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Introduction : Human Resource Development
Human Resource Management within an organisation is characterised by the processes, such as recruiting, managing, and directing employees working in it. In this report, the purpose and duties of HRM in finding the best talent for the organisation in order to complete the business goals are discussed. The strength and weakness to processes of recruitment is talked about along with the assessment of how functions of HRM can lead to talent acquisition. In the second part, the benefits of having an HRM department in context of employees and employer are explained. Along with it, different methods used in HRM practices are evaluated. In the later section, analysis of internal and external factors affecting the HRM is done. In addition to this, the applicability of principles of HRM in an organisation is illustrated.
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LO1 Explain the purpose and scope of Human Resource Management in terms of resourcing an organisation with talent and skills appropriate to fulfil business objectives
a. The purpose of the HR function and its importance to the organization, given its current problems and future plans for further growth.
Since the owner of ‘Say it with Chocolate’ is seeking to expand the business and is in need of hiring the employee for the same, the HR officer can serve a crucial role in it. HR is highly focused and concentrated person who aims at hiring, managing, and directing workers. The HR official deal with challenges related to safety, employee motivation, organisational development, performance management, training, and many more. HR keeps a healthy and worker-friendly working culture and environment. In simple words, he/she can contribute profoundly to the overall organisation growth and direct the momentum towards the attainments of firm’s goals and objectives. HR deals with employees, helps maintain healthy relationship between the employees and employer; managing transformation and change; HR planning, job analysis, recruitment and selection, performance management. HR alos looks for flexible shifts and working hours, promote the culture of overtime by paying. In addition to this, HR offers training during probation. In today’s time, HRM has shifted towards the strategic utilisation of workers. The functions of HR has been divided into three main aspects: personal aspect, industrial aspect, and welfare aspect, He/she builds a system for employee development and performance development. He/she creates a competent, concern, and committing environment within the organisation. In short, HRM is the central pillar for every company. To be very precise, HRM have five core functions: Staffing, Health and Safety, Compensation, Development, and Employee relations (Chang, 2016). Within these functions, HR performs several activities in order to keep the organisation going and growing.
b. Role and responsibilities as a Human Resource Officer
In the given scenario of ‘Say it with Chocolate’, HR professional is being hired to carry out recruitment process. HR officials are responsible for selecting the strong workforce in order to serve the organisation’s bottom line. These professionals have tons of knowledge of various legislations, such as labour law and employment contract law. Along with it, they have a wider understanding of firm’s staffing requirements,strategic planning, and assigningduties to the employees and make them fulfil responsible. Furthermore, HR recognises issues concerning employees and ensures that employees have basic facilities like proper kitchen, drinks and snacks.As in the case study, an HR official is called upon who is responsible for the whole recruitment process. The recruitment process consists of both external and internal sourcing methods and HR knows how to locate the suitable candidates from the crowd (Bratton and Gold, 2017). The HR’s role does not end with the identification of most apt aspirants, but there are other subsequent activities also.
Candidate Screening:This includes screening the resume to find out who meets the minimum short-listing criterion.
Interviewing: This will help in figuring out the necessary skills that cannot be put into the resume.
Reference and Background Check:Once the interview process is over, the HR manager is often asked to go through a thorough reference and background checks. The HR will verify the information provided by the employee in the resume.
c. The advantages and disadvantages of the current selection methods used by the organization
Employee selection is the process of gathering and assessing the information about a candidate in order to hire him/her. It comes under overall staffing of the organisation. The purpose behind this selection process is to meet the organisation’s demand for skilled, trained, and relevant knowledgeable employee. Employee is selected from the pool of applicants. As given in the case study, the organisation is shortlisting the candidates based on their performance in maths and the English test. It is followed by the informal interview (Chang, 2016). These methods have their advantages and disadvantages that are discussed below in this section:-
Aptitude Test (Maths and English)
· It assist in finding out the how strong the basic knowledge of an employee is.
· It also reflects the mental abilities of an employee.
· Interview would tell about the hidden skills of an employee.
· Helps in determining the hidden talents of workers.
· The process is quite comfortable and more flexible.
· It is very practical way of analysing candidates. HR can determine the real intentions and wisdom.
