Human resource management lecture slides
job analysis
A job may be defined as a collection of different tasks, duties, and responsibilities to be performed by individuals so that organisational goals can be met within the stipulated time. Each job has certain specifications as per the skills required to perform that job. To assign the right jobs to the right people and maintain a flow of operations, it is important for an organisation to analyse jobs. Job analysis is a systematic process of identifying and documenting the important functions involved in a job, tasks required for the job, and skills and abilities needed to perform those tasks.
Analysis of absenteeism
Absenteeism refers to illicit absence from work {(total absentees in a year)/(average no. of persons*no. of working days)}*100
interviews
Analyst asks a series of questions from employees about the type of work performed by them, roles and responsibilities involved, etc. It is a simple and more comprehensive method of collecting data
aim of SHRM
Developing high quality workforce by hiring and retaining talented people Enabling employee participation for achievement of the objectives Ensuring special motivational programs for employees Establishing performance targets for employees Measuring the performance related to targets Providing appraisal systems, training and development to employees
Need for Human Resource Planning
Effective HRP process helps organisations to identify vacant positions and the skills and expertise required and to attract people to apply for those positions. HRP is needed to identify the skills and competencies of managers who might be selected either internally within a public sector enterprise or externally from other public enterprises. HRP helps organisations to meet ever-changing manpower requirements. Most organisations face high lead times between operations, which create unnecessary delays in product delivery. These lead times can be reduced if organisations have a competent workforce in place. Hiring efficient workplace can be possible through effective HRP.
training and development
Employee training and development is a broad term covering multiple kinds of employee learning. Training is a program that helps employees learn specific knowledge or skills to improve performance in their current roles.
external sources of supply
External recruitment, selection & placement Advertisements, Manpower Consultants Campus Recruitment Unsolicited Applications Employee Referrals
organisational objective
HRM involves policies for various work-related facilities and amenities for employees, such as safe and clean workplace, technical guidance and support, so that employees can perform effectively
summary for HRP
HRP can be defined as a process of estimating the future human resource requirements and ensuring that the organisation's objectives are met by having the right people in the right job at the right time. Effective HRP process helps organisations to identify vacant positions and the skills and expertise required and to attract people to apply for those positions. HRP process involves reviewing business goals, scanning the environment, balancing manpower demand and supply and implementing and monitoring the HR plan. Various qualitative and quantitative techniques are used in forecasting HR demand.
HUMAN RESOURCE MANAGEMENT
Human resource is a group of individuals that forms the workforce of an organisation. It is responsible for executing various operations and functions of the organisation. Human Resource Management can be defined as a comprehensive process that involves acquiring, recruiting, and maintaining an efficient pool of employees in an organisation. It focuses on employees issues related to recruitment, selection, compensation, benefits, training and development.
Outsourcing HR in India
Human resource outsourcing in India is currently becoming popular among the masses. Big to small-scale firms are getting into this recent trend. The latest size of outsourcing of HR practices in India is about $2 billion, the current market of $27 million, and the growth rate of about 50 per cent. Foreign multinational companies outsource their HR activities in India due to various reasons, such as easy availability of workers, low costs, achievement of top quality services, presence of good facilities, high-class processes, etc.
Scope of HRM
Human resource planning job design selection and staffing training and development organisational development compensation and benefits employee assistance union-labour relations Personnel research and information system
Need and Objectives of Job Specification
Identifying prospective candidates Attracting candidates Supporting an organisation's competency
management forecast
In this all managers sit together, discuss and arrive at a figure which would be the future demand for labour. From a strategic point of view, they should discuss whether the decision to be made on the basis of the forecast can be changed later, if they find the forecast was inaccurate
significance of international HRM
International human resource management is the basis of success of any global multinational organization. International HRM enhances employee's effectiveness to achieve goals of the organization and meet the needs To develop employees to assume more diverse tasks, assignments, face challenging situations and better understand the cultural variations across the nations.
questionnaire
It is a written document containing detailed questions about a job. It is given to employees to be filled. There can be two types of questionnaires, namely open-ended questionnaire and structured questionnaire. The open-ended questionnaire involves detailed description of duties and responsibilities performed by employees. On the other hand, the structured questionnaire involves a list of work activities performed by employees
campus recruitment
It is referred to as the main source of recruitment for entry-level positions.
summary of job analysis
Job analysis is an important part of the HR function and helps in obtaining accurate, reliable, and latest information about the job. Job description is a written statement that defines the roles, responsibilities, and requirements of a specific job. Job specification, also referred to as employee specification, is defined as the statement that summarises the basic skills and attributes that should be present in a person to perform a job. Job design can be defined as a process of specifying and arranging work activities of individuals or groups in an organisational setting. There are a number of approaches used by organisations to design jobs namely job rotation, job enlargement, job enrichment and job specification.
