Human Resource Management (Breif Notes)

Tanveer Asim Kharral tanveer0604@hotmail.
com +923004948077
HUMAN RESOURCE MANAGEMENT
HUMAN RESOURCE MANAGEMENT ( H R M )

Definition 1 – Integration
“HRM is a series of integrated decisions that form the employment relationships; their quality contributes to the ability of
the organizations and the employees to achieve their objectives.”
Definition 2 – Influencing
“HRM is concerned with the people dimensions in management. Since every organization is made up of people, acquiring
their services, developing their skills, motivating them to higher levels of performance and ensuring that they continue to
maintain their commitment to the organization are essential to achieving organizational objectives. This is true, regardless
of the type of the organization – government, business, education, health, recreational, or social action.”
Definition 3 – Applicability
“HRM planning, organizing, directing and controlling of the procurement, development, compensation, integration,
maintenance and separation of human resources to the end that individual, organizational and social objectives are
accomplished.”
MEANING OF HRM: -
HRM is management function that helps managers to recruit, select, train and develop members for an organization.
Obviously HRM is concerned with the people’s dimensions in organizations. HRM refers to set of programs, functions, and
activities designed and carried out
Core elements of HRM
• P e o p l e : Organizations mean people. It is the people who staff and manage organizations.
• M a n a g e m e n t : HRM involves application of management functions and principles for acquisitioning, developing,
maintaining and remunerating employees in organizations.
• I n t e g r a t i o n & C o n s i s t e n c y : Decisions regarding people must be integrated and consistent.
• I n f l u e n c e : Decisions must influence the effectiveness of organization resulting into betterment of services to
customers in the form of high quality products supplied at reasonable cost.
• A p p l i c a b i l i t y : HRM principles are applicable to business as well as non-business organizations too, such as
education, health, recreation and the like.
OBJECTIVES OF HRM: -
1. S o c i e t a l O b j e c t i v e s : To be ethically and socially responsible to the needs and challenges of the society while
minimizing the negative impact of such demands upon the organization.
2. O r g a n i z a t i o n a l O b j e c t i v e s : To recognize the role of HRM in bringing about organizational effectiveness. HRM
is only means to achieve to assist the organization with its primary objectives.
3. F u n c t i o n a l O b j e c t i v e s : To maintain department’s contribution and level of services at a level appropriate to the
organization’s needs.
4. P e r s o n a l O b j e c t i v e s : To assist employees in achieving their personal goals, at least in so far as these goals enhance the individual’s
contribution to the organization. This is necessary to maintain employee performance and satisfaction for the purpose of maintaining, retaining and
motivating the employees in the organization.
SCOPE OF HRM: -
From Entry to the Exit of an employee in the organization
Scope of HRM can be described based on the following activities of HRM. Based on these activities we can summarize the
scope of HRM into 7 different categories as mentioned below after the activities. Lets check out both of them.
HRM Activities –
1. HR Planning
2. Job Analysis
3. Job Design
4. Recruitment & Selection
5. Orientation & Placement
6. Training & Development
7. Performance Appraisals
8. Job Evaluation
9. Employee and Executive Remuneration
10. Motivation
11. Communication
12. Welfare
13. Safety & Health
14. Industrial Relations
7 Categories of Scope of HRM
1. Introduction to HRM
2. Employee Hiring
3. Employee and Executive Remuneration
4. Employee Motivation
5. Employee Maintenance
6. Industrial Relations
7. Prospects of HRM
ROLE OF HRM
1. Advisory Role: HRM advises management on the solutions to any problems affecting people, personnel policies
and procedures.
Tanveer Asim Kharral [email protected] +923004948077

a. Personnel Policies: Organization Structure, Social Responsibility, Employment Terms & Conditions,
Compensation, Career & Promotion, Training & Development and Industrial Relations.
b. Personnel Procedures: Relating to manpower planning procedures, recruitment and selection
procedures, and employment procedures, training procedures, management development procedures,
performance appraisal procedures, compensation procedures, industrial relations procedures and health
and safety procedures.
2. Functional Role: The personnel function interprets and helps to communicate personnel policies. It provides
guidance to managers, which will ensure that agreed policies are implemented.
3. Service Role: Personnel function provides services that need to be carried out by full time specialists. These
services constitute the main activities carried out by personnel departments and involve the implementation of the
policies and procedures described above.
Role of HR Managers (Today)
1. Humanitarian Role: Reminding moral and ethical obligations to employees
2. Counselor: Consultations to employees about marital, health, mental, physical and career problems.
3. Mediator: Playing the role of a peacemaker during disputes, conflicts between individuals and groups and
management.
4. Spokesman: To represent of the company because he has better overall picture of his company’s operations.
5. Problem Solver: Solving problems of overall human resource management and long-term organizational planning.
6. Change Agent: Introducing and implementing institutional changes and installing organizational development
programs
7. Management of Manpower Resources: Broadly concerned with leadership both in the group and individual
relationships and labor-management relations.
Role of HR Managers (Future)
1. Protection and enhancement of human and non-human resources
2. Finding the best way of using people to accomplish organizational goals
3. Improve organizational performance
4. Integration of techniques of information technology with the human resources
5. Utilizing behavioral scientists in the best way for his people
6. Meeting challenges of increasing organizational effectiveness
7. Managing diverse workforce
FUNCTIONS OF HRM ALONG WITH OBJECTIVES
HRM Objectives Supporting HRM Functions
Social Objectives (3) Legal Compliance
Benefits
Union Management Relations
Organizational Objectives (7) Human Resource Planning
Employee Relations
Recruitment & Selection
Training & Development
Performance Appraisals
Placement & Orientation
Employee Assessment
Functional Objectives (3) Performance Appraisals
Employee Assessment
Personal Objectives (5) Training & Development
Compensation
Employee Assessment
Managerial Functions of HRM

1. Planning: Plan and research about wage trends, labor market conditions, union demands and other personnel
benefits. Forecasting manpower needs etc.
2. Organizing: Organizing manpower and material resources by creating authorities and responsibilities for the
achievement of organizational goals and objectives.
3. Staffing: Recruitment & Selection
4. Directing: Issuance of orders and instructions, providing guidance and motivation of employees to follow the path
laid-down.
5. Controlling: Regulating personnel activities and policies according to plans. Observations and comparisons of
deviations
Operational Functions of HRM
1. Procurement: Planning, Recruitment and Selection, Induction and Placement
2. Development: Training, Development, Career planning and counseling.
3. Compensation: Wage and Salary determination and administration
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4.Integration: Integration of human resources with organization.
5.Maintenance: Sustaining and improving working conditions, retentions, employee communication
6.Separations: Managing separations caused by resignations, terminations, lay offs, death, medical sickness etc.
CHALLENGES OF HRM IN INDIAN ECONOMY or CHALLENGES OF MODERN MANAGEMENT
1. G l o b a l i z a t i o n : - Growing internationalization of business has its impact on HRM in terms of problems of unfamiliar
laws, languages, practices, competitions, attitudes, management styles, work ethics and more. HR managers have a
challenge to deal with more functions, more heterogeneous functions and more involvement in employee’s personal
life.
C o r p o r a t e R e - o r g a n i z a t i o n s : - Reorganization relates to mergers and acquisitions, joint ventures, take
over, internal restructuring of organizations. In these situations, it is difficult to imagine
circumstances that pose a greater challenge for HRM than reorganizations itself. It is a challenge to
manage employees’ anxiety, uncertainties, insecurities and fears during these dynamic trends.
N e w O r g a n i z a t i o n a l f o r m s : - The basic challenge to HRM comes from the changing character of
competitions. The competition is not between individual firms but between constellations of firm.
Major companies are operating through a complex web of strategic alliances, forgings with local
suppliers, etc. These relationships give birth to completely new forms of organizational structure,
which highly depend upon a regular exchange of people and information. The challenge for HRM is
to cope with the implications of these newly networked relations more and more, in place of more
comfortable hierarchical relationships that existed within the organizations for ages in the past.
2. C h a n g i n g D e m o g r a p h i c s o f W o r k f o r c e : - Changes in workforce are largely reflected by dual career
couples, large chunk of young blood between age old superannuating employees, working mothers, more educated and
aware workers etc. These dynamic workforces have their own implications for HR managers and from HRM point of
view is a true challenge to handle.
3. C h a n g e d e m p l o y e e e x p e c t a t i o n s : - With the changes in workforce demographics, employee expectations
and attitudes have also transformed. Traditional allurements like job security, house, and remunerations are not much
attractive today, rather employees are demanding empowerment and equality with management. Hence it is a
challenge for HRM to redesign the profile of workers, and discover new methods of hiring, training, remunerating and
motivating employees.
N e w I n d u s t r i a l R e l a t i o n s A p p r o a c h : - In today’s dynamic world, even unions have understood that strikes and
militancy have lost their relevance and unions are greatly affected by it. The trade union membership has fallen
drastically worldwide and the future of labor movement is in danger. The challenge before HRM is to adopt a
proactive industrial relations approach which should enable HR specialist to look into challenges unfolding in the
future and to be prepared to convert them into opportunities.
R e n e w e d P e o p l e F o c u s : - The need of today’s world and business is the people’s approach. The structure, strategy,
systems approach which worked in post war era is no more relevant in today’s economic environment which is
characterized by over capacities and intense competition. The challenge of HR manager is to focus on people and
make them justifiable and sustainable.
4. M a n a g i n g t h e M a n a g e r s : - Managers are unique tribe in any society, they believe they are class apart. They
demand decision-making, bossism, and operational freedom. However in the post liberalization era, freedom given to
managers is grossly misused to get rid of talented and hard working juniors. The challenge of HRM is how to manage
this tribe? How to make them realize that the freedom given to them is to enable them make quick decisions in the
interest of the organization and not to resort to witch-hunting.
5. W e a k e r S o c i e t y i n t e r e s t s : - Another challenge for HRM is to protect the interest of weaker sections of society.
The dramatic increase of women workers, minorities and other backward communities in the workforce has resulted in
the need for organizations to reexamine their policies, practices and values. In the name of global competition,
productivity and quality the interests of the society around should not be sacrificed. It is a challenge of today’s HR
managers to see that these weaker sections are neither denied their rightful jobs nor are discriminated against while in
service.
6. C o n t r i b u t i o n t o t h e s u c c e s s o f o r g a n i z a t i o n s : - The biggest challenge to an HR manager is to make all
employees contribute to the success of the organization in an ethical and socially responsible way. Because society’s
well being to a large extent depends on its organizations.
STRATEGIC HUMAN RESOURCE MANAGEMENT: -

Strategy:
“Strategy is a way of doing something. It includes the formulation of goals and set of action plans for accomplishment of
that goal.”
Strategic Management:
“A Process of formulating, implementing and evaluating business strategies to achieve organizational objectives is called
Strategic Management”
Definition of Strategic Management: -
“Strategic Management is that set of managerial decisions and actions that determine the long-term performance of a
corporation. It includes environmental scanning, strategy formulation, strategy implementation and evaluation and
control.”
The study of strategic management therefore emphasizes monitoring and evaluating environmental opportunities and
threats in the light of a corporation’s strengths and weaknesses.
Steps in Strategic Management:
1. E n v i r o n m e n t a l S c a n n i n g : Analyze the Opportunities and Threats in External Environment
2. S t r a t e g y F o r m u l a t i o n : Formulate Strategies to match Strengths and Weaknesses. It can be done at Corporate
level, Business Unit Level and Functional Level.