· It breaks the communication gap between the candidates and interviewers.
· It assists in the analysis of the history of the candidate’s performance.
· The test judges only the mental abilities not the physical abilities.
· It does not reflect the actual talent of the employees.
· People from varying field of specialisation can also get selected.
· This process is very time-consuming.
· Many candidates may not feel comfortable as they want to get rid of informal arguments.
· It may create a negative perception of the organisation.
· Chances of losing the potential candidates are very high due to their inability to clear the test.
d. Potential improvements that could be made to the current selection methods
The aforementioned methods are not enough to recruit the employees for ‘Say it with Chocolate’ as there are numerous flaws in the selection process. These methods may help the organisation to meets its short-term needs but may fail in fulfilling the long-term needs. HR should understand the organisation’s need and then choose the most apt selection methods. The recommendations have been provided here to improvise the current recruitment methods. The HR officer should understand the role or position and its responsibility before the hiring starts, then only person with the right abilities should be hired.HR manager should discard the idea of taking the test and should include the telephone or Skype chat.Even if taking the aptitude test is necessary, the company should lower the bar of passing marks criterion to 35% rather than 50%. Instead of informal interview, there should be a formal one in order to determine the actual strengths and weaknesses of the workers. In addition to this, a psychometric test should be included in the hiring process.The aptitude test must relate to the industry rather than making it a general one so that the desired candidates get screened out.
LO2 Evaluate the effectiveness of the key elements of Human Resource Management in an organisation
a. Create a person specification for the role of “Receptionist”
The job description helps the organisation in creating a job application that attracts the suitable and qualified candidates for the job. Company can revise the job description time to time in order to meet the job duties and requirements.
· Candidate must be graduate.
· Graduation with distinction in any stream.
· Minimum of one year experience as a receptionist.
· Communication with strangers and clientseither face-to-face or on the telephone
Skills and knowledge
· Telephonic skills
· Verbal communication
· Time management
· MS office skills
· Customer focus
· Listening skills
· Handles emergency
· Supply management
· Contributes to efforts of the team.
· Good time management skills in order to schedules appointments and meetings.
· MS office skills in order to analyse the data and data management using MS excel.
· Top-notch informal and formal communication skills
· Soft spoken on telephonic conversation.
· Admiring personality
· Full of confidence
· Self- analysing
· Attractive body language and physique
b. Provide a rationale for a suitable medium for placing the advertisement.
Job advertisement is a either electronic or print notification given by the organisation which is intending to hire people to carry out specific task for them. Employers do the advertisement for job to request the job application from the targeted audiences. “Say it with Chocolate” firm should make use of a suitable and economical viable method to place an advertisement. As given in the case study, the company is one of the fastest growing organisations (Bratton and Gold, 2017). Therefore, choosing a suitable platform can help the firm in providing it the most talented candidates. A few of such platforms are discussed below in this section:
Newspaper: It is the widely used platform across the world. Company can target a particular strata of the society via posting the job notification in the newspaper. Most of the job seekers keep looking into the newspaper daily in order to get a suitable job based on their qualification and experience.
Social Media Platforms:In today’s time, social media is emerging out as the tools for marketing and talent acquisition by the organisation. All they need to do is post an ad regarding the recruitment on some widely followed pages. This can be either paid or unpaid promotion.
Online Job Websites: This is the cost-effective methods and most of the companies are making use of this platform for recruitment process. The candidates create their accounts by filling up their qualification details. They are later on contacted by the recruiter either via mail or phone call.
c. Discuss the advantages and disadvantages of the previous methods of advertising jobs in the organization
As given in the case study, the organisation earlier was hiring through internal sources. No doubt that this method may work efficiently for some jobs and roles but it is always to look outside the box. There are some advantages of internal source of recruitments and disadvantages as well. These are discussed below:
- It brings down the cost of hiring for the organisation
- Internal recruitment provide the organisation with a genuine and productive employee.
- It makes the attractive recruiter brand.
- It can lead to conflicts among the colleagues regarding the hiring of their referenced candidates
- Git limits the choices available for the organisation
- Expectations usually remain unmatched.
d. Produce a minimum of 6 questions which could be asked in the interview for the Receptionist, which would help to improve the selection decision-making process.
