1.4 managing people Flashcards
1
Q
Why is staffing important to a business
A
ensures the right people are in the right roles with the right support and with opportunities to succeed
2
Q
How are staff assets to businesses
A
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
3
Q
How are staff costs to a business
A
Staff have to be paid for their work
Staffing costs are often one of the largest costs a business has
4
Q
What is the impact of national minimum wage on staffing costs
A
Businesses that employ workers on a wage will face higher labour costs
Businesses employing workers on a salary basis are less affected
5
Q
What is flexible working
A
The development of a culture where workers are equipped to do different roles
6
Q
What are the 4 ways to develop a flexible workforce
A
Multi skilling
part time and temporary
Flexible hours and home working
outsourcing
7
Q
What is multi skilling
A
Process of training workers to fulfil multiple job roles
8
Q
Advantages of multi skilling
A
Utilise their workforce more efficiently. = lower labour costs and increased productivity
Improve patient outcomes in healthcare industries
9
Q
Disadvantages of multi skilling
A
May require significant investment in training and development
Not appropriate for all job roles. Especially ones with a high level of expertise
10
Q
What is someone who works part time
A
Only works a couple days a week
11
Q
What is someone who works temporarily
A
Only shows up when the business needs them
12
Q
What are the advantages of part time and temporary working
A
Flexible working arrangements helps to attract and retain talent
productivity may increase as staff can work during their most productive hours
13
Q
What are the disadvantages of part time and temporary working
A
Can create challenges such as communication and collaboration. Especially if staff are remote
monitoring and managing flexible workers can be difficult
14
Q
What is outsourcing
A
When a business process is contracted to another company
15
Q
What are the advantages of outsourcing
A
Allow businesses to access specialised skills
May reduce labour costs
16
Q
Disadvantages of outsourcing
A
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
17
Q
What are flexible hours
A
They allow the employees yo schedule working hours around their individual needs
18
Q
What is home working
A
Employees use tools such as email, messaging, teams and zoom to carry out work remotely
19
Q
What are the advantages of home working for the business
A
Smaller or fewer premises, reducing costs
high quality workers attracted from a wide area
Workers may be more productive if they work in isolation
20
Q
What are the disadvantages of home working for the business
A
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
21
Q
What are the advantages of home working for the employee
A
Commuting costs are eliminated
stress is reduced
some flexibility
22
Q
What are the disadvantages of home working for the employee
A
May feel isolated from colleagues
household costs such as electricity may increase
division between work and home life may be difficult to manage
23
Q
What is a dismissal
A
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
24
Q
What is redundancy
A
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
25
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
26
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
27
What is recruitment
Process of attracting and identifying potential candidates who are suitable for a particular role
28
What is selection
Process of choosing the best candidate
29
What are the 5 steps of the recruitment and selection process
Define
Source
Advertise
Receive applications
Selection
30
What is the define step
The specific job role including the job description and specification
31
What is the source step
Identify if applicants will be recruited internally or externally
32
What is the advertise step
Use the most cost effective methods to reach potential candidates
33
What is the receive applications step
Collate CV's and cover letters. Make a shortlist to interview
34
What is the selection step
Businesses must decide the most appropriate method which will allow them to identify the best candidate
35
What is a job specification?
It outlines the qualifications, skills, experience and personal qualities the business requires from a candidate for a specific job
36
What is a job description
It outlines the duties, responsibilities and requirements of a particular job
37
What is internal recruitment
The process of hiring employees from within the business
38
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
39
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
40
What is external recruitment
The process of hiring employees from the outside of the organisation
41
What is an advantage of external recruitment
Higher number of suitable applicants
Brings new freash ideas, experiences and perspectives
42
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
43
What are recruitment costs
The expenses incurred in the process of hiring new employees e.g. advertising , recruiting and interviewing candidates
44
What are training costs
The expenses incurred in the process of providing training to new or existing employees.
45
What are selection costs
Expenses incurred in the process of selecting the candidate
e.g. background checks and visa costs
46
What are the three types of training
Induction training
on the job training
Off the job training
47
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
48
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
49
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
50
What is on the job training
Training that takes place whilst employees are working in their job roles
51
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
52
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
53
What is off the job training
Type of training that takes place outside the workforce
54
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
55
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
56
What is meant by the term Hierarchy
The levels of authority within an organisation
describes ranking of positions from top to bottom
57
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
58
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
59
What is a centralised structure
Decision making authority is concentrated at the top of the organisation
senior management making most of the decisions
60
What is a decentralised structure
Decision making authority is distributed throughout the organisation
lower level employees have more decision making power
flexibility and innovation
61
What are the three different organisational structured
Tall
Flat
Matrix
62
What is a tall organisational structure
Characterised by multiple levels of management and more centralised decision making
long chain of command
63
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
64
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
65
What is a flat organisational structure
Fewer levels of management and a more decentralised decision making process
short chain of command
66
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
67
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
68
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
69
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
70
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
71
What is motivation
Refers to the inner desire or willingness that propels a person to take action and achieve a specific goal or outcome
72
What are the two types of motivation
Intrinsic
extrinsic
73
What is intrinsic motivation
Coming from within a person e.g.. values and beliefs
74
What is extrinsic motivation
Coming from external factors e.g. rewards or punishments
75
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
76
What is a turnover rate?
