Kampala International University

School of Engineering and Applied Sciences

BSTC 3.2, BSCE 3.2, BSEE 3.2 and BSME 3.2 (BSc. in Telecommunications
Engineering, Civil Engineering, and Mechanical Engineering)

Example Cover Memorandum for Assignments Memorandum

Management of Organization
CIV3216

Memo

To: Dr. Ismail Bakheit Eldouma

From: CHEROP EMMANUEL, 2022-01-09315, NASARSIRA ROGERS,
2022-01-07787, WEDERE EDGAR TREVOR,2022-01-09558
Department: Civil Engineering
Program: BACHELOR OF CIVIL ENGINEERING
Date: 2024-10-22
Subject: MANPOWER PLANNING, SELECTION AND RECRUITMENT
(Management of Organization)

MANPOWER PLANNING, RECRUITMENT AND SELECTION OF MANPOWER

Manpower Planning is the process by which management determines how the
planning is directly linked to the strategic business plans of an Organization. The
manpower position to carry out integrated plan of the Organization. Future manpower
Organization should move from its current manpower position to its desired
estimation on manpower and budgets are governed by customers’ demands.
Objectives of manpower planning
 Manpower planning determines the future needs of manpower to meet the

objectives of the Organizations.

 It enables the organization to meet the needs of programmed expansions,

diversification and growth of the Organization.

 It aims at assessing the surplus or shortage of manpower and develops

strategies to deal with them effectively.

 Manpower planning enables to foresee the employee turnover and guides in the

development of retention strategies.

 It minimizes the dangers caused by the non-availability of required manpower.

 Manpower planning makes it possible to use the existing human resources more
efficiently and productively.

 It provides a framework to cope with the changes. A good plan enables the

promotion policy in the Organization.

 It provides a basis for planning the human resource training and development

changing market conditions and human resource changes programs in the future.
Organization to make available the quality manpower even in the time of
resource cost in the end.
 Manpower planning provides a guidance to design and execute an appropriate promotion
policy in an organization.

Types of manpower planning

Manpower planning is a complicated process that has several levels of management. For
organizational human resource management, there are majorly two types of manpower planning.
1. Manpower planning at an organizational level
For the overall development of an organization, manpower planning can be done at an
organizational level to create more opportunities for employment while utilizing available human
resources most efficiently. An ample example of manpower planning at the macro level is when
a company goes through a dramatic transformation that requires large-scale training of workers.
For instance, Corning grew from a glass manufacturer to the biggest supplier of Gorilla glass
today. Its success is based on excellent manpower planning. Banner CTA for manpower
productivity blog
2. Manpower planning at micro-level
A more practical approach to manpower planning is at the micro level. At this level, managers
take various measures at the business unit’s recruitment, selection, promotion, and expansion
stages to train, compensate, and plan workers. Next is the types of manpower planning based on
the duration.
3. Short-term manpower planning
When manpower planning is done for one year, it is called short-term manpower planning.
Annual plans are beneficial at the company level because short-term gains can be integrated
easily into the company’s positive medium-term or long-term growth.
4. Medium-term manpower planning
Generally, manpower planning that is for a period of 2 to 5 years is considered medium-term.
Training and development of employees is often part of medium-term Manpower planning as it
focuses on imparting skills that will be useful for the company in the next five years.
5. Long-term manpower planning
Any manpower planning scheme that is over ten years is long-term manpower planning. Most
companies utilize long-term manpower planning to forecast the growth of the company and plan
further expansions. As part of long-term manpower planning, essential decisions regarding
investments, acquisitions, and mergers are taken
Factors affecting manpower planning
1. ORGANIZATIONAL STRUCTURE
The basis of organization (e.g. Department, function etc.) plays a key role in assessing the
manpower need of the tasks that are to be done.
2. GROWTH AND PLANNING
The growth of organization can have a considerable influence on HRP as the internal
development of individuals also needs to be contemplated in order to keep up with the growth.
3. BUSINESS LOCATION
Business location is an important factor because the areas with lack of employment opportunities
will attract people more easily than the ones with ample of options.
4. DEMOGRAPHIC CHANGES
Demographic changes refer to alteration in age, population, composition of work force etc.
While, a number of people retire every year, a new batch of graduates with specialization turns
out every year, which can change the structure of the company.
5. ENVIRONMENTAL UNCERTAINTIES
Political, social and economic uncertainties have to be kept in mind while formulating
recruitment, selection, and training and development policies and programs.
6. EXPANSION
Possibility of future expansion needs to be considered for determining the creation of new
positions and the potential of existing workers for adapting to the developments and strategies
for grooming them for the same.

