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Hooriyeh Ali

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ASSIGNMENT # 2
An in-basket exercise is a tool used to test and measure a candidates competencies and
managing abilities. Its usually either used for selection purposes, or to assess if staff is
capable for managerial positions. This exercise is extremely helpful in terms of hiring the
right person, as it matches the skills of candidates to the job description. Each in-basket
exercise is specifically tailored to each job, and can be used for any position, whether highlevel or low-ranking. However, the basic idea of an in-basket exercise entails managing of
tasks and prioritizing them according to their degree of importance. A candidate is given a
series of problems/issues that have accumulated in the managers in-basket during the
time the manager is gone. Such issues or items can be e-mails, memos, correspondence,
directives, reports, requests, forms, messages, minutes-of-the-meeting, etc. These can be
from clients, management, supervisors, staff members, and a host of other people. The
candidates job then, is to review these items, and then deal with them according to which
piece of item is most important and needs to be looked at immediately. The candidate must
take action on these issues, and use action forms to record responses, notes and
comments. The actions are then assessed and rated according to job related competencies,
which is done through a formal question/answer session conducted by a group of trained
raters.

Example of In-Basket Exercise:


JOB DESCRIPTION
Job Title: Personnel Recruiter
Department: Human Resources
Salary Range: Average of $3700 per month (Approx. PKR Rs. 370,000)
Position Summary: The recruiters main job is to achieve staffing objectives by sourcing,
interviewing, screening, recruiting and evaluating candidates to fill in job positions at the
workplace. He/she are also responsible for advertising any job openings at the workplace,
advising managers, managing intern programs and relocations, etc.
Duties:

Develop job descriptions.


Perform background checks on applicants and identify potential fakers.
Interview applicants and take part in final selection of applicants.
Meet up with hiring managers and decide on job duties.
Advertise for and attract job applicants using various means.
Build applicants sources by being in contacts and recruiting from colleges,
employment agencies, online sites, etc.
Read through job applications.
Create portfolio of possible candidates to be given to hiring manager.
Arrange meeting between hiring manager and applicant.
Brief applicants about the job specifications and their interview details.
Check references.
Compose offer letters.
Negotiate salary and benefits with hired employee.
Inform applicants of companys decision (both chosen and not chosen).
Forecast budgets for recruiting expenses.
Determining applicant requirements by studying job descriptions and
specifications.
Managing relocation and travel/lodging of new employees.

Skills/Competencies:

Interviewing skills.
Tact while dealing with people/People skills.
Phone skills.
Management skills.
Ability to meet deadlines.
Professionalism.

In-Basket/In-Tray Exercise
This is a 30 minute exercise, which will be given to candidates to assess their managing
skills and test their knowledge of setting priorities and delegating and performing work
according to its degree of importance, under pressure. The candidate will be given a
number of in-basket items, such as memos, letters, reports, job descriptions, etc, and will
have to prioritise them and make an action plan for the given scenario, while taking the
items in accordance.

Items:

Email From supervisor regarding emailing her the list of finalized applicants
to be interviewed in the day.
Job Description Has to be drafted so that potential candidates can be
matched with it during and after interview.
Memo By CEO of company, calling a meeting which all employees have to
attend.
Phone Calls From potential applicants calling with queries, employment
agencies, clients of the company who are in contact with you, and colleges
where the companys recruitment program is initiated.
Report Have to draft report about the recruitment process last year,
number of applicants, number of people recruited, the turnover from them,
etc. To be submitted to supervisor.

Scenario # 1:
You are a personnel recruiter at Geo News. There are three vacant positions (Newscaster,
Accountant, HR Manager) which you are participating in taking interviews for in the day,
and for which 276 candidates have applied. When you arrive at work after the holiday,
there are emails to be checked, phone calls to be answered and a report to be drafted.
The interviews are about to start in 3 and a 1/2 hours, and you have to put the finishing
touches to the job descriptions you have drafted for the vacant positions. The CEO also
issues a memo for an important meeting to be held in an hour. How will you go about
your work? What will your priorities be regarding your work and why? How will you
manage? Draft an action plan, and state reasons for your prioritizations. All work has to
be done; none of the above tasks can be skipped.

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