Need and Objectives of Job Description
Job description helps in clearly communicating the expectations of an organisation from employees. It ensures that the duties and responsibilities of employees are aligned with the organisation's vision. It provides a basis for deciding job structure and measuring job performance. Job description lays the foundation for fair pay and grading systems. Job description serves as an important reference tool in the case of employee/employer disputes or any discipline issues. It can be used to determine training and development needs when expectations or requirements are not met.
job description
Job description is an organised factual statement that is prepared by considering the data gathered in the job analysis process. Thus, job description can be defined as a written record of the duties, responsibilities, and requirements of a specific job. Job description is descriptive in nature and provides information on the type of job to be performed, the way to perform it, and the individual responsible to perform the job. It divides a job into various sub-jobs and explains the nature of each sub-job. The main aim of job description is to differentiate a particular job from other jobs in an organisation and decide the outer limits of that job.
job enlargement
Job enlargement is a method of expanding the scope of a job with the addition of some more tasks and duties to it. The main aim of job enlargement is to make the existing profile of the employees appealing. The additional tasks or duties do not require new but can be performed by using similar skills and efforts
job enrichment
Job enrichment is a process in which employees are given opportunities to utilise their abilities by participating the decision-making process of an organisation. The concept of job enrichment was proposed by Herzberg in the 1950s in his two-factor theory of motivation. According to him, a job can be enriched when it involves the elements of enthusiasm, challenge, and vision.
job simplification
Job simplification is a process wherein a job is broken into smaller tasks to make the job easier and interesting. The divided tasks are assigned to employees as individual jobs. This improves the productivity of employees by reducing their mental and physical efforts. This approach is implemented by using time and motion studies.
job specification
Job specification, also known as employee specification, is a statement that summarises the acceptable attributes of employees, such as their experience, aptitude, educational qualifications, and skills, required to perform a job. It is an extension to job description as it is always accompanied with every job description. Job specification helps in determining what type of people are required to fill particular job positions in an organisation.
external factors affecting recruitment
Labour market Image/goodwill Political-legal-social environment Level of competition
manpower planning
Manpower Planning which is also called as Human Resource Planning consists of putting right number of people, right kind of people at the right place, right time, doing the right things for which they are suited for the achievement of goals of the organization
professional or trade associations
Many professional services and trade associations coordinate with organisations to participate in the recruitment process
Selection from a Global Perspective
Most of the organisations around the world use processes of selection which are not much different from each other. Global organisations face some major problems during the selection of potential candidates. One such major problem is cultural variations among nations. The working patterns, lifestyle and the overall environment are also quite different in America, Europe, Australia, etc. Each country has their selection styles. Moreover, some countries prioritise certain selection trends while other countries take alternative routes.
Self-initiated walk-ins and write-ins
Organisations also provide opportunities to interested candidates to apply for a job vacancy by writing or applying online or registering their interest via e-mail.
Computer databases
Organisations also store the details of all potential applicants in their computer databases.
deputation personnel
Organisations can also hire people who are sent on deputation by the government or any financial institution. When a big organization opens a subsidiary or venture new businesses it sends experience personnel from the parent company to work on deputation for the new company for few years.
public advertisements
Organisations resort to place job advertisements in newspapers, Internet, job portals, etc
special events
Organisations sometimes organise special events, for example, job fairs
outsourcing
Outsourcing has enabled business enterprises to acquire all types of physical and intellectual resources from around the world to carry out their operations. four stages of outsourcing: strategic thinking evaluation and selection contract development outsourcing management and governance
challenges in human resource planning
Planning HR requirements involves high cost, time, and efforts. However, HRP can be a challenge for organisations lacking in funds. HRP can be a great challenge in situations, such as employee attrition, changes in government laws, change in technology, economic conditions (like recession, inflation, depression, etc.), and so on. The selection of the right demand forecasting technique can be a major difficulty in HRP. This is because the selection of a technique depends on various factors like organisational budget, level of expertise available, stipulate time, etc.
