to help identify developing talent, there are development
plans in the Performance Review system. We also hold local and global talent reviews where we
assess those with potential and create action plans to fill gaps in their knowledge. I am going
11

through this in developing from a Supervisor to a Senior Manager. The coaching with HR and
this course are part of my development plan.
Documents that are used in the process of location and recruitment
After defining the roles and responsibilities the candidate is allowed to talk. The various
questions will be asked to the candidate by LF Beauty regarding the post that they have applied
for.
 Direct questions- such as why they have applied for this post will help to get the actual
information from the candidate.
 Open-ended question – here experience of the candidate will be asked regarding their
previous job or work this will help them to know about their experience, knowledge
(Chandor, 2017).
 Behavioural questions - will help to find out the strengths of the employees in difficult
situation. For an instance the candidate will be put in to a difficult situation and on the
basis of his response the candidate will be evaluated.
Once interviews have taken place and a job offer is made, HR produce a contract and
send out an offer pack. New starters must prove right to work in the country before the individual
can start. There is also an on boarding process for non-grade 8’s, which is part of ICIMS and
requires the recruit to read and understand policies before starting with us.
2.3 Implement the recruitment process in own area of responsibility, ensuring all procedures are
followed and necessary records are kept in line with legal and organizational requirements
Recruitment Planning - The first step involved in the recruitment process generated by LF
Beauty is, planning. Constructing plans and policies is the most crucial aspect before
implementing any kind of activity in the organization. It provides guidelines and methods to
initiate the process. In LF Beauty, the organization lay emphasis on providing jobs and
employment outside the UK due to Brexit. The recruitment planning is the process of identifying
job specifications for the eligible individuals as per their skills, capabilities, qualifications and
mental and physical abilities of the individuals (Basak and Khanna, 2017).
Strategic development - Once the organizational heads of LF Beauty identify how many
candidates are required and their related qualifications, the next step for the organization is to
identify the suitable strategies to recruit the candidates. Development of strategies includes what
methods of recruitment to be used, geographical area from where they want to hire candidates,
12