Need for manpower planning

Any company with future growth prospects requires manpower planning to support sustainable
growth and expansion.
Manpower planning is a two-phased process that analyses the current human resources and
makes forecasts related to the manpower that initiates the creation of employment programs.
The need for manpower planning arises from the following requirements of a company:
I. To proactively identify any shortage or surplus in the workforce to take necessary steps
before any serious damage to the company’s financial prospects.

II. Ensure that all recruitment and selection programs are based on manpower planning for
best results.

III. To reduce labor costs from hiring excess staff or overstaffing shift schedules.

IV. Manpower planning can also help identify the available talent, such as skilled laborers
within the workforce, to further chalk out a development plan for such workers.

V. It also supports the growth and diversification of your business, as through manpower
planning, you can best utilize available human resources.

1.Examining organizational objectives and policies: Manpower planning starts

with examining the overall objectives of the organization. In fact, manpower plan should be
integrated into the overall objectives. The number of employees required to perform various
operations will be derived from the objectives of the Organization. Overall objectives of the
Organization have to be understood in order to draw a good manpower plan.
2. Assessing manpower demand: Manpower demand is the number of people required to
handle the present jobs. Forecasting the demand for manpower is the process of estimating the
future quantity and quality of employees required. For instance, in a Retail Organization the
manpower demand is forecasted based on the work to be performed in every Retail Stores.
Obviously, the long-term corporate plans, budgets and annual plans would become basis for
forecasting the demand for labor. This is a common activity in most Organizations. The existing
job design and job. Examining organizational objectives and policies: Manpower planning starts
with examining the overall objectives of the organization. In fact, manpower plan should be
integrated into the overall objectives. The number of employees required to perform various
operations will be derived from the objectives of the Organization. Overall objectives of the
Organization have to be understood in order to draw a good manpower plan.
3. Forecasting supply of manpower: Supply forecast is also known as manpower inventory.
The objective of preparing manpower inventory is to find out the number and quality of
manpower available within the Organization to employee in various jobs identified in the
Organization. Development of supply of manpower data relating to present human resources in
terms of components, number, designations, and department wise should be developed. Here
potential losses in the existing manpower should be considered. The loss of manpower arises out
of voluntary retirements, deaths, retirements, dismissals, layoffs, disablement due to ill health,
accidents and other losses occurring due to poor attitude and low commitment to the
organization. Transfers, promotions and demotions, transfers and conditions of work also effect
supply of manpower.