Public and private employment agencies
Public employment agencies are government bodies that help organisations in the recruitment process by attracting part-time or shift-based candidates.
qualitative methods
Qualitative methods are less statistical in nature as compared to quantitative methods. These methods consider the skills, potential levels, and interests of all employees so as to meet the future HR needs of an organisation Types: expert forecasts management forecasts delphi technique
purpose and importance of recruitment
Recruitment brings forth a large pool of candidates and ensures that the maximum of them applies for a job vacancy. It lays a foundation for the selection of the right candidate for the right job. Recruitment helps in analysing both the current and future human resource requirements of the organisation. It can be used as an indicator of future HR trends; for example, changes in the job market.
internal factors affecting recruitment
Recruitment policy of an organisation: Size of the business Recruitment cost Human Resource Planning (HRP)
selection
Selection is a process of choosing candidates who have the required knowledge and skills to do a particular job. This process is usually carried out from a large group of potential job applicants. The main purpose of selection is to find out the best candidate available from a large group of people to do the required job successfully. Sometimes due to the negligence and lack of skills and experience of HR personnel, talented candidates are denied the opportunity to work in an organisation. Thus, organisations need to have capable HR personnel who can ensure the right people with the right potential.
selection in india
Selection practices spread across various sectors in India, for example, IT, judicial, oil and gas, manufacturing, healthcare, engineering, hospitality, etc. In the IT sector, many IT companies used the structured interviews and reference checks in their selection process. Indian Oil, a top public sector oil and gas corporation, uses application blanks, resumes, mental ability tests, work samples, personality tests, etc. as a part of its selection practices. Various personality tests and structured interviews are used as a part of best selection practices by Indian manufacturing companies. Structured interviews are used by Indian companies in other sectors like healthcare, engineering, hospitality and education, etc
Objectives of HRM
Social objectives Orgnaisational objectives Functional objectives Personal objectives
expert forecast
Sometimes the HR personnel seek inputs from professional HR experts regarding future staffing requirements of their organisations. These expert forecast an organisation's manpower requirements
techniques of HR demand forecasting
Techniques of HR demand forecasting: Qualitative methods Quantitative methods
process of writing job description
The first step involves noting down all the aspects of a job. The next step is to decide the tasks to be included in the job. In this step, various key responsibilities are identified from the raw data. After the roles and responsibilities are finalised, they are ranked in an order based on their priority. After the job description is written, it is checked by experts.
FUNCTIONAL OBJECTIVES
The functional objective of HRM is to prepare organisational policies in compliance with Provisional/territorial and federal laws related to human rights, employment equity, occupational health and safety, employment standards, and labour relations
Recruitment
The process of finding and attracting talented applicants for a particular job position in an organisation is called recruitment. Recruiting new people helps organisations to get jobs done in order to meet organisational goals and objectives and improve its productivity. An effective recruitment policy focuses on providing clear job details to candidates or prospective employees, establishing a positive image of the organisation, and getting the best person for the vacant job position.
recruitment and selection
The process of finding and attracting talented applicants for a particular job position in an organisation is called recruitment. Recruitment helps HR personnel and managers to adapt to changes taking place in the internal and external environment. Selection is a process of choosing candidates who have the required knowledge and skills to do a particular job. This process is usually carried out from a large group of potential job applicants. Interview is used an effective selection method as the interviewer assesses the interviewee and decides whether the person is suitable to perform the job. Outsourcing has enabled business enterprises to acquire all types of physical and intellectual resources from around the world to carry out their operations
Vocational guidance counsellors
These are professional people who help interested candidates to choose their career pathways based on their interest levels, knowledge, and skills.
Executive search firms
These firms provide recruitment services for high-level management positions and their service charges are comparatively higher than public and private employment agencies.
work study method
This method, also called workload analysis, is used to estimate total production and predict activities for a certain period in future. Generally used when the workload is easily measurable.
delphi technique
This technique is the method of forecasting personnel needs. It solicits estimates of personnel needs from a group of experts, usually managers. The HRP experts act as intermediaries, summarize the various responses and report the findings back to the experts. Summaries and surveys are repeated until the experts opinion begin to agree.
Turnover rate
Turnover reflects the number of replacements needed during a year. It is calculated with the help of a formula
employee welfare and motivation
Welfare helps in keeping the morale and motivation of the employees high so as to retain the employees for longer duration. The welfare measures need not be in monetary terms only but in any kind/forms. Employee welfare includes monitoring of working conditions, creation of industrial harmony
strategic human resource management (SHRM)
a framework that defines an organisation's direction to achieve its goals and objectives through human capital
human resource planning
a process of finding out a course of action for the accomplishment of organisational goals and objectives. The process of planning starts with taking into consideration the current operations of an organisation and finding out the areas of improvement for the upcoming year. HRP can be defined as a process of estimating the future human resource requirements and ensuring that the organisation's objectives are met by having the right people in the right job at the right time. HRP is also called manpower planning as it involves putting the right people at the right job at the right time so that organisational goals and objectives can be met within the stipulated time.