3. S t r a t e g y I m p l e m e n t a t i o n : Implement the Strategies
4. E v a l u a t i o n & C o n t r o l : Ensure the organizational objectives are met.
IMPORTANCE & BENEFITS OF STRATEGIC MANAGEMENT
• Allows identification, prioritization and exploration of opportunities.
• Provides an objective view of management problems.
• Represents framework for improved co-ordination and control
• Minimizes the effects of adverse conditions and changes
• Allows major decisions to better support established objectives
• Allows more effective allocation of time and resources
• Allows fewer resources and lesser time devoted to correcting ad hoc decisions
• Creates framework for internal communication
• Helps to integrate the individual behaviors
• Provides basis for the clarification of responsibilities
• Encourages forward thinking
• Encourages favorable attitude towards change.
ROLE OF HRM IN STRATEGIC MANAGEMENT
Role in Strategy Formulation: HRM is in a unique position to supply competitive intelligence that may be useful in
strategy formulation. Details regarding advanced incentive plans used by competitors, opinion survey data from employees,
elicit information about customer complaints, information about pending legislation etc. can be provided by HRM. Unique
HR capabilities serve as a driving force in strategy formulation.
Role in Strategy Implementation: HRM supplies the company with a competent and willing workforce for executing
strategies. It is important to remember that linking strategy and HRM effectively requires more than selection from a series
of practice choices. The challenge is to develop a configuration of HR practice choices that help implement the
organization’s strategy and enhance its competitiveness.
HUMAN RESOURCE DEVELOPMENT
Definition 1: Organizing and enhancing capacities to produce.
HRD is a process of organizing and enhancing the physical, mental and emotional capacities of individuals for productive
work.
Definition 2: Bring possibility of performance and growth
HRD means to bring about the possibility of performance improvement and individual growth.
Human resource development is a process to help people to acquire competencies and to increase their knowledge, skills
and capabilities for better performance and higher productivity.
Proactive HRD Strategies for long term planning and growth
In today’s fast changing, challenging and competitive environment HRD has to take a proactive approach that is to seek
preventive care in human relations. Using HRD strategies maximizations of efficiency and productivity could be achieved
through qualitative growth of people with capabilities and potentialities to grow and develop. HRD is always a function of
proper utilization of creative opportunities and available environment through acquisition of knowledge, skills and attitudes
necessary for productive efforts.
Long-term growth can also be planned by creating highly inspired groups of employees with high aspirations to diversify
around core competencies and to build new organizational responses for coping with change.
A proactive HRD strategy can implement activities that are geared up and directed at improving personal competence and
productive potentialities of human resources.
Following strategic choices can be considered which would help today’s organizations to survive and grow.
Change Management: Manage change properly and become an effective change agent rather than being a victim of
change itself.
Values: Adopt proactive HRD measures, which encourage values of openness, trust, autonomy, proactivity and
experimentation.
Maximize productivity and efficiency: Through qualitative growth of people with capabilities and potentialities to grow
and develop thrive to maximize productivity and efficiency of the organization.
Activities directed to competence building: HRD activities need to be geared up and directed at improving personal
competence and productive potentialities of manpower resources.
TEAM EFFECTIVENESS
What is the definition of a team? A team is defined as a reasonably small group of people, who bring to the table a set
of complementary and appropriate skills, and who hold themselves mutually accountable for achieving a clear and
identifiable set of goals.
Teams can be very effective. In many situations teams can achieve more than individuals working on their own. Teams
can bring to bear a wider range of skills and experience to solve a problem. Teams also produce better quality decisions.
When a team has been working on a problem, and they have a sense of commitment to the common solution
What do we mean by team effectiveness?
• A team can be considered to be effective if their output is judged to meet or exceed the expectations of the people
who receive the output. Producing a quality output is not enough to judge the effectiveness of the team.
• The second criteria, is that the team should still be able function effectively after they have completed their task. It
should not be torn apart by dissension.
• Finally, effectiveness is judged by whether the team feels satisfied with its efforts. If the team members are pleased
with their efforts, if the experience has been a good one, if time spent away from their normal work has been worth
the effort, the team has likely been effective.
What then are the factors that contribute towards an effective team?
There are three areas of group behavior that must be addressed for teams to be effective. The team must work hard. The
effort that the team puts in to get the job done is dependent on whether the nature of the task motivates the members of
the team and whether the goals are challenging.The team must have the right mix of skills to bring to the table. These
skills include technical, problem solving and interpersonal skills. The team must be able to develop appropriate approaches
to problem solving. This depends on developing a plan of attack and using appropriate techniques for analysis.
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The following factors contribute to hard work, skill development and effective problem solving strategies:
The task itself should be motivating.
• The task itself should be seen as being worthwhile. It needs to be a whole piece of work with a clear and visible
outcome so that people can feel a sense of ownership.
• The outcome of the task should be perceived as being important to other people's lives. It should affect others in the
organization or impact on the external customer.
• The job should provide the team with an opportunity for self-regulation. They should decide how the work is to be
done. Meaningful feedback should be provided on the how well the team is performing.
The team needs challenging goals, which are clearly defined.
• When challenging goals are set the team will mobilize its efforts to find innovative ways to achieve feats that may
have been considered impossible. Providing a challenging job is the most important motivator to sustain group effort.
• Goals provide a sense of direction to the team so that when conflict occurs it is possible to channel the conflict more
constructively by returning to the goals for direction.
• The team needs to buy in to the goals. They must have the opportunity to buy in and commit to achieving the goals.
Goals need to be challenging, but not impossible to achieve. They also need to be measurable so that progress
towards achieving them can be monitored and results confirmed.
Rewards are important.
• The rewards need to suit the personal characteristics of the people on the team.
• Whatever form the reward takes, it is important that group effort be recognized. One should avoid the destructive
effect of trying to single out individuals from the group, when there has been a group effort.
• Rewards merely reinforce these conditions for fostering group effort.
The team should have the right mix of skills.
• The right mix of skills should be brought to the task at hand. It is also a question of carefully reviewing the job to
determine what relevant skills is required and selecting staff so that the team has the right balance. Providing
relevant training then makes up any shortfall in skills.
• Technical skills are required. For teams who are trying to improve a process that cuts across department boundaries,
each function should be represented. One should achieve a balance of skills. This means avoiding having a
preponderance of skills and experience in one specialized area. Sheer numbers may weigh the solution towards the
dominant group.
• In the case of permanent work teams it is likely that team members will not have all the task relevant skills at the
onset. When the group is new, it is likely that members will bring narrow skills learned in their old roles. They will
need to develop broader skills for the new job. To ensure that this is done, training and coaching should be provided.
• The members of the team need to have problem solving and decision-making skills as well as technical skills. When a
business is making its first venture into team based work, it is likely that people will not have a good grasp of the
techniques related to problem analysis and solution.
• These relevant skills must be acquired, so it will be necessary to provide training. Over a period of time staff will
become experienced in problem solving techniques and the organization will develop a repertoire of skills among the
staff so this training will not always be necessary.
• Interpersonal skills are also important. This is not as obvious as it may sound. Most people do not listen well.
Listening is much more than being quiet when some else is talking. Active listening is required. Many people do not
speak to the point but ramble on or go off at a tangent. Most people do not take criticism well and tend to be
defensive about their own opinions.
Agree on a code of conduct.
• At the beginning of the team project it is important to develop a code of conduct for meetings. The team needs to
agree on a set of rules to ensure that their efforts are purposeful and that all members contribute to the work.
• The most critical rules pertain to attendance, open discussion, using an analytical approach, not pulling rank over
other members, planning the work and sharing work assignments. This will ensure that the work is done well and
done on time.
The team must develop effective problem solving strategies.
• For the team to be able to develop an appropriate strategy, it must have a clear definition of the problem, know what
resources it has available and the limits, and understand the expectations. It must then develop a problem-solving
plan, based on the approach suggested in the section on continuous improvement.
• When this does not happen, people are passive. Their skills and knowledge are not utilized and they waste their time.
Special teams have special issues. From the perspective of organisational improvement we are interested in three types
of teams. One is the problem solving team, another is the work team and then there is the senior management
team.Problem solving teams are set up with a clearly defined task to investigate a problem and recommend a solution.
Sometimes the same team will go on to implement the solution. When their task is completed the team is disbanded and
members go back to their normal organisational duties.
• There are two important issues facing these teams. One is getting started and the other is handing over the
recommendations for implementation. The key to getting started is to ensure that the team is committed to achieving
an agreed set of goals. Goals serve to focus the team's effort.
• Implementation is important. It will not just happen; it must be planned. The implementers must be brought into the
solution stage so that they develop a sense of ownership towards the solution and buy into it. The best way to do this
is to have the problem solving team do the implementation.
• Another approach is to phase the implementers into the team so that the membership changes prior to the
implementation. Whatever approach is used one should remember that the idea is to implement a solution and not to
produce a report.
• Work teams are different in that they are a fixed part of the organization. They have an ongoing function, which is to
control a set of activities that make up a discrete operation in the overall business process. They need to focus on the
critical factors in their process and to control these factors to ensure a quality product.
HUMAN RESOURCE PLANNING ( H R P )
Definition 1: - Need, Availability, Supply=Demand

“HRP includes estimation of how many qualified people are necessary to carry out the assigned activities, how many people
will be available, and what, if anything, must be done to ensure personnel supply equals personnel demand at the
appropriate point in the future.”
Definition 2: - Right numbers, Capability, Organization Objectives
“HRP is a Process, by which an organization ensures that it has the right number and kind of people at the right place, at
the right time, capable of effectively and efficiently completing those tasks that will help the organization achieve its overall
objectives.”
Definition 3: - Translation of objectives into HR numbers“HRP is a process of translating organizational objectives and
plans into the number of workers needed to meet those objectives.”
MEANING / PURPOSE OF HRP
• In simple words HRP is understood as the process of forecasting an organization’s future demand for and supply of the
right type of people in the right numbers.
• It is only after HRP is done, that the company can initiate and plan the recruitment and selection process.
• HRP is a sub-system in the total organizational planning.
• HRP facilitates the realization of the company’s objectives by providing right type and right number of personnel.
• HRP is important because without a clear-cut manpower planning, estimation of a organization’s human resource need
is reduced to mere guesswork.
NEED & IMPORTANCE OF HRP
F o r e c a s t f u t u r e p e r s o n n e l n e e d s : To avoid the situations of surplus or deficiency of manpower in future, it is
important to plan your manpower in advance. For this purpose a proper forecasting of futures business needs helps you to
ascertain our future manpower needs. From this angle, HRP plays an important role to predict the right size of manpower in
the organization.
C o p e w i t h c h a n g e : HRP enables an enterprise to cope with changes in competitive forces, markets, technology,
products and government regulations. Such changes generate changes in job content, skills demands and number of
human resources required.
C r e a t i n g h i g h l y t a l e n t e d p e r s o n n e l : Since jobs are becoming highly intellectual and incumbents getting vastly
professionalized, HRP helps prevent shortages of labor caused by attritions. Further technology changes would
further upgrade or degrade jobs and create manpower shortages. In these situations only accurate human
resource planning can help to meet the resource requirements. Further HRP is also an answer to the problems of
succession planning.
P r o t e c t i o n o f w e a k e r s e c t i o n s : A well-conceived personnel planning would also help to protect the interests of
the SC/ST, physically handicapped, children of socially oppressed and backward classes who enjoy a certain percentage of
employments notwithstanding the constitutional provisions of equal opportunity for all.
I n t e r n a t i o n a l s t r a t e g i e s : International expansion strategies largely depend upon effective HRP. With growing trends towards global operations, the
need for HRP further becomes more important as the need to integrate HRP more closely into the organization keeps growing. This is also because the
process of meeting staffing needs from foreign countries grows in a complex manner. F o u n d a t i o n o f p e r s o n n e l f u n c t i o n s : HRP provides
essential information for designing and implementing personnel functions such as recruitment, selection, personnel development, training and
development etc.
I n c r e a s i n g i n v e s t m e n t s i n H R : Another importance is the investment that an organization makes in human
capital. It is important that employees are used effectively throughout their careers. Because human assets can increase
the organization value tremendously as opposed to physical assets
R e s i s t a n c e t o c h a n g e & m o v e : The growing resistance towards change and move, self evaluation, loyalty and
dedication making it more difficult to assume that organization can move its employees everywhere. Here HRP becomes
very important and needs the resources to be planned carefully.
O t h e r b e n e f i t s : Following are the other benefits of HRP.
1. Upper management has a better view of HR dimensions of business
2. Management can anticipate imbalances before they become unmanageable and expensive.
3. More time is provided to locate talent
4. Better opportunities exists to include women and minorities in future growth plans
5. Better planning of assignments to develop managers
6. Major and successful demands on local labor markets can be made.
HRP SYSTEM
HRP System as such includes following elements or sets for planning
Overall Organization Objectives
Business Environment
Forecasting Manpower Needs
Assessing Manpower Supply
Matching Manpower Demand-Supply factors
Based on these elements we can draw “HRP System Architecture” as under.
Business Environment
Organization Objectives & Goals
Manpower Forecast Manpower Supply Assessment 6
Manpower Programming
Control & Manpower
Surplus Manpower Manpower Implementation
Evaluation Shortage of Manpower
HRP PROCESS
Organizational Objectives & Policies: -
The objectives of HR plan must be derived from organizational objectives like specific requirements of numbers and
characteristics of employees etc. HRP needs to sub-serve the overall objectives by ensuring availability and utilization of
human resources. Specific policies need to be formulated to address the following decisions.
• Internal Hiring or External Hiring?
• Training & Development plans
• Union Constraints
• Job enrichment issues
• Rightsizing organization
• Automation needs
• Continuous availability of adaptive and flexible workforce
Manpower Demand Forecasting: -
It is the process of estimating the future quantity and quality of people required.
The basis should be annual budget and long term corporate plans
Demand forecasting should be based on following factors.
Internal Factors: -
• Budget constraints
• Production levels
• New products and services
• Organizational structure
• Employee separation
External Factors: -
• Competition environment
• Economic climate
• Laws and regulatory bodies
• Technology changes
• Social Factors
Reasons for Manpower Demand Forecasting: -
• To quantify jobs
• To determine the Staff-mix
• To assess staffing levels and avoid unnecessary costs
• Prevent shortages of people
• Monitor compliances of legal requirements with regards to reservations
Manpower Forecasting Techniques: -
Management Judgment: In this techniques managers across all the levels decide the forecast on their own judgment.
This can be bottom-up or top-down approach and judgments can be reviewed across departments, divisions and top
management can conclude on final numbers of manpower required.
Ration-Trend Analysis: This technique involves studying past ratios, and forecasting future ratios making some allowance
for changes in the organization or its methods.
Work Study Techniques: It is possible when work measurement to calculate the length of operations and the amount of
manpower required. The starting point can be production budget, followed by standard hours, output per hour; man-hours
required etc could be computed.
Delphi Techniques: This technique solicits estimates from a group of experts, and HRP experts normally act as
intermediaries, summarizes various responses and report the findings back to experts.
Flow Models: This technique involves the flow of following components. Determine the time required, Establish categories,
Count annual movements, Estimate probable transitions. Here demand is a function of replacing those who make a
transition.
Manpower Supply Forecasting: -
This process measures the number of people likely to be available from within and outside the organization after making
allowance for absenteeism, internal movements and promotions, wastages, changes in hours and other conditions of work.
Reasons for Manpower Supply Forecasting:
• Clarify Staff-mixes exist in the future
• Assess existing staff levels
• Prevent shortages
• Monitor expected future compliance of legal requirements of job reservations
Supply Analysis covers:

Existing Human Resources: HR Audits facilitate analysis of existing employees with skills and abilities. The existing
employees can be categorized as skills inventories (non-managers) and managerial inventories (managers)
Skill inventory would include the following;
• Personal data
• Skills
• Special Qualifications
• Salary
• Job History
• Company data
• Capabilities
• Special preferences
Management inventories would include the following
• Work History
• Strengths

• Weaknesses
• Promotion Potential
• Career Goals
• Personal Data
• Number and Types of Subordinates
• Total Budget Managed
• Previous Management Duties
Internal Supply: -
Internal supply techniques help to assess the following
• Inflows and outflows (transfers, promotions, separations, resignations, retirements etc.)
• Turnover rate (No. Of separations p.a. / Average employees p.a. X 100)
• Conditions of work (working hours, overtime, etc.)
• Absenteeism (leaves, absences)
• Productivity level
• Job movements (Job rotations or cross functional utilizations)
External Supply: -
External sources are required for following reasons
• New blood,
• New experiences
• Replenish lost personnel
• Organizational growth
• Diversification
External sources can be colleges and universities, consultants, competitors and unsolicited applications.
HR Plan Implementation: -
A series of action programs are initiated as a part of HR plan implementation as under.
R e c r u i t m e n t & S e l e c t i o n : Employees are hired against the job vacancies. Based on the manpower demand and
supply forecasts made, hiring of employees is initiated based on supply forecasts. For this internal and external sources of
manpower are utilized. A formal selection board is established to interview and select the best of the candidates for the
required vacancies. Finally the selected employees also need to be placed on proper jobs. Here some companies recruit
employees for specific jobs while others recruit fresh trainees in large number and train them for future manpower needs.
T r a i n i n g a n d D e v e l o p m e n t : The training and development program is charted out to cover the number of trainees,
existing staff etc. The programs also cover the identification of resource personnel for conducting development program,
frequency of training and development programs and budget allocation.
R e t r a i n i n g a n d R e d e p l o y m e n t ; New skills are to be imparted to existing staff when technology changes or
product line discontinued. Employees need to be redeployed to other departments where they could be gainfully employed.
R e t e n t i o n P l a n : Retention plans cover actions, which would reduce avoidable separations of employees. Using
compensation plans, performance appraisals, avoiding conflicts, providing green pastures etc, can do this.
D o w n s i z i n g p l a n s : Where there is surplus workforce trimming of labor force will be necessary. For these identifying
and managing redundancies is very essential.
M a n a g e r i a l S u c c e s s i o n P l a n n i n g ; Methods of managerial succession plans may vary. Most successful programs
seem to include top managements involvement and commitment, high-level review of succession plans, formal
performance assessment and potential assessment and written development plans for individuals. A typical succession
planning involves following activities.
• Analysis of demand for managers and professionals
• Audit of existing executives
• Projection of future likely supply from internal and external sources
• Individual career path planning
• Career counseling
• Accelerated promotions
• Performance related training and development
• Strategic recruitment
Control & Evaluation of HRP: -
HR Plan must also clarify responsibilities for control and establish reporting procedures, which will enable achievements to
be monitored against the plan. The HR Plan should include budgets, targets and standards. These plans may simply be
reports on the numbers employed, recruited against targets etc.
SUCCESSION PLANNING
Meaning of Succession Planning
Succession planning is the process or activities connected with the succession of persons to fill key positions in the
organization hierarchy as vacancies arise. The focus of attention is towards ‘which’ person the succession planning is
needed. The focus is not more on career development but it is more towards what kind of person is required to fill the
future vacancy. Succession planning focuses on identification of vacancies and locating the probable successor. For example
in succession planning the key concern can be who will be next CEO or what will happen if the Marketing Manager retires in
coming March.
Importance of Succession Planning
• Succession planning helps when there is a sudden need arises due to reason or retirement of a key employee.
• Individual employee comes to know in advance the level to which he can rise if he has the ability and aptitude for it.
• Individual employee or successor feels happy when he feels that organization is taking care of his talents and
aspirations.
• Succession planning helps create loyalty towards the organization and improved motivation and morale of individual
employees.
• Organization gains stable workforce and low employee turnover.
• Ultimately organization becomes successful in accomplishing its goals effectively.

