1.4 managing people Flashcards
Why is staffing important to a business
ensures the right people are in the right roles with the right support and with opportunities to succeed
How are staff assets to businesses
They bring knowledge, skills and expertise.
staff can increase productivity, drive innovation and enhance customer service = increased profitability
staff help build a positive reputation for the business
How are staff costs to a business
Staff have to be paid for their work
Staffing costs are often one of the largest costs a business has
What is the impact of national minimum wage on staffing costs
Businesses that employ workers on a wage will face higher labour costs
Businesses employing workers on a salary basis are less affected
What is flexible working
The development of a culture where workers are equipped to do different roles
What are the 4 ways to develop a flexible workforce
Multi skilling
part time and temporary
Flexible hours and home working
outsourcing
What is multi skilling
Process of training workers to fulfil multiple job roles
Advantages of multi skilling
Utilise their workforce more efficiently. = lower labour costs and increased productivity
Improve patient outcomes in healthcare industries
Disadvantages of multi skilling
May require significant investment in training and development
Not appropriate for all job roles. Especially ones with a high level of expertise
What is someone who works part time
Only works a couple days a week
What is someone who works temporarily
Only shows up when the business needs them
What are the advantages of part time and temporary working
Flexible working arrangements helps to attract and retain talent
productivity may increase as staff can work during their most productive hours
What are the disadvantages of part time and temporary working
Can create challenges such as communication and collaboration. Especially if staff are remote
monitoring and managing flexible workers can be difficult
What is outsourcing
When a business process is contracted to another company
What are the advantages of outsourcing
Allow businesses to access specialised skills
May reduce labour costs
Disadvantages of outsourcing
May lead to a loss of control over quality and delivery. especially if the outsource partner is based in another country
may create ethical concerns if workers are treated unfairly in the partner country
What are flexible hours
They allow the employees yo schedule working hours around their individual needs
What is home working
Employees use tools such as email, messaging, teams and zoom to carry out work remotely
What are the advantages of home working for the business
Smaller or fewer premises, reducing costs
high quality workers attracted from a wide area
Workers may be more productive if they work in isolation
What are the disadvantages of home working for the business
cost of equipping workers with technology to work remotely may be expensive
less opportunity for collaboration
careful monitoring will be required to ensure remote workers remain focused
What are the advantages of home working for the employee
Commuting costs are eliminated
stress is reduced
some flexibility
What are the disadvantages of home working for the employee
May feel isolated from colleagues
household costs such as electricity may increase
division between work and home life may be difficult to manage
What is a dismissal
Termination of employment by an employer against the will of the employee
usually due to misconduct or poor performance
may not receive compensation or notice period
What is redundancy
When the job is no longer available and the business is reducing the size of its workforce
not due to the fault of the employee
must provide notice and compensation
What is the individual approach to employer/employee relationships
Focuses on the relationship between the employee and their employer
assumes each employee is unique
the need for tailored compensation packages
employer has the power to hire, fire and set terms and conditions of the employment
What is the collective bargaining approach to employer/employee relationships
Where a group of employees negotiate with their employer for better wages, working conditions and benefits.
more bargaining power for employees as they negotiate as a collective
power struggle
business wants to maximise profits
employee wants to maximise wage
union acts as a collective voice and bargains with the employer
What is recruitment
Process of attracting and identifying potential candidates who are suitable for a particular role
What is selection
Process of choosing the best candidate
What are the 5 steps of the recruitment and selection process
Define
Source
Advertise
Receive applications
Selection
What is the define step
The specific job role including the job description and specification
What is the source step
Identify if applicants will be recruited internally or externally
What is the advertise step
Use the most cost effective methods to reach potential candidates
What is the receive applications step
Collate CV’s and cover letters. Make a shortlist to interview
What is the selection step
Businesses must decide the most appropriate method which will allow them to identify the best candidate
What is a job specification?
It outlines the qualifications, skills, experience and personal qualities the business requires from a candidate for a specific job
What is a job description
It outlines the duties, responsibilities and requirements of a particular job
What is internal recruitment
The process of hiring employees from within the business
What are the advantages of internal recruitment
Candidates are already familiar with the firms culture and processes
The business will have a good understanding of the candidate and their strengths & weaknesses
Opportunities to progress can be motivating for existing employees
Cheaper and quicker than recruiting staff externally
What are the disadvantages of internal recruitment
Can lead to conflict or resentment between successful and rejected candidates
A further vacancy is created
Limited number of suitable applicants
Missed opportunity to bring in new ideas, experience and skills into the business
What is external recruitment
The process of hiring employees from the outside of the organisation
What is an advantage of external recruitment
Higher number of suitable applicants
Brings new freash ideas, experiences and perspectives
What is a disadvantage of external recruitment
Usually more expensive than internal recruitment
Degree of uncertainty due to the business not knowing the new candidate
What are recruitment costs
The expenses incurred in the process of hiring new employees e.g. advertising , recruiting and interviewing candidates
What are training costs
The expenses incurred in the process of providing training to new or existing employees.