job design
a process of specifying and arranging work activities of individuals or groups in an organisational setting
process of job design
assessing existing work practices analysing tasks designing jobs revaluating job design
analysis of productivity level
change in productivity affects no. of persons per unit of output productivity level= output/input
challenges in HRM
change management employee acquisition and retention employee empowerment workforce diversity business expansion
process of selection
conducting preliminary interviews filling an application blank conducting employment tests conducting employment interviews performing reference checks conducting physical examinations offering the appointment letter making final selection
disadvantages of job enlargement
costly affair exploitation of workers need for real time research short run fall unwillingness of workers
job description
duties responsibilities
participant's diary/log
employees usually maintain a dairy or log of all the activities and tasks performed by them on a day to day basis these logs and diaries help in analysing the roles and responsibilities involved in a job
benefits of human resource planning
enables organisations to fulfil present and future human resource requirements so that organisational operations can be carried out without any hindrance. It ensures that the right people are placed at the right job at the right time, which, in turn, helps organisations to mitigate various business risks like change in technology, economic fluctuations, etc. equalises the demand and supply of human resource in an organisation by anticipating the situations of shortage and surplus of human resource. Both the situations can be dangerous for the organisation.
main objective of job design
establish job structures in a manner that they meet the organisation's requirements as well as personal and individual needs of jobholders.
supply analysis
existing human resources internal sources of supply external sources of supply
Factors affecting HR Demand Forecasting
external business environment internal business environment
scope of job analysis
human resource planning recruitment and selection training and development compensation and benefits
factors influencing recruitment
internal factors external factors
methods of collecting job analysis data
interviews questionnaire observation participant's diary/logs
information collection for job analysis
job content job context job requirement
approaches to job design
job rotation job enlargement job enrichment job simplification
job specification
knowledge skills abilities
external sources of recruitment
management consultants public advertisements campus recruitment deputation personnel professional or trade associations public and private employment agencies executive search firms special events vocational guidance counsellors self-initiated walk-ins and write-ins computer databases
functions of HRM
manpower planning job analysis compensation management recruitment and selection performance appraisal training and development employee welfare and motivation employee grievances
job rotation
one of the most commonly used job design approach, involves shifting an employee from one job to another with an aim to add variety and prevent monotony. it also involves making certain alterations in the existing job profile of an employee so that the job does not appear repetitive. Job rotation enables employees to bring out their creative instincts and maximum potential.
performance appraisal
performance review, performance evaluation, (career) development discussion, or employee appraisal is a method by which the job performance of an employee is documented and evaluated
personnel management
personnel management (PM) is an organisational function that focuses on the wellbeing of employees in an organisation. PM is more related to transactional and administrative aspects of HR functions. The concept of PM was used by organisations before the concept of HRM came into existence in the mid-1980s. The two concepts PM and HRM are confused with each other. However, there are certain differences between the two. HRM is a modern approach to people management while PM is a traditional one.
Features of Job Specification
physical specifications emotional and social specifications mental specifications behavioural specifications
ratio trend analysis
process of determining the future demand for human resources by calculating the ratio between a particular business variable and the number of employees a company needs. It especially helps you forecast those growth-driven personnel needs.
selection
process of picking or choosing the right candidate, who is most suitable for a vacant job position in an organization
job analysis
process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job job analysis= job description + job specification
internal sources and methods of recruitment
promotions transfers internal advertisement/job posting former employees employee referral/recommendations
Process of Recruitment
recruitment planning strategy development searching screening evaluation and control
employee grievance
refers to the dissatisfaction of an employee with what he expects from the company and its management. A company or employer is expected to provide an employee with a safe working environment, realistic job preview, adequate compensation, respect etc
process of human resource planning
reviewing business goals scanning the environment balancing manpower demand and supply implementing and monitoring the HR plan
recruitment
searching for and obtaining a pool of potential candidates with the desired knowledge, skills and experience
International HRM
set of activities aimed managing organizational human resources at international level to achieve organizational objectives and achieve competitive advantage over competitors at national and international level
process of job analysis
step 1: determining the purpose of job analysis step 2: communicating the objectives step 3: conducting job analysis step 4: developing job description and job specification step 5: maintaining and updating job description and job specification
Structure of HR department
sub heads within the department: personnel transaction management staffing management organisational development ethics and labour training and development
job enrichment
taking on bigger tasks leading the charge a trusted role training for growth flexing their sales muscle learning new skills
compensation
the total cash and non-cash payments that you give to an employee in exchange for the work they do for your business. It is typically one of the biggest expenses for businesses with employees
Quantitative methods
trend analysis ratio trend analysis method work study method