CAREER PLANNING
Career planning is the process or activities offered by the organization to individuals to identify strengths, weaknesses,
specific goals and jobs they would like to occupy.
Career as a concept means a lifelong sequences of professional, educational and developmental experiences that projects
an individual through the world of work. It is a sequence of positions occupied by a person during his life. Career may also
be defined as amalgamation of changes in values, attitudes and motivation that occurs as a person grows older.
In career planning, organization is concerned with strategic questions of career development. Further the organization is
concerned about if it should employ more graduates, more engineers, more scientists or more accountants etc. Career
planning provides picture of succession plan for employees as per organizational needs. It focuses on the basis of
performance, experience, could be placed where, when and how.
Career planning is a process of integrating the employees’ needs and aspirations with organizational requirements.
Objectives of Career Planning
1. Build commitment in the individual
2. Develop long-range perspective
3. Reduce personal turnover expenses
4. Lessen employee obsolescence
5. Ensure organizational effectiveness
6. Allow individual to achieve personal and work related goals.
Importance of Career Planning
Career planning is important because it helps the individual to explore, choose and strive to derive satisfaction with his own
career objectives.
JOB ANALYSIS
JOB:
“Job is a ‘group of tasks to be performed everyday.”
JOB ANALYSIS
Definition 1: (Process of Collecting Information)
“Job Analysis is a process of studying and collecting information relating to operations and responsibilities of a specific job.
The immediate products of this analysis are ‘Job Description’ and ‘Job Specifications’.”
Definition 2: (Systematic Exploration of Activities)
“Job Analysis is a systematic exploration of activities within a job. It is a basic technical procedure that is used to define
duties and responsibilities and accountabilities of the job.”
Definition 3: (Identifying Job Requirements)
“Job is a collection of tasks that can be performed by a single employee to contribute to the production of some product or
service, provided by the organization. Each job has certain ability requirements (as well as certain rewards) associated with
it. Job Analysis is a process used to identify these requirements.”
MEANING OF JOB ANALYSIS
Job Analysis is a process of collecting information about a job. The process of job analysis results into two sets of data.
• Job Description
• Job Specification
As a result Job analysis involves the following steps in a logical order.
Steps of Job Analysis
1. Collecting and recording job information
2. Checking the job information for accuracy
3. Writing job description based on information collected to determine the skills, knowledge, abilities and activities
required
4. Updating and upgrading this information
PURPOSE OF JOB ANALYSIS: -
• H u m a n R e s o u r c e P l a n n i n g ( H R P ) : - The numbers and types of personnel are determined by the jobs, which
need to be staffed. Job related information in the form of Job Analysis serves this purpose or use.
• R e c r u i t m e n t & S e l e c t i o n : - Recruitment precedes job analysis. It helps HR to locate places to obtain
employees. It also helps in better continuity and planning in staffing in the organization. Also selecting a good
candidate also requires detailed job information. Because the objective of hiring is to match the right candidate for
right job
• T r a i n i n g & D e v e l o p m e n t : Training and development programs can be designed depending upon job
requirement and analysis. Selection of trainees is also facilitated by job analysis.
• J o b E v a l u a t i o n : Job evaluation means determination of relative worth of each job for the purpose of establishing
wage and salary credentials. This is possible with the help of job description and specifications; i.e. Job Analysis.
• R e m u n e r a t i o n : Job analysis also helps in determining wage and salary for all jobs.
• P e r f o r m a n c e A p p r a i s a l : Performance appraisal, assessments, rewards, promotions, is facilitated by job
analysis by way of fixing standards of job performance.
• P e r s o n n e l I n f o r m a t i o n : Job analysis is vital for building personnel information systems and processes for
improving administrative efficiency and providing decision support.
• S a f e t y & H e a l t h : Job Analysis helps to uncover hazardous conditions and unhealthy environmental factors so
that corrective measures can be taken to minimize and avoid possibility of human injury.
PROCESS OF JOB ANALYSIS
Process 1: Strategic Choices
Process 2: Collecting Information
Process 3: Processing Information
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Process 4: Job Description
Process 5: Job Specification
Strategic Choices: -
E x t e n t o f i n v o l v e m e n t o f e m p l o y e e s : Extent of employee involvement is a debatable point. Too much
involvement may result in bias in favor of a job in terms of inflating duties and responsibilities. Too less involvement leads
to suspicion about the motives behind the job. Besides it may also lead to inaccurate information. Hence extent of
involvement depends on the needs of the organization and employee.
L e v e l o f d e t a i l s o f j o b a n a l y s i s : The nature of jobs being analyzed determines the level of details in job analysis.
If the purpose were for training programs or assessing the worth of job, levels of details required would be great. If the
purpose is just clarification the details required would be less.
T i m i n g a n d f r e q u e n c y o f J o b A n a l y s i s : When do you do Job Analysis?
• Initial stage, for new organization
• New Job is created
• Changes in Job, Technology and Processes
• Deficiencies and Disparities in Job
• New compensation plan is introduced
• Updating and upgrading is required.
P a s t - o r i e n t e d a n d f u t u r e - o r i e n t e d J o b A n a l y s i s : For rapidly changing organization more future oriented
approach would be desired. For traditional organizations past oriented analysis would be required. However more future
oriented analysis may be derived based on past data.
S o u r c e s o f J o b D a t a : For job analysis number of human and non-human sources is available besides jobholder
himself. Following can be sources of data available for job analysis.
Non-Human Sources Human Sources
Existing job descriptions and specifications Job Analysis
Equipment maintenance records Job Incumbents
Equipment design blueprints Supervisors
Architectural blueprints of work area Job Experts
Films of employee working
Training manuals and materials
Magazines, newspapers, literatures
Collecting Information: -
Information collection is done on the basis of following 3 parameters
Types of Data for Job Analysis:
• Work Activities (Tasks details)
• Interface with other jobs and equipments (Procedures, Behaviors, Movements)
• Machines, Tools, Equipments and Work Aids (List, Materials, Products, Services)
• Job Context (Physical, Social, Organizational, Work schedule)
• Personal Requirement (Skills, Education, Training, Experience)
Methods of Data Collection:
• Observation
• Interview
• Questionnaires
• Checklists
• Technical Conference
• Diary Methods
Who to Collect Data?
• Trained Job Analysts
• Supervisors
• Job Incumbents
Processing Information: -
Once the job information is collected it needs to be processed, so that it would be useful in various personnel functions.
Specifically job related data would be useful to prepare job description and specifications, which form the next two
processes of job analysis.
METHODS OF DATA COLLECTION:
O b s e r v a t i o n : Job Analyst carefully observes the jobholder and records the information in terms of what, how the job is
done and how much time is taken. It is a simple and accurate method, but is also time consuming and inapplicable to jobs
involving mental activities and unobservable job cycles. The analysts must be fully trained observers.
I n t e r v i e w : In this analyst interviews the jobholders, his supervisors to elicit information. It can be Structured or
Unstructured Interview. Again this is also a time consuming method in case of large organizations. Plus there is also a
problem of bias.
Q u e s t i o n n a i r e s : A standard questionnaire is given to jobholder about his job, which can be filled and given back to
supervisors or job analysts. The questionnaire may contain job title, jobholder’s name, managers name, reporting staff,
description of job, list of main duties and responsibilities etc. It is useful in large number of staffs and less time consuming.
However the accuracy of information leaves much to be desired.
C h e c k l i s t s : It is more similar to questionnaire but the response sheet contains fewer subjective judgments and tends to
be either yes or no variety. Preparation of checklist is a challenging job itself.
T e c h n i c a l C o n f e r e n c e : Here a conference of supervisors is used. The analysts initiate the discussions providing job
details. However this method lacks accuracy.
D i a r y M e t h o d s : In this method jobholder is required to note down their activities day by day in their diary. If done
faithfully this technique is accurate and eliminates errors caused by memory lapses etc.
Quantitative Methods of Job Data Collection: -
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Position Analysis Questionnaire (PAQ): -
PAQ is a highly specialized instrument for analyzing any job in terms of employee activities. The PAQ contains 194 job
elements on which job is created depending on the degree to which an element is present. These elements are grouped
together into 6 categories.
1. U – Usability / Use of Job
2. I – Importance of Job
3. T – Time
4. P – Possibility of Occurrence of Job
5. A – Applicability of Job
6. S – Specialty Tasks of Job
The primary advantage of PAQ is that it can be used to analyze almost every job. This analysis provides a comparison of a
specific job with other job classifications, particularly for selection and remuneration purposes. However PAQ needs to be
completed by trained job analysts only rather than incumbents.
Management Position Description Questionnaire (MPDQ): -
Highly structured questionnaire, containing 208 elements relating to managerial responsibilities, demand, restrictions and
other position characteristics These 208 elements are grouped under 13 categories.
PAQ and MPDQ yield standardized information about the worker and the job.
Functional Job Analysis: -
It is a worker oriented job analytical approach, which attempts to describe the whole person on the
job.
BARRIERS OF JOB ANALYSIS
• Support from Top Management
• Single means and source, reliance on single method rather than combination
• No Training or Motivation to Jobholders
• Activities and Data may be Distorted
JOB DESCRIPTION
“Job Description implies objective listing of the job title, tasks, and responsibilities involved in a job.”
Job description is a word picture in writing of the duties, responsibilities and organizational relationships that constitutes a
given job or position. It defines continuing work assignment and a scope of responsibility that are sufficiently different from
those of the other jobs to warrant a specific title. Job description is a broad statement of purpose, scope, duties and
responsibilities of a particular job.
Contents of Job Description
1. Job Identification
2. Job Summary
3. Job Duties and Responsibilities
4. Supervision specification
5. Machines, tools and materials
6. Work conditions
7. Work hazards
8. Definition of unusual terms
Format of Job Description
• Job Title
• Region/Location
• Department
• Reporting to (Operational and Managerial)
• Objective
• Principal duties and responsibilities
Features of Good Job Description
1. Up to date
2. Proper Job Title
3. Comprehensive Job Summary
4. Clear duties and responsibilities
5. Easily understandable
6. State job requirements
7. Specify reporting relationships
8. Showcase degrees of difficulties
9. Indicates opportunities for career development
10. Offer bird’s-eye-view of primary responsibilities
JOB SPECIFICATIONS
“Job Specification involves listing of employee qualifications, skills and abilities required to meet the job description. These
specifications are needed to do job satisfactorily.”
In other words it is a statement of minimum and acceptable human qualities necessary to perform job properly. Job
specifications seeks to indicate what kind of persons may be expected to most closely approximate the role requirements
and thus it is basically concerned with matters of selection, screening and placement and is intended to serve as a guide in
hiring.
Contents of Job Specifications
1. Physical Characteristics
2. Psychological characteristics
3. Personal characteristics
4. Responsibilities
5. Demographic features
Further the job specifications can be divided into three broad categories
Essential Attributes
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Desirable Attributes
Contra-Indicators – indicators hampering the success of job
JOB EVALUATION
Job Evaluation involves determination of relative worth of each job for the purpose of establishing wage and salary
differentials. Relative worth is determined mainly on the basis of job description and job specification only. Job Evaluation
helps to determine wages and salary grades for all jobs. Employees need to be compensated depending on the grades of
jobs which they occupy. Remuneration also involves fringe benefits, bonus and other benefits. Clearly remuneration must
be based on the relative worth of each job. Ignoring this basic principle results in inequitable compensation. A perception of
inequity is a sure way of de-motivating an employee.
Job evaluation is a process of analyzing and assessing the various jobs systematically to ascertain their relative worth in an
organization.
Jobs are evaluated on the basis of content, placed in order of importance. This establishes Job Hierarchies, which is a
purpose of fixation of satisfactory wage differentials among various jobs.
Jobs are ranked (not jobholders)
Scope of Job Evaluation
The job evaluation is done for the purpose of wage and salary differentials, demand for and supply of labor, ability to pay,
industrial parity, collective bargaining and the like.
Process of Job Evaluation:
1. Defining objectives of job evaluation
a. Identify jobs to be evaluated (Benchmark jobs or all jobs)
b. Who should evaluate job?
c. What training do the evaluators need?
d. How much time involved?
e. What are the criteria for evaluation?
f. Methods of evaluation to be used
2. Wage Survey
3. Employee Classification
4. Establishing wage and salary differentials.
Methods of Job Evaluation
Analytical Methods
• Point Ranking Methods: Different factors are selected for different jobs with accompanying differences in degrees
and points. Factor Comparison Method: The important factors are selected which can be assumed to be common to
all jobs. Each of these factors are then ranked with other jobs. The worth of the job is then taken by adding together
all the point values.
Non-Analytical Methods
• Ranking Method: Jobs are ranked on the basis of its title or contents. Job is not broken down into factors etc.
• Job Grading Method: It is based on the job as a whole and the differentiation is made on the basis of job classes
and grades. In this method it is important to form a grade description to cover discernible differences in skills,
responsibilities and other characteristics.
Pitfalls of Job Evaluation:
• Encourages employees on how to advance in position when there may be limited opportunities for enhancement as a
result of downsizing.
• It promotes internal focus instead of customer orientation
• Not suitable for forward looking organizations, which has trimmed multiple job titles into two or three broad jobs.
JOB DESIGN
The Logical Sequence to Job Analysis is Job Design.
Definition 1: Integration of work, rewards and qualification
“Job Design integrates work content (tasks, functions, relationships), the rewards and qualifications required including
skills, knowledge and abilities for each job in a way that meets the needs of employees and the organization.”
Steps in Job Design: -
1. Specification of Individual Tasks
2. Specification of Methods of Tasks Performance
3. Combination of Tasks into Specific Jobs to be assigned to individuals
Factors affecting Job Design: -
Organizational factors:
• Characteristics of Tasks (Planning, Execution and Controlling of Task)
• Work Flow (Process Sequences)
• Ergonomics (Time & Motion Study)
• Work Practices (Set of ways of performing tasks)
Environmental Factors:
• Employee Abilities and Availability
• Social and Cultural Expectations
Behavioral Elements:
• Feedback
• Autonomy
• Use of Abilities
• Variety
TECHNIQUES OF JOB DESIGN: -
W o r k S i m p l i f i c a t i o n : Job is simplified or specialized. The job is broken down into small parts and each part is
assigned to an individual. To be more specific, work simplification is mechanical pacing of work, repetitive work processes,
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working only on one part of a product, predetermining tools and techniques, restricting interaction amongst employees, few
skills requirement. Work simplification is used when jobs are not specialized.
J o b R o t a t i o n : When incumbents become bore of routine jobs, job rotation is an answer to it. Here jobs remain
unchanged, but the incumbents shift from one job to another. On the positive side, it increases the intrinsic reward
potential of a job because of different skills and abilities needed to perform it. Workers become more competent in
several jobs, know variety of jobs and improve the self-image, personal growth. Further the worker becomes more valuable
to the organization. Periodic job changes can improve interdepartmental cooperation. On the negative side, it may not be
much enthusiastic or efficiency may not be more. Besides jobs may not improve the relationships between task, while
activities and objectives remain unchanged. Further training costs also rise and it can also de-motivate intelligent and
ambitious trainees who seek specific responsibilities in their chosen specialties.
J o b E n l a r g e m e n t : It means expanding the number of tasks, or duties assigned to a given job. Job
enlargement is naturally opposite to work simplification. Adding more tasks or duties to a job does not mean that new skills
and abilities are needed. There is only horizontal expansion. It is with same skills taking additional responsibilities like
extending working hours etc. Job enlargement may involve breaking up of the existing work system and redesigning a new
work system. For this employees also need to be trained to adjust to the new system. Job enlargement is said to contribute
to employee motivation but the claim is not validated in practice.
Benefits of Job Enlargement:
1. Task Variety
2. Meaningful Work Modules
3. Full Ability Utilization
4. Worker Paced Control
5. Meaningful Performance Feedback
Disadvantages of Job Enlargement
1. High Training Costs
2. Redesigning existing work system required
3. Productivity may not increase necessarily
4. Workload increases
5. Unions demand pay–hike
6. Jobs may still remain boring and routine
J o b E n r i c h m e n t : Job enrichment is improvisation of both tasks efficiency and human satisfaction by building into
people’s jobs, quite specifically, greater scope for personal achievement and recognition, more challenging and responsible
work and more opportunity for individual advancement and growth. An enriched job will have more responsibility, more
autonomy (vertical enrichment), more variety of tasks (horizontal enrichment) and more growth opportunities. The
employee does more planning and controlling with less supervision but more self-evaluation. In other words, transferring
some of the supervisor’s tasks to the employee and making his job enriched.
Benefits of Job enrichment
1. It benefits employee and organization in terms of increased motivation, performance, satisfaction, job
involvement and reduced absenteeism.
2. Additional features in job meet certain psychological needs of jobholders due to skill variety, identity,
significance of job etc.
3. It also adds to employee self-esteem and self-control.
4. Job enrichment gives status to jobholder and acts as a strong satisfier in one’s life.
5. Job enrichment stimulates improvements in other areas of organization.
6. Empowerment is a by-product of job enrichment. It means passing on more authority and responsibility.
Demerits of Job Enrichment
1. Lazy employees may not be able to take additional responsibilities and power. It won’t fetch the desired
results for an employee who is not attentive towards his job.
2. Unions resistance, increased cost of design and implementation and limited research on long term effect of job
enrichment are some of the other demerits.
3. Job enrichment itself might not be a great motivator since it is job-intrinsic factor. As per the two-factor
motivation theory, job enrichment is not enough. It should be preceded by hygienic factors etc.
4. Job enrichment assumes that workers want more responsibilities and those workers who are motivated by
less responsibility, job enrichment surely de-motivates them
5. Workers participation may affect the enrichment process itself.
6. Change is difficult to implement and is always resisted as job enrichment brings in a changes the
responsibility.
A u t o n o m o u s o f S e l f - D i r e c t e d T e a m s : Empowerment results in self-directed work teams. A self –directed team
is an intact group of employees responsible for whole work segment, they work together, handle day-to-day problems, plan
and control, and are highly effective teams.
H i g h P e r f o r m a n c e W o r k D e s i g n : Improving performance in an environment where positive and demanding goals
are set leads to high performance work design. It starts from the principle of autonomous groups working and developing
an approach, which enables group to work effectively together in situations where the rate of innovation is very high.
Operational flexibility is important and there is the need for employees to gain and apply new skills quickly with minimum
supervision. However due to bureaucracy high performance work design does not work.
DESIGNING JOBS – MOTIVATING JOBS
The concept of motivating jobs relates to Job design. Job design affects employee productivity, motivation and satisfaction.
Job design is a conscious effort to organize tasks, duties and responsibilities into a unit of work to achieve certain
objectives.
How a job design creates a motivating job can be seen with the help of certain components of job design, namely, job
rotation, job enlargement, job enrichment, work simplification etc.
Work simplification simplifies the job by breaking down the job into small parts. Simplified jobs are easy to perform hence
employees find it easy to do. Training requirements are reduced and it benefits the organizations in terms of cost.
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Job rotation means movement of employees of job to job across the organization. It improves the intrinsic reward potential
of a job because of different skills and abilities are needed to perform a job. Workers become more competent in several
jobs rather than only one. It also improves workers self image, provides personal growth and makes workers more valuable
to the organization. Periodic job change can improve inter-departmental cooperation. Employees become more
understanding to each other’s problems. Consequently it provides a high level of motivation to employees because jobs
itself become motivators. Hence job rotation helps the job become more motivating.
Job enlargement involves expanding number of tasks or duties assigned to a given job.
Job enrichment involves improving task efficiency and human satisfaction. Job enrichment provides greater scope for
personal achievement and recognition, more challenging and responsible work and more opportunity for individual
advancement and growth. An enriched job gives vertical enrichment in the form of more responsibility and autonomy and a
horizontal enrichment in the form of variety of tasks and more growth opportunities. The employee does more planning and
controlling with less supervision but more self-evaluation. All these factors lead to increased level of motivation and hence
make the jobs more motivated.
Considering above examples, we can say that designing jobs is actually using the relevant and right techniques of job
design, like rotation, enrichment, simplifications and make the jobs more motivating to perform.
So we can say that Designing Jobs is actually creating Motivated Jobs.
JOB SATISFACTION
Job satisfaction is the result of various attitudes possessed by an employee towards his job, related factors and life in
general. The attitudes related to job may be wages, supervision, steadiness, working conditions, advancement
opportunities, recognitions, fair evaluation of work, social relations on job, prompt settlement of grievances etc.
In short job satisfaction is a general attitude, which is the result of many specific attitudes in three areas namely, job
factors, individual characteristics and group relationships outside the job.
Components of Job Satisfaction
Personal factors: Sex, Dependents, Age, Timings, Intelligence, Education and Personality.
Job inherent factors: Type of work, Skills, Occupational status, Geography, Size of plant
Management controlled factors: Security, Payment, Fringe benefits, Advancement opportunities and Working conditions,
Co-workers, Responsibilities, Supervision
Job Satisfaction & Behavior relationship is described through following examples.
Satisfaction & Turnover
Satisfaction & Absenteeism
Satisfaction & Accidents
Satisfaction & Job Performance
WORK SAMPLING
Definition 1: Measuring and quantifying activities"A measurement technique for the quantitative analysis of non-repetitive or irregularly
occurring activity."
Meaning of Work Sampling Work sampling is based on the theory that the percentage of the number of observations on a particular activity is a
reliable measure of the percentage of the total actual time spent on that activity.Work sampling operates by an observer
taking a series of random observations on a particular "thing" of interest (machine, operating room, dock,
etc.) to observe its "state" (working, idle, sleeping, empty, etc.). When enough samples are taken, an
analysis of the observations yields a statistically valid indication of the states for each thing analyzed.
Assume, for example, that you wish to determine the proportion of time a factory operator is working or
idle. Also assume that 200 random observations were made of the operator and during 24 of these he or
she was observed to be idle. Therefore, you find that the individual is working 176/200 = 88% of the
time.
Advantages of Work SamplingIt is relatively inexpensive to use and extremely helpful in providing a deeper
understanding of all types of operations. When properly used, it can help pinpoint those areas, which should be analyzed in,
further detail and can serve as a measure of the progress being made in improving operations
.Questions of work sampling study
• What is our equipment/asset utilization?