4. Gap analysis: Gap analysis is the process of identifying the difference in the estimated
number of employees and actual number of employees available in the Organization. This
enables to determine the quantity and quality of manpower needed. This gap reveals the number
of personnel to be recruited to fill the gaps.
5. Designing manpower programs: The next step in manpower planning is designing various
programs relating to manpower. In this regard, changes in the product or services in the
Organization, competition and internal union pressures should be taken into consideration.
Manpower plan details the number of employees required. Based on this, the organization should
make a program of recruitment. Selection program should be designed based on the source of
recruitment and requirement to the job. In a retail stores the shelf sorters have been given
training on billing mechanism and technology of billing, they can be now redeployed by
promoting them as billing assistants. This enables motivation and satisfaction that they are
promoted to next higher-level jobs. Training and development of existing personnel is needed in
order to ensure their productivity and satisfaction. Manpower plan enables to decide number of
trainees, type of training, methods of training, quality of trainers, frequency of training programs
and the needed budget required. Manpower plan should enable to plan a program of retention. In
the globalization scenario, retention has become a major challenge to all Organizations. Retail
sector is no exception to this phenomenon. In Retail Sector employees leave Organization due to
poor compensation, attractive pay packages offered by the competitors, frequent conflicts
analysis provide useful information in this regard. The demand forecasting should consider
several internal and external factors. External factors are political, economic, technological,
legal, ecological, governmental, social, and ethical factors. These factors influence the number
and quality of manpower required.
comprehensive plan of retention of employees.
6. Manpower plan implementation: Implementation is the process of converting plan into
action. Implementation of manpower plan is done with the help of various programs designed. In
the process of implementation, it should be noted that a close coordination is required with the
other section of the human resource management department.
7. Evaluation and feedback: After implementation of various plans and programs, it is
necessary to evaluate the effectiveness of these programs. In the process, evaluation takes into
account the objectives of manpower plan. The extent of attainment of objectives within the given
time is evaluated with the help of certain parameters. Sometimes manpower plans may be drawn
on too conservative manner or otherwise. So a critical feedback is required to see that any lapses
identified do not reoccur in the subsequent plans. This ensured improvement in the manpower
planning during the course of time.
SELECTION
Selection of Manpower, also known as Human Resource Selection, is the process of identifying,
evaluating, and hiring the best candidates for a specific job or organization.
Selection Process Steps:
Criteria development.
The first aspect to selection is planning the interview process, which includes criteria
development. Criteria development means determining which sources of information will be
used and how those sources will be scored during the interview. The criteria should be related
directly to the job analysis and the job specifications This process usually involves discussing
which skills, abilities, and personal characteristics are required to be successful at any given job.
By developing the criteria before reviewing any résumés, the HR manager or manager can be
sure he or she is being fair in selecting people to interview. Some organizations may need to
develop an application or a biographical information sheet.
Application and resume review. Once the criteria have been developed (step one), applications
can be reviewed. People have different methods of going through this process, but there are also
computer programs that can search for keywords in résumés and narrow down the number of
resumes that must be looked at and reviewed.
Interviewing. After the HR manager and/or manager have determined which applications meet
the minimum criteria, he or she must select those people to be interviewed. Most people do not
have time to review twenty or thirty candidates, so the field is sometimes narrowed even further
with a phone interview.
Test administration. Any number of tests may be administered before a hiring decision is made.
These include drug tests, physical tests, personality tests, and cognitive tests. Some organizations
also perform reference checks, credit report checks, and background checks. Once the field of
candidates has been narrowed down, tests can be administered.
Making the offer. The last step in the selection process is to offer a position to the chosen
candidate. Development of an offer via e-mail or letter is sometimes a more formal part of this
process. Compensation and benefits will be defined in an offer
Considerations for selection of manpower
 Job Requirements: Align selection criteria with job requirements.

 Diversity and Inclusion: Ensure a fair and unbiased selection process.

 Candidate Experience: Provide a positive experience for all applicants.

 Cost and Time Efficiency: Balance selection process costs with time constraints.

 Compliance: Adhere to labor laws, regulations, and company policies.

RECRUITMENT OF MANPOWER
Recruitment of manpower involves identifying, attracting, and selecting qualified candidates to
fill job openings within an organization. Here's a comprehensive overview:
The primary recruitment objective of any company is to hire the most qualified candidates, but
most have other goals to meet in their hiring processes, as well.
Recruitment Process:
1. Identify the Hiring Need
The first step is the one not everyone is aware that they do. Knowing that you need to hire may
seem like common sense, but it’s not always as simple as replacing a worker who has left their
job. If you’ve expanded operations, have seasonal increases in sales, or experience a dip in
quality or worker morale, it may be time to bring on new talent. Knowing you need help is the
first step in getting it.
2. Planning
Recruitment planning may seem like a simple step, but it can involve many tasks. One task that
is central to your success is the creation of the job description. Since this is often the very first
thing that job seekers see and is ultimately what they will respond to, it should accurately reflect
the job you are hoping to fill. The major aspects considered are:
 Company name, location, department, and industry

 Benefits and pay

 Job title and description of work to be done

 Requirements, including physical asks and trade-specific certifications

 Nice-to-haves, such as additional skills that will help the ideal candidate stand out