The number of staff leaving over a given period of time in relation to the workforce as a whole
77
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
78
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
79
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
80
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
81
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
82
What is the fourth step of Taylors scientific
management method
provide performance related incentives
e.g. bonuses or piece rate
83
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
84
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
85
What does Mayo's Human relations theory focus on
The importance of social factors in the workplace
such as communication, motivation and job satisfaction
86
What does Mayo believe about his theories
Improving productivity and job satisfaction lies in understanding and improving the relationships between workers, supervisors and management
87
How do businesses use Mayo's approach
Empowering employees in decision making
team building activities
Feedback and recognition
Positive work environment
employee development programmes
88
Advantages of Mayos theory
Improved job satisfaction
Increased productivity
Better communication
stronger teams and teamwork
89
Disadvantages of Mayos theory
Time consuming, building relationships requires time and effort
Lack of control, workers have more decisions
Potential for conflicts
90
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
91
What are the 5 layers of Maslows hierachy of needs
Self actualisation
Esteem
Love/Belonging
Safety
Physiological
92
What are physiological needs
Businesses can provide necessities for their employees such as water and food
93
What are safety needs?
Job security, fair pay and safe working conditions for employees
94
What are love and belonging needs
Business can encourage teamwork and generate a sense of community within the workplace
95
What are esteem needs
Recognition for employees accomplishments and positive work culture
96
What are self actualisation needs
Offering opportunities for employees to pursue their passions and interests
97
Advantages to maslows hierarchy of needs
Higher employee satisfaction ---> increased productivity and lower turnover
Increased motivation
Increased employee motivation
98
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
99
What does Herzbergs two factor theory suggest
There are two types of factors that affect employee motivation and job satisfaction
100
What are the two factors in herzbergs theory
hygiene factors
Motivators
101
What are hygiene factors
these are things that don't necessarily lead to job satisfaction but their absence would cause dissatisfaction, therefore decreasing motivation
102
What are motivators
Elements that lead to job satisfaction and motivation
103
What does an improvment in motivator factors lead to
Increased job satisfaction
104
What does an improvement in hygiene factors lead to
Decreases job dissatisfaction
105
What are financial incentives
Rewards or payments given to employees in return for their labour or improved performance
106
What is Piece rate?
Where employees are paid according to the number of units they produce
107
What is commission
A percentage of sales rev paid to workers who sell the products or services
108
What are bonuses
Additional payments given to staff as a reward for achieving specific goals, completing projects on time or exceeding performance expectations
109
What is profit sharing
Portion of the firms profits are distributed among staff
110
What is performance related pay
Staff are paid based on their performance
111
What are non financial incentives
Rewards or motivators not directly related to money
112
What is delegation
Transferring responsibility from a manager to their staff
113
What is a consultation
Seeking the input of staff on decisions that affect their work
114
What is team working
Opportunities for staff to work collaboratively
share ideas and expertise
115
What is flexible working
Adjust hours
better work life balance
work from hoome/hybrid
116
What is job enrichment
Adding more challenging or meaningful tasks to a job
Staff feel more motivated and engaged
117
What is job rotation
Moving staff between different roles in the business
new challenges and experiences for staff increasing motivation
118
What is job enlargement
Expanding staffs job duties to add additional responsibilities
a variety of tasks can increase motivation and job satisfaction
119
Define leadership
Having a vision and being able to share that vision with others and provide direction
120
Define management
The day to day organisation of the business e.g. resources and staffing
121
What are 5 characteristics of a leader?
Focus on goals
Encourage
Take risks
Motivate
Inspire trust
122
What are 5 characteristics of a manager
Focus on tasks
Tell it
Minimise risks
Go with the flow
approve
123
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
124
What is meant by vision vs execution (leadership vs management)
leaders focus on creating a vision
managers focus on executing a plan
125
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
126
What is meant by people vs processes (leadership vs management)
Leaders focus on people and their needs
managers focus on processes and structures
127
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
128
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
129
What is an autocratic leadership style
Leader has complete control over decision making with little or no input from others
130
What is a paternalistic leadership style
Leader takes on a parental role. They will often make decisions with the best interest of their staff
131
What is a laissez-faire leadership style
The leader takes a hands off approach and allows the team to manage their own work
132
What is a democratic leadership style
Leader involves their team in the decision-making process
133