• When we are not adding value to the product, how are we spending our time?
• How are our inter-dependent systems performing?
• Where should we focus our continuous improvement activities?
Distinction between Work sampling and "Time Studies"
• Work sampling is lower cost because it uses random samples instead of continuous observations.
• Many operators or machines can be studied by a single observer
• Work sampling can span several days or weeks, thus minimizing the effects of day to day load or equipment variations
• Work Sampling tends to minimize operator behavior modification during observation.
• Work Sampling, in general, does not require a trained time-study analyst to take the observations. Also, stopwatches or other timing devices are not
required. Many studies make use of off-shift technicians or operators to take the observations. Work sampling Methodology
An analyst RANDOMLY observes an activity (equipment, operating room, production line) and notes the particular states of
the activity at each observation.
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The ratio of the number of observations of a given state of the activity to the total number of observations taken will
approximate the percentage of time that the activity is in that given state.
Note that random observations are very critical for a work sampling study. A brief example might be that 77 of 100
observations showed a machine to be running. We might then conclude, within certain statistical limits, that the equipment
is operational 77% of the time.
RECRUITMENT & SELECTION
RECRUITMENT
Definition Of Recruitment: Finding and Attracting Applications
“Recruitment is the Process of finding and attracting capable applicants for employment. The Process begins when new
recruits are sought and ends when their applications are submitted. The result is a pool of application from which new
employees are selected.”
MEANING OF RECRUITMENT:
Recruitment is understood as the process of searching for and obtaining applicants for jobs, from among them the right
people can be selected. Though theoretically recruitment process is said to end with the receipt of applications, in practice
the activity extends to the screening of applications so as to eliminate those who are not qualified for the job.
PURPOSE AND IMPORTANCE OF RECRUITMENT: -
1. Determine the present and future requirements in conjunction with personnel planning and job analysis activities
2. Increase the pool of job candidates at minimum cost
3. Help increase success rate of selection process by reducing number of under-qualified or over-qualified
applications.
4. Reduce the probability that job applicants once selected would leave shortly
5. Meet legal and social obligations
6. Identify and prepare potential job applicants
7. Evaluate effectiveness of various recruitment techniques and sources for job applicants.
FACTORS GOVERNING RECRUITMENT
External Factors:
• Demand and Supply (Specific Skills)
• Unemployment Rate (Area-wise)
• Labor Market Conditions
• Political and Legal Environment (Reservations, Labor laws)
• Image
Internal Factors
• Recruitment Policy (Internal Hiring or External Hiring?)
• Human Resource Planning (Planning of resources required)
• Size of the Organization (Bigger the size lesser the recruitment problems)
• Cost
• Growth and Expansion Plans
RECRUITMENT PROCESS
Recruitment Planning
• Number of contacts
• Types of contacts
Recruitment Strategy Development
• Make or Buy Employees
• Technological Sophistication
• Where to look
• How to look
Internal Recruitment (Source 1)
• Present employees
• Employee referrals
• Transfers & Promotions
• Former Employees
• Previous Applicants
• Evaluation of Internal Recruitment
External Recruitment (Source 2)
• Professionals or Trade Associations
• Advertisements
• Employment Exchanges
• Campus Recruitment
• Walk-ins Interviews
• Consultants
• Contractors
• Displaced Persons
• Radio & Television
• Acquisitions & Mergers
• Competitors
• Evaluation of External Recruitment
Searching
• Source activation
• Selling
• Screening of Applications
Evaluation and Cost Control
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• Salary Cost
• Management & Professional Time spent
• Advertisement Cost
• Producing Supporting literature
• Recruitment Overheads and Expenses
• Cost of Overtime and Outsourcing
• Consultant’s fees
Evaluation of Recruitment Process
• Return rate of applications sent out
• Suitable Candidates for selection
• Retention and Performance of selected candidates
• Recruitment Cost
• Time lapsed data
• Image projection
INTERNAL RECRUITMENT
Advantages Disadvantages
1. Less Costly 1. Old concept of doing things
2. Candidates already oriented towards 2. It abets raiding
organization 3. Candidates current work may be affected
3. Organizations have better knowledge about 4. Politics play greater roles
internal candidates 5. Morale problem for those not promoted.
4. Employee morale and motivation is enhanced
EXTERNAL RECRUITMENT
Advantages Disadvantages
1. Benefits of new skills and talents 1. Better morale and motivation associated with
2. Benefits of new experiences internal recruiting is denied
3. Compliance with reservation policy becomes 2. It is costly method
easy 3. Chances of creeping in false positive and false
4. Scope for resentment, jealousies, and negative errors
heartburn are avoided. 4. Adjustment of new employees takes longer
time.
SELECTION: -
MEANING OF SELECTION:
Selection is the process of picking up individuals (out of the pool of job applicants) with requisite qualifications and
competence to fill jobs in the organization. A formal definition of Selection is as under
Definition of Selection: Process of differentiating
“Selection is the process of differentiating between applicants in order to identify and hire those with a greater likelihood of
success in a job.”
DIFFERENCE BETWEEN RECRUITMENT AND SELECTION:
Recruitment Selection
1. Recruitment refers to the process of identifying 1. Selection is concerned with picking up the right
and encouraging prospective employees to candidates from a pool of applicants.
apply for jobs. 2. Selection on the other hand is negative in its
2. Recruitment is said to be positive in its application in as much as it seeks to eliminate
approach as it seeks to attract as many as many unqualified applicants as possible in
candidates as possible. order to identify the right candidates.
PROCESS / STEPS IN SELECTION

1. P r e l i m i n a r y I n t e r v i e w : The purpose of preliminary interviews is basically to eliminate unqualified applications
based on information supplied in application forms. The basic objective is to reject misfits. On the other hands
preliminary interviews is often called a courtesy interview and is a good public relations exercise.
2. S e l e c t i o n T e s t s : Jobseekers who past the preliminary interviews are called for tests. There are various types of
tests conducted depending upon the jobs and the company. These tests can be Aptitude Tests, Personality Tests, and
Ability Tests and are conducted to judge how well an individual can perform tasks related to the job. Besides this there
are some other tests also like Interest Tests (activity preferences), Graphology Test (Handwriting), Medical Tests,
Psychometric Tests etc.
3. E m p l o y m e n t I n t e r v i e w : The next step in selection is employment interview. Here interview is a formal and in-
depth conversation between applicant’s acceptability. It is considered to be an excellent selection device. Interviews
can be One-to-One, Panel Interview, or Sequential Interviews. Besides there can be Structured and Unstructured
interviews, Behavioral Interviews, Stress Interviews.
4. R e f e r e n c e & B a c k g r o u n d C h e c k s : Reference checks and background checks are conducted to verify the
information provided by the candidates. Reference checks can be through formal letters, telephone conversations.
However it is merely a formality and selections decisions are seldom affected by it.
5. S e l e c t i o n D e c i s i o n : After obtaining all the information, the most critical step is the selection decision is to be
made. The final decision has to be made out of applicants who have passed preliminary interviews, tests, final
interviews and reference checks. The views of line managers are considered generally because it is the line manager
who is responsible for the performance of the new employee.
6. P h y s i c a l E x a m i n a t i o n : After the selection decision is made, the candidate is required to undergo a physical
fitness test. A job offer is often contingent upon the candidate passing the physical examination.
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7. J o b O f f e r : The next step in selection process is job offer to those applicants who have crossed all the previous
hurdles. It is made by way of letter of appointment.
8. C o n t r a c t o f E m p l o y m e n t : After the job offer is made and candidates accept the offer, certain documents need
to be executed by the employer and the candidate. Here is a need to prepare a formal contract of employment,
containing written contractual terms of employment etc.
ESSENTIALS OF A GOOD SELECTION PRACTICE
1. Detailed job descriptions and job specifications prepared in advance and endorsed by personnel and line management
2. Trained the selectors
3. Determine aids to be used for selection process
4. Check competence of recruitment consultants before retention
5. Involve line managers at all stages
6. Attempt to validate the procedure
7. Help the appointed candidate to succeed by training and management development
BARRIERS TO EFFECTIVE SELECTION: -

