In the case of ABC Inc. and their new campus recruiter, Carl Robbins, it’s very clear that ABC Inc. needs to improve their current hiring process and training orientation procedures. He was not given the proper tools to help guarantee a smooth and successful first recruitment effort. The follow up by his supervisor, Monica Carrols, was inadequate or did not take place at all. If Ms. Carrols had been checking on Carl’s progress on a consistent basis then the hiring debacle could have been avoided in the first place. The person tasked with maintaining the training room schedule is also very ill equipped to do their job. When Carl learns that the training room is double-booked for the month of June, it is apparent that there is no organization to the booking process or any redundant measures in place to catch a mistake of this kind. Although his company has failed him, the burden of personal responsibility still falls directly on Carl when it comes to his job and executing the tasks that are handed to him from his superiors. In this specific case, he failed to complete any of the tasks Ms. Carrols expected of him.
The Proper Tools
When it comes to the coordination process of the new hires, he did not have the proper tools to organize the effort. The proper tools in this situation would at minimum include a task list and a shared calendar of events showing a timeline to all employees involved in the recruitment of new hires. The daily task list should have been something created by his management team, and would’ve included each task that needed to be completed on a daily basis. This would have ensured that any employee, even after Carl earns a promotion or moves on from the company, performs the job consistently. The applications should have had a due date and appeared on the daily task list for that day. When the recruiter saw that one of the tasks for that day was the application deadline, then he should have been prompted to check the files and ensure the task had been completed.
Having a timeline available, in the form of a shared online calendar, to all employees in the recruitment department is imperative. Each person’s task should have been a different color so that anyone viewing the calendar may be able to easily see where everyone was in their progress. When a task was not completed, it would have shown on the calendar and steps could have been taken to rectify each situation. If, after proper training, a recruiter failed to consistently complete his or her daily tasks, then immediate termination of employment should have taken place. Utilizing a shared calendar can also lead to improved process flows, since timelines can be monitored and altered accordingly.
The Follow Up
When a supervisor assigns not just one, but many tasks to a subordinate; is it normally expected that the supervisor will follow up on the subordinates progress. In the recruitment department at ABC Inc., this was not the case. The Operations Supervisor, Ms. Carrols, also needed a daily task list and a shared calendar to stay focused. She gave numerous very important tasks to Carl, such as completing the training schedule, orientation, manuals, policy booklets, physicals, sending new hires to the clinic for their mandatory drug tests, and others. Yet, not once did she follow up or monitor the progress of her subordinate to ensure success. If she had, the revelation regarding the sorry state of the hiring process would not have been such a shocker to Carl. Her failure to do her job well did not help Carl, in fact it may have hurt his job performance.
The scheduling log showed that the training room had been booked by both Carl from recruiting and also by Joe, from technology services who was already setting up computer equipment. The first question that begs an answer is how on earth an employee could have added a person and their specific department to the log when one already exists for the entire month of June. The scheduling log must not have been posted on a place where all employees could have seen it easily or else someone probably would have noticed the over booking sooner. Again, a shared calendar would seem to be the best solution to this problem.
The first thing that needs to be done is to ascertain whether or not the training room can be shared either by splitting it into two sections or alternating each week of use for the month. If a compromise on the use of the training room cannot be met, then an attempt to determine which employee reserved the training room first is necessary. If there is no date listed by which the reservations were made, and no way to derive whom was first to reserve, upper management should decide which employee receives the use of the training room based on priority. This should be added to the scheduling log moving forward, so that the date of every reservation is documented and future scheduling conflicts can be resolved quickly.
Despite his company failing him by not providing adequate tools and training to do his job well, the job of taking personal responsibility is failed solely by Carl himself. He fails in the areas of time management, goal setting, and maintaining self discipline. Haskins (2009), “Personal responsibility is the willingness to both accept the importance of standards that society establishes for individual behavior and to make strenuous personal efforts to live by those standards” (para. 1). This is very important because your actions impact those around you, not just yourself. Look at the supervisor in this case who does not follow up with Carl; her actions had a negative impact on her fellow employee. Managing his time wisely would have gone a long way toward achieving success when attempting to pull off his first recruitment effort. This includes following the timeline on the shared calendar.
Since he was not tracking the events on a daily basis, time must have really slipped by for him. Before he realizes how much time is left to complete the promised tasks, it is far too late to avoid failure. Setting goals along with the timeline is crucial when taking personal responsibility for his success in the recruitment process. Having smaller goals, basically tasks, that lead up to the completion of larger goals is the ticket. Had he done this while managing his time wisely, the events which transpired in the hiring orientation at ABC Inc. would have turned out far different. Maintaining the discipline to stick to a consistent routine of checking daily tasks and completing them in a timely manner is vital. Without the consistency of the way business is conducted at his company, it will be far more difficult for Carl to maintain a desired level of professionalism while at work. Recommendations
The overriding theme here is the lack of organization and communication among all levels of employees at ABC Inc. The solution is a robust resource consisting of a shared calendar capable of easily creating and sharing daily tasks on a granular level. With this solution comes enhanced interaction among the many employees, including a more efficient tool for management to better see the state of production in real time. Management would have the means to clearly know, without a doubt, whether or not an employee has been reluctant in his or her daily responsibilities. With the proper tools and personal responsibility exercised by every employee, the problems facing Carl such as the scheduling problem and non-existent follow up by management could have been avoided.
Haskins, R. (2009). Brookings. Retrieved from http://www.brookings.edu/research/articles/2009/07/09-responsibility-haskins
University of Phoenix. (2012). SUPPLEMENT: Case Study for Student Analysis. Retrieved from University of Phoenix, COMM215 – Essentials of College Writing Website.