What are selection costs
Expenses incurred in the process of selecting the candidate
e.g. background checks and visa costs
What are the three types of training
Induction training
on the job training
Off the job training
What is induction training
Training that new employees receive when they start working for a company
It introduces them to the company, culture, policies and procedures
What are the advantages of induction training
Helps new employees understand their job roles
introduces employees to the firms culture and policies
improves employee motivation and confidence
Reduces the time it takes employees to become productive
What are the disadvantages of induction training
Time consuming and expensive
May not cover all aspects
Not always effective
May lead to employee dissatisfaction -> higher turnover rates
What is on the job training
Training that takes place whilst employees are working in their job roles
Advantages of on the job training
New skills and knowledge whilst performing their job duties
Training is tailored to the employees specific job role
Often more practical and relevant
Can be cost effective
Disadvantages of on the job training
Employees may make mistakes while learning -> productivity and quality may fall
Can be disruptive to the workplace as it requires the trainer to devote time to training the employee
May not be effective in all cases
What is off the job training
Type of training that takes place outside the workforce
What are the advantages of off the job training
Learn new skills and knowledge outside the workplace , can bring in fresh ideas and perspectives
Training can be tailored
Training can be used as a reward
can be cost effective if provided online or through webinars
What are the dis-advantages of off the job training
Can be expensive to organise, especially if travel and accommodation are required
Employees may miss work
Training may not be directly applicable
What is meant by the term Hierarchy
The levels of authority within an organisation
describes ranking of positions from top to bottom
What is meant by the term chain of command
The formal line of authority that flows from from the top management to lower level employees
identifies who reports to who
What is meant by the term span of control
Number of employees a manager can effectively manage
narrower span of control = more layers of management
Wider span of control = fewer layers of management
What is a centralised structure
Decision making authority is concentrated at the top of the organisation
senior management making most of the decisions
What is a decentralised structure
Decision making authority is distributed throughout the organisation
lower level employees have more decision making power
flexibility and innovation
What are the three different organisational structured
Tall
Flat
Matrix
What is a tall organisational structure
Characterised by multiple levels of management and more centralised decision making
long chain of command
Advantages of a tall structure
Clear hierarchy of authority
Promotes specialisation and expertise in each department
Offers opportunities for career advancement
All above lead to efficiency and motivation
Disadvantages of a tall strcuture
May create communication barriers between upper and lower levels
decision making can be slow as information needs to passed through multiple layers
all of the above reduce efficiency and motivation
What is a flat organisational structure
Fewer levels of management and a more decentralised decision making process
short chain of command
Advantages of flat structures
Culture of collaboration and open communication
Decision making can be faster and more efficient
encourages creativity and innovation
more autonomy and flexibility
all of the above increase efficiency and motivation
Disadvantages of a flat structure
Can leaf to role ambiguity and lack of clear hierarchy
may not provide clear opportunities for career advancement
employees may need to tale on multiple roles and responsibilities
all of the above reduce efficiency and motivation
What is a matrix organisational structure
Usually built around specific products or projects
combine functional areas of a business with a specialist team that operates inside the business
What are the advantages of a matrix structure
Promotes cross functional collaboration and communication
Specialisation and expertise within each area
Efficient allocation of resources and coordination of multiple projects
all of above increase efficiency and motivation
What are the disadvantages of a matrix structure
Lead to conflicts over priorities and resources
creates confusion over roles and responsibilities
Requires a high degree of communication and co ordination
All of the above reduce efficiency and motivation
What is motivation
Refers to the inner desire or willingness that propels a person to take action and achieve a specific goal or outcome
What are the two types of motivation
Intrinsic
extrinsic
What is intrinsic motivation
Coming from within a person e.g.. values and beliefs
What is extrinsic motivation
Coming from external factors e.g. rewards or punishments
What impact does motivation have on productivity
Employees are more likely to be engaged in their work and take initiative to meet or exceed their goals, causing them to be more productive and efficient
What is a turnover rate?
The number of staff leaving over a given period of time in relation to the workforce as a whole
What does Taylors scientific management theory focus on
Breaking down complex tasks into easy, simpler ones. Standardising work and providing workers with clear instructions and training to achieve maximum efficiency
How does Taylors method start
A scientific analysis of what is involved in a job and then breaks it down into parts for which employees can be trained
What is the first step of Taylors scientific
management method
study and analyse the work process
Break done complex tasks into simpler ones and identify the most efficient way to perform each task
What is the second step of Taylors scientific
management method
Standardise the work process
Creating detailed procedures and instructions for each task so that workers can follow these procedures
What is the third step of Taylors scientific
management method
Select and train the workers
Selected based on skills and abilities
Training based on technical skills and proper attitudes and behaviours
What is the fourth step of Taylors scientific
management method
provide performance related incentives
e.g. bonuses or piece rate
What are the advantages to Taylors scientific method?