1. P e r c e p t i o n : We all perceive the world differently. Our limited perceptual ability is obviously a stumbling block to
the objective and rational selection of people.
2. F a i r n e s s : Barriers of fairness includes discrimination against religion, region, race or gender etc.
3. V a l i d i t y : A test that has been validated can differentiate between the employees who can perform well and those
who will not. However it does not predict the job success accurately.
4. R e l i a b i l i t y : A reliable test may fail to predict job performance with precision.
5. P r e s s u r e : Pressure brought on selectors by politicians, bureaucrats, relatives, friends and peers to select particular
candidate are also barriers to selection.
TRAINING & DEVELOPMENT
Definition of Training & Development: Improve performance
“Training & Development is any attempt to improve current or future employee performance by increasing an employee’s
ability to perform through learning, usually by changing the employee’s attitude or increasing his or her skills and
knowledge.”
MEANING OF TRAINING & DEVELOPMENT: -
The need for Training and Development is determined by the employee’s performance deficiency, computed as follows.
Training & Development Need = Standard Performance – Actual Performance
We can make a distinction among Training, Development and Education.
Distinction between Training and Education
Training Education
Application oriented Theoretical Orientation
Job experience Classroom learning
Specific Task in mind Covers general concepts
Narrow Perspective Has Broad Perspective
Training is Job Specific Education is no bar
Training: Training refers to the process of imparting specific skills. An employee undergoing training is presumed to have
had some formal education. No training program is complete without an element of education. Hence we can say that
Training is offered to operatives.
Education: It is a theoretical learning in classrooms. The purpose of education is to teach theoretical concepts and develop
a sense of reasoning and judgment. That any training and development program must contain an element of education is
well understood by HR Specialists. Any such program has university professors as resource persons to enlighten
participants about theoretical knowledge of the topics proposed to discuss. In fact organizations depute or encourage
employees to do courses on part time basis. CEOs are known to attend refresher courses conducted by business schools.
The education is more important for managers and executives rather than low cadre workers. Anyways education is
common to all employees, their grades notwithstanding.
Development: Development means those learning opportunities designed to help employees to grow. Development is not
primarily skills oriented. Instead it provides the general knowledge and attitudes, which will be helpful to employers in
higher positions. Efforts towards development often depend on personal drive and ambition. Development activities such as
those supplied by management development programs are generally voluntary in nature. Development provides knowledge
about business environment, management principles and techniques, human relations, specific industry analysis and the
like is useful for better management of a company.
Objectives of (MDP) Management Development Programs OR
Advantages of Development
1. Making them
• Self-starters
• Committed
• Motivated
• Result oriented
• Sensitive to environment
• Understand use of power
2. Creating self awareness
3. Develop inspiring leadership styles
4. Instill zest for excellence
5. Teach them about effective communication
6. To subordinate their functional loyalties to the interests of the organization
Difference between Training and Development
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Training Development
Training is skills focused Development is creating learning abilities
Training is presumed to have a formal education Development is not education dependent
Training needs depend upon lack or deficiency in Development depends on personal drive and
skills ambition
Trainings are generally need based Development is voluntary
Training is a narrower concept focused on job Development is a broader concept focused on
related skills personality development
Training may not include development Development includes training wherever necessary
Training is aimed at improving job related efficiency Development aims at overall personal effectiveness
and performance including job efficiencies
What are the Training Inputs?
• Skills
• Education
• Development
• Ethics
• Problem Solving Skills
• Decision Making
• Attitudinal Changes
Importance of Training & Development
• Helps remove performance deficiencies in employees
• Greater stability, flexibility and capacity for growth in an organization
• Accidents, scraps and damages to machinery can be avoided
• Serves as effective source of recruitment
• It is an investment in HR with a promise of better returns in future
• Reduces dissatisfaction, absenteeism, complaints and turnover of employees
Need of Training
Individual level
• Diagnosis of present problems and future challenges
• Improve individual performance or fix up performance deficiency
• Improve skills or knowledge or any other problem
• To anticipate future skill-needs and prepare employee to handle more challenging tasks
• To prepare for possible job transfers
Group level
• To face any change in organization strategy at group levels
• When new products and services are launched
• To avoid scraps and accident rates
Identification of Training Needs (Methods)
Individual Training Needs Identification
1. Performance Appraisals
2. Interviews
3. Questionnaires
4. Attitude Surveys
5. Training Progress Feedback
6. Work Sampling
7. Rating Scales
Group Level Training Needs Identification
1. Organizational Goals and Objectives
2. Personnel / Skills Inventories
3. Organizational Climate Indices
4. Efficiency Indices
5. Exit Interviews
6. MBO / Work Planning Systems
7. Quality Circles
8. Customer Satisfaction Survey
9. Analysis of Current and Anticipated Changes
Benefits of Training Needs Identification
1. Trainers can be informed about the broader needs in advance
2. Trainers Perception Gaps can be reduced between employees and their supervisorsTrainers can design course inputs
closer to the specific needs of the participants
3. Diagnosis of causes of performance deficiencies can be done
Methods of Training
On the Job Trainings: These methods are generally applied on the workplace while employees is actually working.
Following are the on-the-job methods.
Advantages of On-the-Job Training:
It is directly in the context of job
It is often informal
It is most effective because it is learning by experience
It is least expensive
Trainees are highly motivated
It is free from artificial classroom situations
Disadvantages of On-the-Job Training:
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Trainer may not be experienced enough to train
It is not systematically organized
Poorly conducted programs may create safety hazards
On the Job Training Methods
1. Job Rotation: In this method, usually employees are put on different jobs turn by turn where they learn all sorts
of jobs of various departments. The objective is to give a comprehensive awareness about the jobs of different
departments. Advantage – employee gets to know how his own and other departments also function.
Interdepartmental coordination can be improved, instills team spirit. Disadvantage – It may become too much for
an employee to learn. It is not focused on employees own job responsibilities. Employees basic talents may remain
under utilized.
2. Job Coaching: An experienced employee can give a verbal presentation to explain the nitty-gritty’s of the job.
3. Job Instruction: It may consist an instruction or directions to perform a particular task or a function. It may be
in the form of orders or steps to perform a task.
4. Apprenticeships: Generally fresh graduates are put under the experienced employee to learn the functions of
job.
5. Internships and Assistantships: An intern or an assistants are recruited to perform a specific time-bound jobs
or projects during their education. It may consist a part of their educational courses.
Off the Job Trainings: These are used away from work places while employees are not working like classroom trainings,
seminars etc. Following are the off-the-job methods;
Advantages of Off-the-Job Training:
Trainers are usually experienced enough to train
It is systematically organized
Efficiently created programs may add lot of value
Disadvantages of Off-the-Job Training:
It is not directly in the context of job
It is often formal
It is not based on experience
It is least expensive
Trainees may not be highly motivated
It is more artificial in nature
Off the Job Training Methods
1. Classroom Lectures: It is a verbal lecture presentation by an instructor to a large audience. Advantage – It can
be used for large groups. Cost per trainee is low. Disadvantages – Low popularity. It is not learning by practice. It
is One-way communication. No authentic feedback mechanism. Likely to boredom.
2. Audio-Visual: It can be done using Films, Televisions, Video, and Presentations etc. Advantages – Wide range of
realistic examples, quality control possible,. Disadvantages – One-way communication, No feedback mechanism.
No flexibility for different audience.
3. Simulation: creating a real life situation for decision-making and understanding the actual job conditions give it.
Following are some of the simulation methods of trainings
a. Case Studies: It is a written description of an actual situation and trainer is supposed to analyze and
give his conclusions in writing. The cases are generally based on actual organizational situations. It is an
ideal method to promote decision-making abilities within the constraints of limited data. Role Plays:
Here trainees assume the part of the specific personalities in a case study and enact it in front of the
audience. It is more emotional orientation and improves interpersonal relationships. Attitudinal change is
another result. These are generally used in MDP.
b. Sensitivity Trainings: This is more from the point of view of behavioral assessment, under different
circumstances how an individual will behave himself and towards others. There is no preplanned agenda
and it is instant. Advantages – increased ability to empathize, listening skills, openness, tolerance, and
conflict resolution skills. Disadvantage – Participants may resort to their old habits after the training.
4. Programmed Instructions: Provided in the form of blocks either in book or a teaching machine using questions
and Feedbacks without the intervention of trainer. Advantages – Self paced, trainees can progress at their own
speed, strong motivation for repeat learning, material is structured and self-contained. Disadvantages – Scope for
learning is less; cost of books, manuals or machinery is expensive.
5. Computer Aided Instructions: It is extension of PI method, by using computers. Advantages – Provides
accountabilities, modifiable to technological innovations, flexible to time. Disadvantages – High cost.
6. Laboratory Training
Barriers to Effective Training:
1. Lack of Management commitment
2. Inadequate Training budget
3. Education degrees lack skills
4. Large scale poaching of trained staff
5. Non-coordination from workers due to downsizing trends
6. Employers and B Schools operating distantly
7. Unions influence
How To Make Training Effective?
1. Management Commitment
2. Training & Business Strategies Integration
3. Comprehensive and Systematic Approach
4. Continuous and Ongoing approach
5. Promoting Learning as Fundamental Value
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6. Creations of effective training evaluation system
INDUCTION & ORIENATION
Definition 1: Planned Introduction
“It is a Planned Introduction of employees to their jobs, their co-workers and the organization per se.”
Orientation conveys 4 types of information:
1. Daily Work Routine
2. Organization Profile
3. Importance of Jobs to the organization
4. Detailed Orientation PresentationsPurpose of Orientation
1. To make new employees feel at home in new environment
2. To remove their anxiety about new workplace
3. To remove their inadequacies about new peers
4. To remove worries about their job performance
5. To provide them job information, environment
Types of Orientation Programs
1. Formal or Informal
2. Individual or Group
3. Serial or Disjunctive
Prerequisites of Effective Orientation Program
1. Prepare for receiving new employee
2. Determine information new employee wants to know
3. Determine how to present information
4. Completion of Paperwork
Problems of Orientations
1. Busy or Untrained supervisor
2. Too much information
3. Overloaded with paperwork
4. Given menial tasks and discourage interests
5. Demanding tasks where failure chances are high
6. Employee thrown into action soon
7. Wrong perceptions of employees
What is the difference between induction and orientation?
Induction referred to formal training programs that an employee had to complete before they could start work
Orientation was the informal information giving that made the recruit aware of the comfort issues - where the facilities are,
what time lunch is and so forth.How long should the induction process take?
It starts when the job ad is written, continues through the selection process and is not complete until the new team
member is comfortable as a full contributor to the organization's goals.
The first hour on day one is a critical component - signing on, issuing keys and passwords, explaining no go zones,
emergency procedures, meeting the people that you will interact with all have to be done immediately. Until they are done
the newcomer is on the payroll, but is not employed.
After that it is a matter of just in time training - expanding the content as new duties are undertaken.
We only employ new people one at a time - how can we induct them?
There are some issues, which cannot wait - they vary according to your situation. Perhaps a buddy system on the job may
be the best way to deal with these. Other subjects may be incorporated with refresher training for current staff, or handled
as participant in an outside program. Perhaps some can wait until there are groups of people who have started in the last
few months.
This may take some creative thinking, but the answer is quite simple - until the new people are integrated then they are
less useful. The math is often amazingly simple - not taking the time to train consumes more time than the training would.
What levels of staff need induction?
Everybody. The CEO needs to know different things to the temporary concierge, but everyone needs a planned program of
induction and orientation.
PLACEMENT
Placement is allocation of people to jobs. It is assignment or reassignment of an employee to a new or different job.
MULTI SKILLING
Multi Skilling is The Integrated Skills Program that has been developed to build on the existing skills of the current work
force to reduce redundancies and avoid downsizing situations. The objective of this program is to gain total integration of
skills.
The program is based around ‘on-the-job’ & ‘off-the-job’ competence. That is the ability to do the job on the shop floor
(training to gain work experience) and ‘off-the-job’ (training in the classroom) to gain underpinning knowledge.
The program requires the individual to demonstrate competence in a number of different skills and this competence is
measured and assessed on the job.Multi-skilling of course works best with more advanced skilled workers because their
individual skills levels are developed enough where they can fluidly transition from one skill to the next without degradation
of a skills performance. If you are multi-skilling and a great percentage of your workers are having problems executing
one of the skills effectively it is probably a good signal you need to go back to basics with that skill and pull it out of the
multi-skilling sequences. Another advantage of multi-skilling is the positive effect of what is called "contextual learning".
Contextual learning involves discovery and improvement from two skills, which don't, on the surface, appear to have a
direct relationship.The disadvantages of multi-skilling include the obvious danger of moving on to quickly toward advanced
skills and combinations without sufficiently drilling basic skills. While there is a great desire to learn quickly I think this is
one of the reason we are seeing better skilled from some of the best workers. The consequence is that we become
20

"partially skilled". The greater the number of partial skills we develop, the less chance we ever have of reaching our full
potential.
CHANGE MANAGEMENT
Change vis-à-vis
Recruitment
Meaning of Change:
Alterations in –People, Structure and Technology
External Forces of Change:
Marketplace
Labor markets
Economic Changes
Technology
Laws and Regulations
Internal Forces of Change
Corporate Strategies
Workplace
Technology and Equipments
Employee Attitudes
Change Agents: (Who can bring about change?)
Managers
External Consultants
Staff Specialists
Process of Change (Lewins steps)
Unfreezing
Changing
Refreezing
White water rapids metaphor
Lack of Stability
Lack of Predictability
Virtual Chaos
Constant Change
Resistance to Change
Uncertainty and Ambiguity
Personal Loss Concerns
Disbelief in Change benefits
Techniques of Reducing Resistance to Change
Education and Communication
Negotiation
Manipulation and Co-optation
Participation
Facilitation
Coercion
Change Management
Structural Changes Technological Changes People Changes
Authority Processes Attitudes
Coordination Methods Expectations
Centralization Equipments Behaviors
Organizational Development Techniques
Survey Feedback
Sensitivity Training
Process Consultation
Team Building
Inter-group Development
Conditions Facilitating Change
Dramatic Crisis
Leadership Change
Weak Culture
Young and Small Organization (ageing)
The Road to Change in Culture
Analyze the culture
Need for change
New leadership
Reorganize
Restructure
New stories and rituals
Change the job systems
TQM V/s. Reengineering
TQM (Total Quality Management) Re engineering
21