- Explain different responsibilities and roles of a receptionist.
- What could be the best skill set for a receptionist?
- Mention what are the common challenges a receptionist has to face?
- What are the things that make the receptionist’s role meaningful?
- What are the software you are most familiar with?
- How will you handle annoyed and stubborn visitors or client?
LO3 Analyse internal and external factors that affect Human Resource Management decision-making, including employment legislation
a. Evaluate the benefits to both the organisation and employees of apprenticeship and graduate training schemes.
Training and apprenticeships are beneficial for both the aspirant and the company. Microsoft has launched the training and apprenticeship scheme in order to raise the workforce’s skills and generate a reasonable payoff in the economic growth. It is benefitting Microsoft as it gains financially. Instead of paying thousands of dollars to the graduates, the company can offer the apprenticeship to the scholars and train them on their cost. This saves a lot of organisations’ fund. Microsoft train the aspirants in accordance with the need of the organisation, thereby allowing them to hone the skill of the candidate accordingly (Woessmann, 2017).
For the employees, the apprenticeship is useful as they can study and get trained at the same time. It helps them to decide their career and assist them in advancing their professional skills. These schemes open the doors for the opportunities for the employees and make them skilled individuals.
b. What developmental opportunities are available to staff once they are in a permanent job role?
At Microsoft, nearly 85% of interns are offered permanent job and about 80% of them except the offer. There are various opportunities that Microsoft offers to its permanent employees. The first one is that company supports the employee in pursuing their passion and will assist in building employee’s career around it. Other perk is that Microsoft assists employees in mapping their own future. The managers and senior employees at Microsoft help their juniors in figuring out the career goals and make them achieve their future endeavours. Company offers a wide range of tools that aid employees in discovering the best jobs that best suits them and support them to take their career on a higher level.Every candidate seek the permanent job role rather than working on some temporary post. Microsoft aims at providing the permanent employees a higher job satisfaction and enjoy being safe. There are many benefits associated with permanent jobs The employee enjoys the long service leave entitlement.The employer is responsible for all government directed regulations, such as health and safety, work cover insurance, etc.Getting a loan from the bank is easier as getting the income proof is easier.Getting into a permanent job often leads to the building up the confidence and self-esteem. For Microsoft, the permanent employees can be more effective and useful in accomplishing the company’s goals and objectives and creating certain transferable skills that help the organisation in the long run.
c. Explain the benefits of the approach Microsoft has taken in respect of flexible working practices
Microsoft has always been advocating the remote working. Therefore, it is offering the flexible working schedules to its employees. It is a win-win situation for both the employer and employee. The management clearly understands that each and every employee’s preference of how, when, and where they want to work. However, company also understands the downsides of flexible working hours. Therefore, it offers a right mix of opportunities. It works on the concept of “enough privacy and enough teamwork” (Crandon, 2018).The employee experiences many benefits of having a working schedule which is flexible. The employee can fulfil the family needs and responsibilities along with some personal obligations. Employees will learn to create their own schedule by themselves. This helps in minimising employee burnout caused by overloading. Employee can take break in between the working hours and can rejuvenate himself. The organisation tried to bring in technology in order to help itself andemployees as well so as to promote the culture of remote working. Office 365 was developed by Microsoft in order to provide employees a facility to stay connected and creative while working remotely. Employees can make video calls, chat, and share information through it(Crandon, 2018).
For Microsoft, having a flexible working schedule helps in increasing the employee’s morale. This would increase the productivity, engagement, and commitment towards the firm. This also reduces the absenteeism and turnover of the highly valued staff. But, this can affect the team-oriented departments as their functioning may get affected.
d. Explain how Microsoft motivates its workers through its job design and systems of reward
Microsoft is an outstanding organisation that makes use of intrinsic and extrinsic reward approaches to motivate employees. By job design and systems of rewards, the focus is on directing the employees towards achieving the organisational goals, raise the standards of efficiency, and creating a healthy competing environment. To avoid the job boredom, the management has introduced the job rotation that shifts workers from one job to another. This helps them to develop multi-disciplinary skills (Sullivan, 2018). Microsoft provides the most advance equipment and machinery to the employees that transforms the job completely. The reward system is based on the task-based work system. This ensures that every employee is given equal opportunities. This helps the management in comparing the actual performance of the employees with one another. Microsoft utilises the merit pay systems in which extra incentives are given to employee as a reward.