Increased efficiency
Standardised procedures that everyone can follow
-> reduce errors
specialisation of labour —> greater efficiency and productivity
clear hierarchy
Improved training
What are the disadvantages to Taylors scientific method?
Overemphasis on efficiency
reduced job satisfaction and creativity
workers may disengage if worked like a machine
Potential for exploitation e.g. not compensating workers fairly
What does Mayo’s Human relations theory focus on
The importance of social factors in the workplace
such as communication, motivation and job satisfaction
What does Mayo believe about his theories
Improving productivity and job satisfaction lies in understanding and improving the relationships between workers, supervisors and management
How do businesses use Mayo’s approach
Empowering employees in decision making
team building activities
Feedback and recognition
Positive work environment
employee development programmes
Advantages of Mayos theory
Improved job satisfaction
Increased productivity
Better communication
stronger teams and teamwork
Disadvantages of Mayos theory
Time consuming, building relationships requires time and effort
Lack of control, workers have more decisions
Potential for conflicts
What is Maslow’s hierarchy of needs
A theory of human motivation that outlines five tiers of human needs that must be met for individuals to reach their full potential
What are the 5 layers of Maslows hierachy of needs
Self actualisation
Esteem
Love/Belonging
Safety
Physiological
What are physiological needs
Businesses can provide necessities for their employees such as water and food
What are safety needs?
Job security, fair pay and safe working conditions for employees
What are love and belonging needs
Business can encourage teamwork and generate a sense of community within the workplace
What are esteem needs
Recognition for employees accomplishments and positive work culture
What are self actualisation needs
Offering opportunities for employees to pursue their passions and interests
Advantages to maslows hierarchy of needs
Higher employee satisfaction —> increased productivity and lower turnover
Increased motivation
Increased employee motivation
Disadvantages to maslows hierarchy of needs
One size does not fit all- by this i mean that businesses need to tailor their approach to meet individual needs
Can be expensive e.g. offering perks such as a company car
Time consuming - requires significant time from management and HR
What does Herzbergs two factor theory suggest
There are two types of factors that affect employee motivation and job satisfaction
What are the two factors in herzbergs theory
hygiene factors
Motivators
What are hygiene factors
these are things that don’t necessarily lead to job satisfaction but their absence would cause dissatisfaction, therefore decreasing motivation
What are motivators
Elements that lead to job satisfaction and motivation
What does an improvment in motivator factors lead to
Increased job satisfaction
What does an improvement in hygiene factors lead to
Decreases job dissatisfaction
What are financial incentives
Rewards or payments given to employees in return for their labour or improved performance
What is Piece rate?
Where employees are paid according to the number of units they produce
What is commission
A percentage of sales rev paid to workers who sell the products or services
What are bonuses
Additional payments given to staff as a reward for achieving specific goals, completing projects on time or exceeding performance expectations
What is profit sharing
Portion of the firms profits are distributed among staff
What is performance related pay
Staff are paid based on their performance
What are non financial incentives
Rewards or motivators not directly related to money
What is delegation
Transferring responsibility from a manager to their staff
What is a consultation
Seeking the input of staff on decisions that affect their work
What is team working
Opportunities for staff to work collaboratively
share ideas and expertise
What is flexible working
Adjust hours
better work life balance
work from hoome/hybrid
What is job enrichment
Adding more challenging or meaningful tasks to a job
Staff feel more motivated and engaged
What is job rotation
Moving staff between different roles in the business
new challenges and experiences for staff increasing motivation
What is job enlargement
Expanding staffs job duties to add additional responsibilities
a variety of tasks can increase motivation and job satisfaction
Define leadership
Having a vision and being able to share that vision with others and provide direction
Define management
The day to day organisation of the business e.g. resources and staffing
What are 5 characteristics of a leader?
Focus on goals
Encourage
Take risks
Motivate
Inspire trust
What are 5 characteristics of a manager
Focus on tasks
Tell it
Minimise risks
Go with the flow
approve
What are the key differences between leaders and managers
Vision vs Execution
Influence vs control
People vs processes
Long term vs short term
Creativity vs efficiency
What is meant by vision vs execution (leadership vs management)
leaders focus on creating a vision
managers focus on executing a plan
What is meant by influence vs control (leadership vs management)
Leaders focus on influencing others to achieve a common goal through inspiring them
Managers focus on controlling to ensure that objectives are met
What is meant by people vs processes (leadership vs management)
Leaders focus on people and their needs
managers focus on processes and structures
What is meant by long term vs short term (leadership vs management)
Leaders focus on a long term vision
managers focus on short term goals and targets
What is meant by creativity vs efficiency (leadership vs management)
Leaders encourage creativity and innovation
Managers focus on the efficiency and productivity of its employees
What is an autocratic leadership style
Leader has complete control over decision making with little or no input from others
What is a paternalistic leadership style
Leader takes on a parental role. They will often make decisions with the best interest of their staff
What is a laissez-faire leadership style
The leader takes a hands off approach and allows the team to manage their own work
What is a democratic leadership style
Leader involves their team in the decision-making process