3. Talent Search
Are any of your current employees the best person for the job? They might be. Start from within
by looking for associates that you can promote, transfer, or even demote—if warranted. For
external searches, it’s essential that you tap into new sources of talent from time to time. Don’t
neglect the most common tools, including online job boards, career fairs, industry trade shows,
and college campuses. Feel free to use your social media accounts to boost your message signal,
even using paid tactics when appropriate.
4. Screening and Shortlisting
The interview, screening, and shortlisting may be the most time-consuming of the recruitment
process steps, but that’s because it’s so important to get right. While the questions you ask and
methods you use are important, it’s also smart to streamline when you can. Chunk up screening
tasks when possible. You can filter out all non-qualified applicants at one time, for example, or
identify those who will need additional background checks and have them done concurrently.
Types of Recruiting
Direct advertisement is when you advertise open positions through online job boards, career
sites and social media to find many potential candidates at once. This essential recruitment
method can give broad exposure to your employer brand but attracts unqualified people as well.
Internships can be seen as a ‘pre-hiring’ phase of sorts. While soon-to-be graduates earn college
credit and experience, you get to know them as colleagues and if they’d fit your company
culture. It’s a good way to identify talent early and get them to work for your company.
Recruitment events, also known as job fairs, career expos and career fairs, are events
companies hold to help them screen several potential candidates simultaneously. This
recruitment method saves time and money while allowing applicants to learn more about your
organization and decide if they want to work with you.
Employee referral programs allow your workforce to recommend family or friends for a
vacant position within your organization. It’s a cost-effective method of screening candidates
that tends to bring in people who already understand how your company works.
Talent Pool Databases refer to the pool of candidates that weren’t hired for an open position but
had impressive CVs nonetheless. Looking through retained candidates can save time in your
future recruitment process.
Recruitment techniques
1. Develop a company culture that attracts top talent
The first, and perhaps most importantly, traditional recruiting technique you should invest in is
creating and nurturing a positive company culture that people want to be a part of.
Spending time and resources on attracting the best talent means little if your company culture
falls short of your employees’ expectations.
While company culture isn’t usually thought of as a recruitment technique, having a strong
company identity goes a long way in pitching yourself to candidates. If you’re a company that’s
lucky enough to have a strong culture already, then be sure to promote that fact throughout your
recruitment strategy.
If your company culture is a weak point, then consider ways in which you can work with people
throughout your organization to improve this critical business element.
2. Build a strong employer brand
Closely related to your company culture is your employer brand. This is how you promote your
company culture, and entice high quality talent to apply to your open roles.
The goal here is to clearly position your company as a great place to work. This can be
accomplished using a customized career section, employee testimonials, and profiles
Creating and managing your employer brand will help show candidates why they want to work
for you before they even sit down for an interview.
3. Recruitment and develop talent internally
Recruitment is typically thought of as an external exercise, but perhaps the best way to guarantee
you find the right person for a role is to promote someone from within your organization.
‍Hiring internally is a valuable recruitment strategy because it guarantees that you’re filling
vacant positions with people who already understand your company, its culture and what is
expected of them. Additionally, recruiting internally shows employees throughout your
organization that you’re committed to their progression and growth.
A strong talent management program that focuses on development, succession planning, and
upward movement is a great way to show employees and candidates that there’s a future for
them at the company.
4. Launch (and modernize) your employee referral program
Employee referral programs are a common recruiting technique in many companies and are a
powerful way to harness your colleague’s industry contacts. These programs encourage
employees to help fill vacant positions at the company by recommending qualified candidates
and vouching for their skills and experience.
This can drastically speed up the screening process of vacant roles and allows you to tap
into candidate pools you may not otherwise have accessed.
A referral program should offer incentives and recognition for successful hires. Typically, the
human resources department will put together a short document, shared internally, that clearly
explains how the referral program works, what employees get out of it, and how to get started.
5. Reform your interview process
Interviewing candidates is perhaps the most widely used and, often, the most poorly executed
recruitment method. It’s so common, in fact, that many recruiters may rarely give a second
thought to their list of canned interview questions.
But, as most modern recruiters know, reading a generic list of questions to every single candidate
simply does not allow you to get a full picture of your potential hire. It also creates a terrible
experience for your applicants.
If you haven’t done so already, take a look at your interviewing process and ask yourself a few
questions: Do you spend the time needed to get to know your candidates? Are you asking the
right questions to help make your decision? Are you tailoring your interview questions for each
position?
If the answer to these questions is “no,” then it might be time to reform your interviewing
process.
The interviewing stage is also a good place in the recruitment process to leverage AI-based
analytics and automations. Video interviewing platforms, for example, can often analyze
recorded video interviews and offer insights into candidate responses. These insights can then be
used to help recruitment teams objectively assess interview performance and culture fit.
6. Lean into data-driven recruitment
As companies increasingly adopt different technology platforms to help streamline their hiring
processes, data-driven recruitment will help drive smarter strategies for finding and screening
candidates. These platforms allow recruiters to manage candidate data securely, ad platforms,
screening practices, onboarding, and talent management.
Companies should take a deep dive in their recruitment data and help them find insights into how
they can adapt, improve and streamline their recruitment strategy going forward. For teams
looking to adapt and thrive in the future, this is a top recruitment method to embrace and add to
your recruitment strategy plan.
7. Create interactive and engaging job content
To support employer branding, job postings, and recruitment marketing, companies should also
consider investing resources into engaging and interactive job content. These could be videos or
interactive content that showcase your company culture or what it’s like to work in a specific
department or team.
Importance of recruitment
Improves Morale
A strong recruitment process can improve morale within the workplace by bringing in
individuals who fit well with the company culture. In addition, when businesses take the time to
find the right employees, it shows that they are invested in their workforce and are willing to
invest in their development. This can lead to increased employee satisfaction and engagement,
which can improve productivity.
Fosters Business Growth
When a business brings on new team members, it can increase its output and better serve its
customers. In addition, recruitment can help a business to improve its bottom line by bringing in
talented individuals who can add value to the company.
Recruitment also allows businesses to expand their reach and build their brand. By attracting top
talent, businesses can position themselves as leaders in their industry and attract even more high-
quality employees. In some cases, this might involve a complete rebranding of the company’s
image to align better with the desired talent pool.
Attracting Top Talent
In the business world, recruiting the right employees can mean the difference between success
and failure. With so much competition, businesses must ensure that they attract the best talent.
Recruitment agencies have access to a wide range of candidates and can help businesses to find
the perfect employees for their needs. They also save businesses time and money by doing all the
legwork involved in recruiting.
For example, if you are in the hospitality industry you will want to work with a hospitality
recruiter to find top talent. Read through their website to find out more about how they can help
you.