Continuous Change Radical and One time Change
Fixing and Improving Redesigning
Mostly focused on ‘As-Is’ Mostly focused on ‘what can be?’
Systems indispensable Top to Bottom
Bottom to Top
Managing Downsized Workforce
Open and honest communication
Assistance to them
Help for survivors of the downsized
Stress in Workplace
Opportunities stress
Demands stress
Constraints stress
How to reduce workplace stress
Employee selection
Organizational communication
Performance Planning
Job redesign especially when processes change, jobs merged, and relocation happens
Employee counseling
Time management programs
What is creativity?
Combining new ideas in unique ways or associating ideas in unusual ways
What is innovation?
Turning creative ideas into useful products, services or methods of operations
3 Sets of variable simulate innovation
Structural Changes
Cultural Changes
Human Resources Changes
C h a n g e De f i n e d
"Change is the window through which the future enters your life." It's all around you, in many types and shapes. You can
bring it about yourself or it can come in ways
W h y C h an g e M an ag em en t?
You can bring the change about yourself or it can come in ways that give you little choice about its what, when, and how.
Fighting against change can slow it down or divert it, but it won't stop it however. If you wish to succeed in this rapidly
changing new world "you must learn to look on change as a friend - one who presents you with an opportunity for growth
and improvement."9
The rate of change in today's world is constantly increasing. Everything that exists is getting old, wearing out and should be
replaced. "Revolutionary technologies, consolidation, well-funded new competition, unpredictable customers, and a
quickening in the pace of change hurled unfamiliar conditions at management."7
True success and long-term prosperity in the new world depends on your ability to adapt to different and constantly
changing conditions. The strategic selection of the best strategic positioning in the playing field, or the Business Space,
your firm must take is complicated by the fact that the characteristics of the Business Space change over time. Today, the
world is a different place than it was yesterday. "At certain points, the difference becomes material. Successful firms
recognize change. Very successful ones anticipate it."8E v o l u t io n a r y (P la n n ed ) C h an g e v er s u s R e v o l u t io n a r y
A ct io n
How you change a business unit to adapt to shifting economy and markets is a matter of management style. Evolutionary
change, that involves setting direction, allocating responsibilities, and establishing reasonable timelines for achieving
objectives, is relatively painless. However, it is rarely fast enough or comprehensive enough to move ahead of the curve in
an evolving world where stakes are high, and the response time is short. When faced with market-driven urgency, abrupt
and sometimes disruptive change, such as dramatic downsizing or reengineering, may be required to keep the company
competitive. In situations when timing is critical to success, and companies must get more efficient and productive rapidly,
revolutionary change is demanded.
When choosing between evolutionary change and revolutionary action, a leader must pursue a balanced and pragmatic
approach. Swinging too far to revolutionary extreme may create "an organizational culture that is so impatient, and so
focused on change, that it fails to give new initiatives and new personnel time to take root, stabilize, and grow. What's
more, it creates a high-tension environment that intimidates rather than nurtures people, leaving them with little or no
emotional investment in the company."4
R es is t an ce t o C h a n g e
Most people don't like change because they don't like being changed. "If you want to make enemies, try to change
something", advised Woodrow Wilson. When seeking to change an organization, it's strategy or processes, leaders run into
Newton's law that a body at rest tends to stay at rest. Advocates for change are greeted with suspicion, anger, resistance,
and even sabotage.4 "Not invented here" syndrome also keeps many sound ideas from gaining the objective assessment
they deserve...More
T o d a y' s Wo r ld R e al it i e s
The magnitude of today's environmental, competitive, and global market change is unprecedented. It's a very interesting
and exciting world, but it's also volatile and chaotic:
22

• Volatility describes the economy's rate of change: extremely fast, with explosive upsurges and sudden
downturns.
• Chaos describes the direction of the economy's changes: we're not sure exactly where we're headed, but we are
swinging between the various alternatives at a very high speed.6
To cope with an unpredictable world you must build an enormous amount of flexibility into your organization. While you
cannot predict the future, you can get a handle on trends, which is a way to take advantage of change and convert risks
into opportunities.
C r ea ti n g C h an g e f o r I m p r o v em en t an d C o m p et it iv e Ad v a n t ag e
Change creates opportunities, but only for those who recognize and seize it. "Seeing is the first step, seizing the second,
and continuously innovating is the third."5 Innovation redefines growth opportunities. As current products are becoming
obsolete faster than ever, in order to survive and prosper, organizations continually need to improve, innovate and modify
their products and services. The Silicon Valley slogan "Eat lunch and you are lunch" is more than a reflection of increasingly
intense work ethic. Riding the wave of change is becoming the most important part of the business. While the economy is
shifting and innovation is rampant, "doing it the same way" is a recipe for corporate extinction.1
Successful change efforts are those where the choices both are internally consistent and fit key external and situational
variables. "You have to find subtle ways to introduce change, new concepts, and give feedback to people so that they can
accept and grow with it."4
A n t ic ip a t in g C h a n g e
There is big difference between anticipating and guessing. Anticipation means expecting, being aware of something in
advance, to regard it as possible. The ability to anticipate is one of the key ingredients of efficient speed and change
management. "Being able to anticipate that which is likely to occur in the next few months and the next few years is
enough to give you an edge over 99% of the population who simply go along with whatever happens."7
How can you see the future? Actually, anticipation is natural - everyone does it every day. Unfortunately, most people limit
exercising their anticipatory skills to daily routine matters. All you really need to start applying these skills for your business
is a small head start...More
S ta r t in g w it h Y o u r se lf
The best place to start change is with yourself. If whatever you do doesn't work, you must be flexible - you must change
your action plan if the current one does not produce the required results. If you want other people to change, you must be
prepared to make the first step yourself. If you cannot change your environment, you should change your attitude. To
achieve effective personal change, consider practicing the NLP Technology of Achievement that was specially developed to
discover how people can excel, and most particularly when managing change - how to create the 'difference that makes the
difference'...More
L ea d i n g C h a n g e The old ways of management no longer work and will never work again. Successful change requires
leadership. When change fails to occur as planned, the cause if often to be found at a deeper level, rooted in the
inappropriate behavior, beliefs, attitudes, and assumptions of would-be leaders.6 Leadership is all about the process of
change: how to stay ahead of it, master it, benefit from the opportunities it brings. The best leaders strike first by taking
the offensive against economic cycles, market trends, and competitors. They discover the most effective ways for achieving
significant change - "a change that identifies the realities of the business environment and reorders them so that a new
force is able to leverage, rather than resist, those realities in order to achieve a competitive advantage."4
The following system will help you to unleash the power of your organization and reshape it into a more competitive
enterprise:
• Develop a vision. To create a seamless bridge from the vision to action, start with your top management team -
they should understand and embrace your vision.
• Align all your people against the endgame. Invite their opinion regarding critical issues such as the direction you
should be headed, the changes you have to make, and the resources you have to acquire.
• Using the employee feedback, develop a strategic plan. Stay laser-focused on the methods that will drive your
business unit towards its stated objectives.
• Build a diverse leadership group representing all the key constituencies of your organization. They will share
responsibility for plan management.
• Share detail information about the company and the change progress - people has to understand where you are
and where you are going in order to contribute effectively to your mission. M an ag in g O r g a n i z a t io n a l
Change
Success in business doesn't come from feeling comfortable. In today's technology-driven world, business life cycles have
accelerated exponentially. The challenge is to keep a step ahead of changing market conditions, new technologies and
human resources issues.
The wheel of business evolution is a framework and set of tools, which enables you to manage the complex process of
organizational change and transformation more effectively. The sequence of the eight segments - business environment,
business ecosystem, business design, leadership style, organizational values, management process, knowledge
management systems, and performance measures - reflects the learning cycle that occurs when outside-in or bottom-up
learning takes place. B eh av io r a l C h a n g e
The challenge and the shape of an organization's behavioral change program depend on the corporate culture and the
targeted behaviors that need to be changed. Your change program needs to be explicitly built around these challenges.
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"Very often, these programs involve the creation of incentives which elegantly reinforce the desired behavior (and therein
reinforce the change loop in the learning dynamic)."8...M o t iv at in g E m p l o y ee s t o E m b r ac e C h an g e
You have a choice of instruments to motivate your people to embrace change. Performance-incentive levers are especially
useful in driving those who lack direction or initiative. You may also encourage employee feedback on where and how the
company can take corrective action and reward employees for their contribution. In any case, "once you open the gates
and encourage employees to serve as agents of change, you must demonstrate that their input will have a real-world
impact on the way your company does business."4
On the other side, you have to be rather aggressive when dealing with people who view change as a threat and create
roadblocks that stall progress. Anyone who thinks that it's harmless to make exceptions for a few people and shift
resources to accommodate poor performers is missing an important point. "It's not a few people who are at stake, it's the
corporate culture", says Miles Greer, of Savannah Electric. "By permitting those who resist or retaliate against change to
remain in the company, you broadcast a message that suggests supporting the company's mission statement is optional.
Even worse, you permit the least-committed employees to taint and influence the attitude and performance of their peers."
M o v in g w it h S p ee d
In the new economy where everything is moving faster and it's only going to get faster, the new mantra is, "Do it more
with less and do it faster."1 To be able to move with speed, companies need to establish a change-friendly environment and
develop four major competencies: fast thinking, fast decision making, fast acting, and sustaining speed.
M ak in g Q u i ck De c i s io n s t h r o u g h E s ta b l i sh i n g G u id in g P r i n c ip le s
Fast companies that have demonstrated the ability to sustain surge and velocity all have established sets of guiding
principles to help them make quick decisions. Abandoning theoretical and politically correct 'values' and bureaucratic
procedures in favor of a practical, down-to-earth list of guiding principles will help your company make the decision-making
process much faster. Only one question will need to be asked of any proposed course of action: Does it fit our guiding
principles?
PERFORMANCE APPRAISALS
Definition 1: Systematic Evaluation
“It is a systematic evaluation of an individual with respect to performance on the job and individual’s potential for
development.”
Definition 2: Formal System, Reasons and Measures of future performance
“It is formal, structured system of measuring, evaluating job related behaviors and outcomes to discover reasons of
performance and how to perform effectively in future so that employee, organization and society all benefits.”
Meaning of Performance Appraisals
Performance Appraisals is the assessment of individual’s performance in a systematic way. It is a developmental tool used
for all round development of the employee and the organization. The performance is measured against such factors as job
knowledge, quality and quantity of output, initiative, leadership abilities, supervision, dependability, co-operation,
judgment, versatility and health. Assessment should be confined to past as well as potential performance also. The second
definition is more focused on behaviors as a part of assessment because behaviors do affect job results.
Performance Appraisals and Job Analysis Relationship
Job Analysis  Performance Standards  Performance Appraisals

Describe the work and personnel Translate job requirements into Describe the job relevant
requirement of a particular job. levels of acceptable or strengths and weaknesses of
unacceptable performance each individual.
Objectives of Performance Appraisals
Use of Performance Appraisals
1. Promotions
2. Confirmations
3. Training and Development
4. Compensation reviews
5. Competency building
6. Improve communication
7. Evaluation of HR Programs
8. Feedback & Grievances
4 Goals of Performance Appraisals
General Goals Specific Goals
Developmental Use Individual needs
Performance feedback
Transfers and Placements
Strengths and Development needs
Administrative Decisions / Uses Salary
Promotion
Retention / Termination
Recognition
Lay offs
Poor Performers identification
Organizational Maintenance HR Planning
Training Needs
Organizational Goal achievements
Goal Identification
HR Systems Evaluation
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Reinforcement of organizational needs
Documentation Validation Research
For HR Decisions
Legal Requirements
Performance Appraisal Process
1. Objectives definition of appraisal
2. Job expectations establishment
3. Design an appraisal program
4. Appraise the performance
5. Performance Interviews
6. Use data for appropriate purposes
7. Identify opportunities variables
8. Using social processes, physical processes, human and computer assistance
Difference between Traditional and Modern (Systems) approach to Appraisals
Categories Traditional Appraisals Modern, Systems Appraisals