LO4 Apply Human Resource Management practices in a work-related context
a. What is meant by the term employee engagement?
Employee engagement is the widely discussed topic in the business world. It is meant by the emotional connection and commitment that a worker shows in accomplishing the organisational goals. Such kind of employee actually care about their work and organisation. Money is not the driving force for them but they try to seek satisfaction in their job. In many research studies, it has been found that engaged worker gives better business outcomes. Such organisations have higher sales and customer satisfaction.
b. Why is employee engagement an integral strategy of employee relations?
Employee engagement is important for the organisation or it can be said that it is vital for the firm. Employees who are engaged are highly productive and perform at their best abilities. It helps the organisation in making the marketing a cakewalk. Such employees are always willing to help the organisation whenever it is needed from them as they worship their work. These employees work for a longer period with the organisation and are less likely to quit. They help in fostering a good employee engagement culture and boosting the employee retention.
c. Key approaches to engaging workers
Engagement of employees is essential part to employee relations to maintain the relations with employees for long term in future. Coordination with all members of the organisation develops the potentiality to achieve the objectives of company. Increased productivity of the company indicates that employees are more effective towards the work and activities. The key approaches of the employee engagement are:
Listening: It must be clearly addressed that employer is listening the views, opinion and suggestions of employees. It increases the engagement towards the activities and functions.
Share ideas and practices: Opportunities are provided to employees to present their views and opinion for best work (Alfes, et. al., 2013).
Employee voice: It facilitates that employees have right to raise the issues and presents feedback about the work.
Understand preferences and styles of individual: It is the duty of employer that he must understand about the learning preferences and styles to be followed by the employees. The online training and collaborative learning is provided to employees.
The above key methods and approaches are beneficial to increase the communication of employees with lower and higher level department at the workplace. These methods enhance the confidence, productivity, motivation and morale of employees to complete the work in full dedication. The employee relations are increased with maintenance of cooperation and coordination with every connected person of the organisation. The decision of HRM related to staffing, recruitment, remuneration, training etc makes a positive impact and creates effect on the relations with employees. The skilled and experienced employees are recruited for the better resources in organisation to growth and development (Alfes, et. al., 2013).
d. Main pieces of employment legislation in the UK
The legislation of employees is developed to protect the rights of staff and employees at employment level. Several acts are established in the countries which are followed in the HRM practices some are here mentioned:
Equality Act 2010: As per the provisions of the Act it is stated that all employees are treated equally at the time of hiring and providing training and development to employees. The skilled employees are appointed free from any discrimination.
Health and safety at Wok Act 1974: The Act provides that better facilities are provided to employees in health, welfare and safety protection. The safety tools, equipment and guidelines are used and followed by employees for effectiveness (Banker, et. al., 2013).
Working time regulations Act 1998: Microsoft develops the time schedules and work shifts for the engagement of employees at workplace. It is important for the HRM to measure the time shifts and remunerations in the company.
Legislation is mandatorily followed by all employees of different department to achieve the common objectives and aims of the organisation. The job profile of every individual related to the techniques, space, machinery, products, information etc that is essential to give the benefits of human resource management in the company. As per the given case study of Say it with Chocolate and Microsoft it is important to engage the better participation of employees with more comfort ability. The success of organisation is a based on the employee’s productivity and output that directly impacts on the work (Banker, et. al., 2013).
In this report the term “Human Resource Management” was thoroughly discussed in context of some given organisation. In this report, the purpose and duties of HRM in finding the best talent for the organisation in order to complete the business goals were discussed. The strength and weakness to processes of recruitment was talked about along with the assessment of how functions of HRM can lead to talent acquisition. In the second part, the benefits of having an HRM department in context of employees and employer were elaborated and explained. Along with it, different methods used in HRM practices were evaluated. In the later section, analysis of internal and external factors affecting the HRM was done. In addition to this, the applicability of principles of HRM in an organisation was illustrated briefly.
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