Fills Vacant Positions Quickly

If a position is left open for too long, it can negatively impact the rest of the team and the
company. While it can be tempting to try to fill vacant positions quickly, without taking the time
to recruit correctly, this can often lead to poor hiring decisions. Not only will this impact the
quality of your workforce, but it can also lead to high staff turnover and decreased productivity.
In contrast, finding suitable candidates through recruitment can save you time and money in the
long run.
Improve Employee Retention Rates
Employee retention is a huge challenge for businesses today. You must continually bring in new,
high-quality employees to keep your best talent. Investing in an intense recruitment process
ensures that you attract and retain high-quality employees who are more likely to be productive
and stay with your company for the long term
Improves the Workplace Culture
The workplace culture is the atmosphere that employees experience when they come to work. It
includes the values, beliefs, and behaviors shared by the workforce. Strong workplace culture
can improve employee satisfaction and retention, while a negative workplace culture can lead to
high turnover and decreased productivity.
Businesses need to invest in their employees and create an inclusive environment where they feel
valued and appreciated. This can be done through things like offering competitive salaries and
benefits and opportunities for career growth. Also, creating a positive work environment and
culture can go a long way toward reducing turnover.
Helps Businesses Adapt to Change
Any business, no matter its size, depends on recruitment to ensure that it has the right mix of
skills and experience within its workforce. Even the most successful businesses must continually
adapt to change to stay ahead of the competition.
Recruitment helps businesses to do just that by bringing new blood into the organization and
giving them the chance to bring their unique perspectives and skill sets. By keeping your
recruitment process up-to-date, you can ensure that you are always ready to adapt to the ever-
changing business landscape.
Reduces Turnover
High staff turnover is costly for businesses in terms of time and money. When employees leave,
businesses must spend time and resources finding and training replacements. In addition, high
turnover can negatively impact morale within the workplace.
When recruiting, it is crucial to look for individuals who are a good fit for the company culture
and who have the potential to grow with the business. By writing a detailed job description, you
can give potential candidates a better idea of what the role entails and whether it is a good match
for their skills and experience.
Recruitment is essential for businesses of all sizes. It helps businesses to find suitable candidates
for vacant positions, adapt to change, reduce turnover, and improve morale. By investing in
recruitment, businesses can ensure that they have the workforce they need to be successful.
Recruitment can help businesses save time and money in the long run when done correctly.