Guiding Values Individualistic, Control oriented, Systematic, Developmental,
Documentary Problem solving
Leadership Styles Directional, Evaluative Facilitative, Coaching
Frequency Occasional Frequent
Formalities High Low
Rewards Individualistic Grouped, Organizational
TECHNIQUES / METHODS OF PERFORMANCE APPRAISALS
Numerous methods have been devised to measure the quantity and quality of performance appraisals. Each of the methods
is effective for some purposes for some organizations only. None should be dismissed or accepted as appropriate except as
they relate to the particular needs of the organization or an employee.
Broadly all methods of appraisals can be divided into two different categories.
• Past Oriented Methods
• Future Oriented Methods
Past Oriented Methods
1. Rating Scales: Rating scales consists of several numerical scales representing job related performance criterions such
as dependability, initiative, output, attendance, attitude etc. Each scales ranges from excellent to poor. The total
numerical scores are computed and final conclusions are derived. Advantages – Adaptability, easy to use, low cost,
every type of job can be evaluated, large number of employees covered, no formal training required. Disadvantages –
Rater’s biases
2. Checklist: Under this method, checklist of statements of traits of employee in the form of Yes or No based questions is
prepared. Here the rater only does the reporting or checking and HR department does the actual evaluation.
Advantages – economy, ease of administration, limited training required, standardization. Disadvantages – Raters
biases, use of improper weighs by HR, does not allow rater to give relative ratings
3. Forced Choice Method: The series of statements arranged in the blocks of two or more are given and the rater
indicates which statement is true or false. The rater is forced to make a choice. HR department does actual
assessment. Advantages – Absence of personal biases because of forced choice. Disadvantages – Statements may be
wrongly framed.
4. Forced Distribution Method: here employees are clustered around a high point on a rating scale. Rater is compelled
to distribute the employees on all points on the scale. It is assumed that the performance is conformed to normal
distribution. Advantages – Eliminates Disadvantages – Assumption of normal distribution, unrealistic, errors of central
tendency.
5. Critical Incidents Method: The approach is focused on certain critical behaviors of employee that makes all the
difference in the performance. Supervisors as and when they occur record such incidents. Advantages – Evaluations
are based on actual job behaviors, ratings are supported by descriptions, feedback is easy, reduces recency biases,
chances of subordinate improvement are high. Disadvantages – Negative incidents can be prioritized, forgetting
incidents, overly close supervision; feedback may be too much and may appear to be punishment.
6. Behaviorally Anchored Rating Scales: statements of effective and ineffective behaviors determine the points. They
are said to be behaviorally anchored. The rater is supposed to say, which behavior describes the employee
performance. Advantages – helps overcome rating errors. Disadvantages – Suffers from distortions inherent in most
rating techniques.
7. Field Review Method: This is an appraisal done by someone outside employees’ own department usually from
corporate or HR department. Advantages – Useful for managerial level promotions, when comparable information is
needed, Disadvantages – Outsider is generally not familiar with employees work environment, Observation of actual
behaviors not possible.
8. Performance Tests & Observations: This is based on the test of knowledge or skills. The tests may be written or an
actual presentation of skills. Tests must be reliable and validated to be useful. Advantage – Tests may be apt to
measure potential more than actual performance. Disadvantages – Tests may suffer if costs of test development or
administration are high.
9. Confidential Records: Mostly used by government departments, however its application in industry is not ruled out.
Here the report is given in the form of Annual Confidentiality Report (ACR) and may record ratings with respect to
following items; attendance, self expression, team work, leadership, initiative, technical ability, reasoning ability,
originality and resourcefulness etc. The system is highly secretive and confidential. Feedback to the assessee is given
only in case of an adverse entry. Disadvantage is that it is highly subjective and ratings can be manipulated because
the evaluations are linked to HR actions like promotions etc.
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10. Essay Method: In this method the rater writes down the employee description in detail within a number of broad
categories like, overall impression of performance, promoteability of employee, existing capabilities and qualifications
of performing jobs, strengths and weaknesses and training needs of the employee. Advantage – It is extremely useful
in filing information gaps about the employees that often occur in a better-structured checklist. Disadvantages – It its
highly dependent upon the writing skills of rater and most of them are not good writers. They may get confused
success depends on the memory power of raters.
11. Cost Accounting Method: Here performance is evaluated from the monetary returns yields to his or her organization.
Cost to keep employee, and benefit the organization derives is ascertained. Hence it is more dependent upon cost and
benefit analysis.
12. Comparative Evaluation Method (Ranking & Paired Comparisons): These are collection of different methods that
compare performance with that of other co-workers. The usual techniques used may be ranking methods and paired
comparison method.
• Ranking Methods: Superior ranks his worker based on merit, from best to worst. However how best and
why best are not elaborated in this method. It is easy to administer and explanation.
• Paired Comparison Methods: In this method each employee is rated with another employee in the form of
pairs. The number of comparisons may be calculated with the help of a formula as under.
N x (N-1) / 2
Future Oriented Methods
1. Management By Objectives: It means management by objectives and the performance is rated against the
achievement of objectives stated by the management. MBO process goes as under.
• Establish goals and desired outcomes for each subordinate
• Setting performance standards
• Comparison of actual goals with goals attained by the employee
• Establish new goals and new strategies for goals not achieved in previous year.
Advantage – It is more useful for managerial positions.
Disadvantages – Not applicable to all jobs, allocation of merit pay may result in setting short-term goals rather than
important and long-term goals etc.
2. Psychological Appraisals: These appraisals are more directed to assess employees potential for future performance
rather than the past one. It is done in the form of in-depth interviews, psychological tests, and discussion with
supervisors and review of other evaluations. It is more focused on employees emotional, intellectual, and motivational
and other personal characteristics affecting his performance. This approach is slow and costly and may be useful for
bright young members who may have considerable potential. However quality of these appraisals largely depend upon
the skills of psychologists who perform the evaluation.
3. Assessment Centers: This technique was first developed in USA and UK in 1943. An assessment center is a central
location where managers may come together to have their participation in job related exercises evaluated by trained
observers. It is more focused on observation of behaviors across a series of select exercises or work samples.
Assessees are requested to participate in in-basket exercises, work groups, computer simulations, role playing and
other similar activities which require same attributes for successful performance in actual job. The characteristics
assessed in assessment center can be assertiveness, persuasive ability, communicating ability, planning and
organizational ability, self confidence, resistance to stress, energy level, decision making, sensitivity to feelings,
administrative ability, creativity and mental alertness etc. Disadvantages – Costs of employees traveling and lodging,
psychologists, ratings strongly influenced by assessee’s inter-personal skills. Solid performers may feel suffocated in
simulated situations. Those who are not selected for this also may get affected.
Advantages – well-conducted assessment center can achieve better forecasts of future performance and progress than
other methods of appraisals. Also reliability, content validity and predictive ability are said to be high in assessment
centers. The tests also make sure that the wrong people are not hired or promoted. Finally it clearly defines the criteria for
selection and promotion.
4. 360-Degree Feedback: It is a technique which is systematic collection of performance data on an individual group,
derived from a number of stakeholders like immediate supervisors, team members, customers, peers and self. In fact
anyone who has useful information on how an employee does a job may be one of the appraisers. This technique is
highly useful in terms of broader perspective, greater self-development and multi-source feedback is useful. 360-
degree appraisals are useful to measure inter-personal skills, customer satisfaction and team building skills. However
on the negative side, receiving feedback from multiple sources can be intimidating, threatening etc. Multiple raters
may be less adept at providing balanced and objective feedback.
Ethics of Performance Appraisals / Legally defensible Performance Appraisals
Ethics of Procedures
1. Formal Standardized Performance Appraisal Systems
2. Uniform to all employees, no illegal differentiations based on cast, religion etc.
3. Standards formally communicated to all employees
4. Freedom to review performance appraisal results
5. Formal appeal process about ratings and judgments
6. Written instructions and training to raters
7. All personal decision makers should be aware of anti-discrimination laws.
Ethics of Contents
1. Content based on job analysis
2. Traits based appraisals should be avoided
3. Objectively verifiable data should be used
4. Constraints on performance beyond control should be prevented
5. Specific job related dimensions to be used rather than single or global dimensions.
6. Dimensions must be assigned weight to reflect relative importance in performance score
Ethics of Documentation of Results
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1. A thoroughly written record of evidence leading to termination should be maintained
2. Written documentation of extreme ratings should be maintained
3. Documentation should be consistent among the raters.
Ethics of Raters
1. The raters should be trained in how to use an appraisal system
2. The rater must have opportunity to observe ratees first hand and review important ratee performance products.
3. Use of more than one rater is desirable to reduce biases.
Organizational Support Factors for Performance Appraisal Systems
Performance appraisal serves many organizational objectives and goals. Besides encouraging high level of performance, the
evaluation system is useful in identifying employees with potential, rewarding them equitably, and determining employee
needs for development. All these activities are instrumental in achieving corporate plans and long-term growth, typical
appraisal system in most organizations have been focused on short-term goals only.
From the strategic management point of views, organizations can be grouped under 3 different categories as defenders,
prospectors and analyzers.
Defenders: They have narrow and stable product market domain. They don’t need to make any adjustment in technology,
structure or methods of operations etc. They devote entire attention on improving existing operations. Because of emphasis
on skill building successful defenders use appraisals as means for identifying training needs. It is more behavior oriented.
Prospectors: They continuously search for new products and opportunities. They experiment regularly to new and
emerging trends. They more focus on skills identification and acquisition of human resources from external sources
prospectors often use appraisals for identifying staffing needs. The focus is on results.
Analyzers: They operate in two type of product domain markets. One is stable and other is changing. They watch their
competitors closely and rapidly adopt the ideas that are promising. They use cost effective technologies for stable products
and matrix technologies for new products. Analyzers tend to emphasize on skills building and skills acquisitions and employ
extensive training programs. Hence they use appraisal more for training and staffing purposes.
However performance appraisal systems has strategic importance in three different ways.
Feedback Mechanism: Performance evaluation is the central mechanism that not only provides feedback to individuals
but also aids in the assessment of the progress of organization as a whole. Without appraisals managers of any firm can
only guess as to whether or not employees are working towards realization of the organization goals.
Consistency between strategy and job behavior: Performance appraisal not only is a means of knowing if the
employee behavior is consistent with the overall strategies focus but also a way of bringing to the fore any negative
consequence of the strategy – behavior fit. Thus the performance appraisal system is an important mechanism to elicit
feedback on the consistency of the strategy – behavior link.
Consistency between Values and Job Behavior link: Performance evaluation is a mechanism to reinforce values and
culture of the organization. Another importance is to align appraisal with organizational culture.
Thus the purpose of performance evaluation is to make sure that employee’s goals, employees behavior and feedback of
information about performance are all linked to the corporate strategy.
Essentials of a Good Performance Appraisal System:
1. Standardized Performance Appraisal System
2. Uniformity of appraisals
3. Defined performance standards
4. Trained Raters
5. Use of relevant rating tools or methods
6. Should be based on job analysis
7. Use of objectively verifiable data
8. Avoid rating problems like halo effect, central tendency, leniency, severity etc.
9. Consistent Documentations maintained
10. No room for discrimination based on cast, creed, race, religion, region etc.
Problems of Rating:
1. Leniency & Severity
2. Central Tendency
3. Halo Error
4. Rater Effect
5. Primacy & Recency Effect
6. Perceptual Sets
7. Performance Dimensions Order
8. Spillover Effects
9. Status Effect
INCENTIVES BASED COMPENSATION
Incentives are monetary benefits paid to workmen in recognition of their outstanding performance. They are defined as
variable rewards granted according to variations in the achievement of specific results.
Advantages of Incentive based compensations
1. Incentives are important for inducement and motivation of workers for higher efficiency and greater output.
2. Employee earnings go up
3. Enhanced standard of livings of employees
4. Reduction in total unit cost of production,
5. Productivity increases.
6. Production capacity is also likely to increase
7. Reduced supervision
Disadvantages of Incentive based compensation
1. Tendency of quality of products deteriorated due to increased output and low cost
2. Employees may oppose introduction of new machines
3. Workers demand for minimum wage limit may go up due to high incentive earnings
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4. Sometimes employees may disregard security regulations due to payment by results approach adopted for higher
incentive figures
5. Overworking may affect employee health
6. Employee jealousies with respect to high and low performers
HUMAN RESOURCE AUDIT
Nature of HR Audit
HR Audit is a tool for evaluating the personnel activities of an organization. The audit may include one division or entire
company. It gives feedback about HR functions to operating managers and HR specialists. It also shows how well managers
are meeting HR duties.
In short HR audit is an overall control check on HR activities in a division or a company and evaluation of how these
activities support organization’s strategy.
Basis of HR Audit
(Personnel Research)
1. Wage Surveys
2. Recruitment Sources effectiveness
3. Training efforts effectiveness
4. Supervisor’s effectiveness
5. Industrial settlements
6. Job Analysis
7. Job Satisfaction Survey
8. Employee needs survey
9. Attitude Surveys
10. High accident frequency surveys
Benefits of HR Audit
1. Identification of contributions of HR department
2. Improvement of professional image of HR department
3. Encouragement of greater responsibility and professionalism among HR members
4. Clarification of HR duties and responsibilities
5. Stimulation of uniformity of HR policies and practices
6. Finding critical personnel problems
7. Ensuring timely compliance with legal requirements
8. Reduction of HR costs through more effective personnel procedures
9. Creation of increased acceptance of changes in HR department
10. A thorough review of HR information systems
Scope and Types of HR Audit
HR Audit must cover the activities of the department and extend beyond because the people problems are not confined to
HR department alone. Based on this HR audit can be spread across following four different categories.
• Human Resource Function Audit
• Managerial Compliance Audit
• Human Resource Climate Audit
Employee Turnover
Absenteeism
Accidents
Attitude Surveys
• HR - Corporate Strategy Audit
Approaches to HR Audit
1. Comparative Approach (Benchmarking with another company)
2. Outside Authority Approach (Outside consultants’ standards)
3. Statistical Approach (Statistical measures and tools)
4. Compliance Approach (Legal and company policies)
5. Management By Objectives Approach (Goals & Objectives based)
MOTIVATION THEORIES
Performance is a function of ability and motivation. P = f (A x M)
Definition 1: Choices among voluntary activities
A process governing choices made by persons or lower organisms among alternative forms of voluntary activity
Definition 2: Arouse enthusiasm to pursue
A result of internal and external processes to the individual that arouse enthusiasm and persistence to pursue a certain
course of action
Definition 3: Need that activates behavior
A process that starts with a physiological deficiency or need that activates behavior or a drive that is aimed at a goal or an
incentive.
Meaning of Motivation
Motivation is a set of forces that cause people to behave in certain ways.
Motivation Process (6 Steps)
1. Individual Needs
2. Search for ways to satisfy needs
3. Goal & Objectives directed
4. Increased performance
5. Receiving rewards or punishment
6. Reassessment of needs
Criticality of Motivation to Managers
Importance of Motivation
• Motivation helps employees find new ways of doing a job
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• Motivation makes employees quality conscious
• Motivation increases productivity very high
• Motivation stimulates both participation and production at work
• Motivation comprehends jobs related behaviors
• Motivation increases attention towards human resources along with physical resources
Challenges of Motivation
• Diverse and changing workforce
• Rightsizing, Downsizing, Hire-n-Fire, Pay-for-Performance strategies
• Motives can only be inferred, not seen
• Dynamic nature of human needs
Objectives of Motivation
High productivity
Increase quality consciousness
Stimulate participation at work
Theories of Motivation
Early Theories
Scientific Management: Motivation by scientific management is associated with F.W. Taylor’s techniques of scientific
management. Taylor said that people are primarily motivated by economic rewards and will take direction if offered an
opportunity to improve their economic positions. Based on this Taylor described following arguments
• Physical work could be scientifically studied to determine optimal method of performance of a job
• Workers could be more efficient by telling them how they were to do a job
• Workers would accept the above prescription if paid on differentiated piecework basis
• Disadvantages – Dehumanized workers, treated them as mere factors of production, only stressed on monetary
needs, ignored human needs
Human Relations Model: Elton Mayo’s human relations model stressed on social contacts as motivational factor. Greater
importance was given to informal groups. However too much reliance on social contacts to improve productivity was a
major drawback.
Contemporary Theories
Content Theories (Maslow’s Need Hierarchy, Herzberg’s 2-factors, Alderfer’s ERG, Achievement Motivation Theory)
Process Theories (Vroom’s expectancy, Adam’s Equity, Porter’s Performance and Satisfaction Model)
Reinforcement categories
ERG Theory (Alderfer): Existence – Relatedness – Growth
ERG theory emphasizes more on three broad needs that is existence, relatedness and growth. Its hypothesis is that there
may be more than one need operating at the same time. ERG theory further states that when a higher level need is
frustrating, the individual’s desire to increase lower level needs takes place. Thus ERG theory contains frustration-
regression dimension. Frustration at higher level need may lead to regression at lower level need.
Advantages – More consistent with our knowledge of differences among people, it is less restrictive and limiting, it is a
valid version of need hierarchy.
Disadvantages – No clear-cut guideline of individual behavior patterns, too early to pass a judgment on the overall
validity of the theory.
Two-Factor Theory (Herzberg)
Fredrick Herzberg states that the motivation concept is generally driven by two factors of motivators of job satisfactions
and hygiene factors about job dissatisfaction. Motivators are generally achievement, recognition, the work itself,
responsibility, advancement and growth, which are related to job satisfaction. Hygiene factors deal with external factors
like company policy, supervision, administration and working conditions, salary, status, security and interpersonal relations.
These factors are known as hygiene factors or job dissatisfiers, job context factors.
Advantages – tremendous impact on stimulating thought on motivation at work, increased understanding of role of
motivation, specific attention to improve motivational levels, job design technique of job enrichment is contribution of
herzberg, double dimensions of two factors are easy to interpret and understand.
Disadvantages – Limited by its methodology, reliability questioned, it focuses more on job satisfaction not on motivation,
no overall measure of satisfaction utilized, inconsistent with previous research, productivity factor ignored.
MORALE
Definition 1: Mental condition, attitude, willingness
Morale is a mental condition or attitude of individual and groups, which determines their willingness to co-operate.
Definition 2: Attitudes, voluntary cooperation
Morale is attitudes of individuals and groups towards their work environment and towards voluntary cooperation to the full
extent of their ability in the best possible interest of the organization.
Distinction between Morale and Motivation: -
Morale Motivation
1. Composite of feelings, attitudes and sentiments 1. Motivation moves person to action.
that contribute towards general satisfaction at 2. A Process of stimulating individuals into action
workplace. to accomplish desired goals.
2. A Function of freedom or restraint towards 3. A Function of drives and needs.
some goal. 4. It mobilizes energy.
3. It mobilizes sentiments. 5. Motivation is a potential to develop morale.
4. Morale reflects Motivation.
Importance of Morale as a Responsibility of Management

• Organization Climate: Morale is an important part of organization climate.
• Attitudes & Sentiments: Morale reflects attitudes and sentiments towards organization goals and objectives.
• Productivity: Morale highly affects productivity and satisfaction of individuals.
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• Total Satisfaction: Morale is total satisfaction derived from employees job, boss and his organization.
• Labor Problems Solved: High morale assists managers to overcome several labor problems like labor turnover,
absenteeism, indiscipline, grievances, disharmony etc.
• Cooperation: Morale helps to seek cooperation from the workers in getting higher production at minimum possible
cost by reducing wastages of time, man, machines and materials.
• Production & Productivity: Production and productivity are directly affected by high morale in a positive manner.
PERSONNEL POLICIES
Meaning of Personnel Policy
A Policy is a Plan of Action. It is a statement of intentions committing the management to a general course of action. A
Policy may contain philosophy and principles as well. However a policy statement is more specific and commits the
management to a definite course of action.
Hence Personnel policy is a plan of action to be implemented by HR department towards the organization and employees. A
personnel policy spells out basic needs of the employees. Through personnel policy the personnel department ensure a
consistent treatment to all personnel by minimizing favoritism and discrimination. Personnel policy serves as a standard of
performance for all employees. Sound personnel policies help build employee motivation and loyalty. And this happens
when personnel policies reflect fair play and justice and help people grow within the organization. Personnel policies are
also plans of action to resolve intra-personal, inter-personal and inter-group conflicts.
Importance of Personnel Policy
Personnel policy is very important for an organization since it gives several benefits for managing your human resources
effectively. In the light of these benefits listed below we would be able to understand the relative importance of Personnel
policy.
• Basic Needs: Personnel policy helps the management to think deeply about basic needs of organization and the
employees.
• Consistent Treatment: Personnel policies ensure consistent treatment of all personnel throughout the organization.
• Minimize Favoritism: Personnel policies help minimize favoritism and discrimination
• Continuous action: Personnel policies ensure continuous action even if top management is changed. These policies
promote stability.
• Standard of Performance: Personnel policies serve as a standard of performance.
• Motivation & Loyalty: Personnel policies help build employee motivation and loyalty.
• Fair Play & Justice: Personnel policies reflect established principles of fair play and justice.
• Growth: Personnel policies help people grow within the organization.
WORKERS’ PARTICIPATION IN MANAGEMENT

Broadly, worker’s participation in management means associating representatives of workers at every stage of decision-
making. Participative management is considered as a process by which the worker’s share in decision-making extends
beyond the decisions that are implicit in the specific content of the jobs they do. This amounts to the workers having a
share in the reaching of final managerial decisions in an enterprise.
Definition 1: Association of Workers in decision-making process
Workers’ participation may be taken to cover all terms of association of workers and their representatives with the decision-
making process, ranging from exchange of information, consultations, decisions and negotiations to more institutionalized
forms such as the presence of the workers’ members on management or supervisory boards or even management by
workers themselves.
Scope of workers’ participation
Scope of workers participation ranges over three managerial decision-making stages.
Social Decisions: Hours of work, welfare measures, work rules, safety, health, sanitation and noise control.
Personnel Decisions: Recruitment and selection, promotions and transfers, grievance settlements, work distribution
Economic Decisions: Methods of manufacturing, automation, lay offs, shut-downs, mergers and acquisitions and other
financial aspects.
Methods of Workers’ Participation in Management
1. Board Level
2. Ownership
3. Complete Control
4. Staff Councils
5. Joint Councils
6. Collective Bargaining
7. Job Enlargement and Enrichment
8. Suggestion Schemes
9. Quality Circles
10. Empowered Teams
11. Total Quality Management
12. Financial Participation
Prerequisites of Successful Participation
1. Clearly defined and complementary Objectives
2. Free flow of information and communication
3. Representatives of workers from workers themselves
4. Outside trade union participation should be avoided
5. Workers’ education and training
6. No threat by participation
7. Association at all levels of decision-making
Benefits of Participation
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1. Gives identity to an employee
2. Motivates employee
3. Self-esteem, job satisfaction and cooperation improves
4. Reduced conflicts and stress
5. More commitment to goals
6. Less resistance to change
7. Less labor problems
8. Better quality suggestions expected
UNIONS
Employee associations are popularly known as unions. However these unions are not confined to only strikes and
negotiations. Their role is much wider than this. Unions make their presence felt in recruitment and selection, promotions,
training, termination or lay off. Many programs, which contribute to the Quality of Work Life (QWL) and productivity, are
undertaken by management in consultation with and with the cooperation of the unions. Unions also participate in deciding
wage and salary structure and negotiate revisions once in 3 or 5 years.
Trade unions are voluntary organizations of workers or employers formed to promote their interests through collective
action. Trade unions Act 1926 defines a trade union as a combination, whether temporary or permanent formed primarily
for the purpose of regulating the relation between
1) Workmen and Employers
2) Workmen and Workmen
3) Employers and Employers
For imposing restrictive conditions on the conduct of any trade or business and includes any federation of two or more
trade unions
Why do employees join Trade Unions?
To protect themselves against exploitation by management
By force
Dissatisfaction
Lack of Power
Union Instrumentality
ROLE OF CONSTRUCTIVE AND POSITIVE UNION
Unions have a crucial role to play in Industrial Relations. Unions have following broad role or objectives as mentioned
below.
• To redress the bargaining advantage of the individual worker vis-à-vis the individual employer, by substituting
joint or collective action for individual action.
• To secure improved terms and conditions of employment for its members and the maximum degree of security to
enjoy these terms and conditions.
• To obtain improved status for the worker in his work or her work
• To increase the extent to which unions can exercise democratic control over decisions, which affect their interests
by power sharing at the national, corporate and plant levels.
The union power is exerted primarily at two levels. Industry level to establish joint regulation on basic wages and hours
with an employer’s association. Plant level, where the shop stewards organizations exercise joint control over some aspects
of the organization of work and localized terms and conditions of employment.
Unions are party to national, local and plant level agreements, which govern their actions to a greater or lesser extent,
depending on their power and on local circumstances.
UNFAIR LABOR PRACTICES
Industrial Disputes Act 1947 specifies the following as unfair labor practices
• To interfere, restrain, coerce workmen in the exercise of their right to organize, form, join or assist a trade union.
• Threatening workmen with discharge or dismissal
• Threatening of lockout or closure
• Granting wage increases to undermine trade union efforts
• To dominate, interfere with or support financially or socially by taking active interest in forming own trade union,
and
• Showing partiality or granting favor to one of several trade unions to a non-recognized trade union
• To establish employer sponsored trade unions
• To encourage or discourage memberships in any trade union by discriminating workman by punishing or
discharging, changing seniority ratings, refuse promotions, giving unmerited promotions, discharging union office
bearers
• To discharge or dismiss workmen by victimizing, not in good faith, implicating in criminal case, for patently false
reasons
• To abolish work of a regular nature
• To transfer workmen
• To show favoritism or partiality
• To replace workers
• To recruit workmen during legal strikes
• To indulge in acts of violence or force
• To refuse collective bargaining
• Proposing and continuing lockouts
ORGANIZATIONAL DOWNSIZING
Downsizing necessarily means reducing work force to an optimal level depending upon the business conditions and
organizational needs. It is said that an organization should be rightly staffed ie. It should not be overstaffed and or
understaffed. There are broadly following method used to downsize the workforce as mentioned below.
Retrenchment:
31

It means termination of service. It is a termination for reasons other than disciplinary actions, retirement or
superannuating, expiry and termination of contract or prolonged illness. Retrenchment compensation and notice for
retrenchment are only pre-conditions for retrenchment and not a right, which a retrenched worker can claim. If notice and
compensation are not given, the worker will not be called as retrenched. Compensation is payable for 15 days wages for
every completed year of service besides one month’s notice or pay in lieu of notice. But employee should have completed
at least one year of complete service in order to receive compensation.
Lay Offs
Lay of is inability of the employer to provide employment to workers due to circumstances beyond his control such as
shortage of power, coal, breakdown of machinery, natural calamity etc. It is not a termination of service. Lay off
compensation can be claimed as a statutory right by the worker if he has completed one year of continuous service or has
worked for 240 days on the surface or 190 days underground in 12 calendar months. Compensation payable is half of the
wages.
Voluntary Retirement Schemes
VRS are announced when there is a huge pool of old aged manpower occupying senior positions amounting to surplus.
Many organizations are providing liberal incentives to leave before age of superannuating. VRS in other words is a
retirement before the age of retirement.
MEANING OF ORGANIZATION STRUCTUREOrganizational structure is the formal decision-making framework by which job tasks are
divided, grouped, and coordinated. Formalization is an important aspect of structure. It is the extent to which the units of the organization
are explicitly defined and its policies, procedures, and goals are clearly stated. It is the official organizational structure conceived and built
by top management. The formal organization can be seen and represented in chart form. An organization chart displays the organizational
structure and shows job titles, lines of authority, and relationships between departments.
Organisation Charts:
The organization charts are the sample and an understandable way showing the formal organization structure-It gives a
clear overview of the shape and structure of an organization.
It is an order and the design of an organization captured in a visual form.
It is a blue print or a basis for proper conceptualization, further thinking, a discussion board for further modifications
without affecting the actual changes.
The organization chart well drawn, can give an insight in to the organization, its hierarchical structure line and staff
authority, authority and responsibility levels, chain of command, line of delegated authority, decentralization or otherwise
in an organization, span of control etc.
It also helps and guides the management in evolving changes with the changes in the environment and for faster
realization of goals.
It is a good guide for the new recruits in their initiation in the organization and in understanding the authority responsibility levels including his own.
Formal Organisation
The intentional structure of roles in a formally organised enterprise is a formal organisation
It should have an attribute of flexibility, room for discretion and the recognition of individual talents and the capacities. In a
group functioning the individual effort will have to be chanelize through the group leader and has to be for the
organization’s good.
Informal Structure
The informal organization is the network, unrelated to the firm's formal authority structure, of social interactions among its
employees. It is the personal and social relationships that arise spontaneously as people associate with one another in the
work environment. The supervisor must realize that the informal organization affects the formal organization. The informal
organization can pressure group members to conform to the expectations of the informal group that conflict with those of
the formal organization. This can result in the generation of false information or rumors and resistance to change desired by
management. The supervisor should recognize the existence of information groups, identify the roles member play within
these groups, and use knowledge of the groups to work effectively with them. The informal organization can make the
formal organization more effective by providing support to management, stability to the environment, and useful
communication channels. Matrix StructureIn a matrix organization, teams are formed and team members report to two
or more managers. Matrix structures utilize functional and divisional chains of command simultaneously in the same part
of the organization, commonly for one-of-a-kind projects. It is used to develop a new product, to ensure the continuing
success of a product to which several departments directly contribute, and to solve a difficult problem. By superimposing a
project structure upon the functional structure, a matrix organization is formed that allows the organization to take
advantage of new opportunities. This structure assigns specialists from different functional departments to work on one or
more projects being led by project managers. The matrix concept facilitates working on concurrent projects by creating a
dual chain of command, the project (program, systems, or product) manager and the functional manager. Project
managers have authority over activities geared toward achieving organizational goals while functional managers have
authority over promotion decisions and performance reviews. An example is an aerospace firm with a contract from NASA.
Divisional Structure
In a divisional organization, corporate divisions operate as relatively autonomous businesses
under the larger corporate umbrella. In a conglomerate organization, divisions may be unrelated.
Divisional structures are made up of self-contained strategic business units that each produces a
single product. For example, General Motors' divisions include Chevrolet, Oldsmobile, Pontiac, and Cadillac. A
central headquarters, focusing or results, coordinates and controls the activities, and provides
support services between divisions. Functional departments accomplish division goals. A weakness
however, is the tendency to duplicate activities among divisions. Organic StructureOn the other
hand, the organic structure is more flexible, more adaptable to a participative form of management,
and less concerned with a clearly defined structure. The organic organization is open to the
environment in order to capitalize upon new opportunities. Organic organizations have a flat
structure with only one or two levels of management. Flat organizations emphasize a
decentralized approach to management that encourage high employee involvement in decisions.
The purpose of this structure is to create independent small businesses or enterprises that can
32

rapidly respond to customers' needs or changes in the business environment. The supervisor tends
to have a more personal relationship with his or her employees. Functional StructureFunctions
or divisions arrange traditional organizations. In a functional organization, authority is
determined by the relationships between group functions and activities. Functional structures
group similar or related occupational specialties or processes together under the familiar headings
of finance, manufacturing, marketing, accounts receivable, research, surgery, and photo finishing.
Economy is achieved through specialization. However, the organization risks losing sight of its
overall interests as different departments pursue their own goals.
33

Human Resource Management (Breif Notes)

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What are the different types of organizational structures discussed in the document?

What are the different types of organizational structures discussed in the document?

What are the advantages and disadvantages of a functional organizational structure?

What are the advantages and disadvantages of a functional organizational structure?

Tanveer Asim Kharral tanveer0604@hotmail.

HUMAN RESOURCE MANAGEMENT ( H R M )

Tanveer Asim Kharral [email protected] +923004948077

Managerial Functions of HRM

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STRATEGIC HUMAN RESOURCE MANAGEMENT: -

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Organization Objectives & Goals

Manpower Forecast Manpower Supply Assessment 6

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Supply Analysis covers:

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Tanveer Asim Kharral [email protected] +923004948077

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Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

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.Questions of work sampling study

• What is our equipment/asset utilization?

Distinction between Work sampling and "Time Studies"

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PROCESS / STEPS IN SELECTION

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BARRIERS TO EFFECTIVE SELECTION: -

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Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

Job Analysis  Performance Standards  Performance Appraisals

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Categories Traditional Appraisals Modern, Systems Appraisals

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Importance of Morale as a Responsibility of Management

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WORKERS’ PARTICIPATION IN MANAGEMENT

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Tanveer Asim Kharral [email protected] +923004948077

Tanveer Asim Kharral [email protected] +923004948077

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