2.5 - Making human resource decisions

Question 1

2.5.1 - What is an organisational chart?

Answer 1

A diagram which shows the internal structure of an organisation.

Question 2

2.5.1 - What is a span of control?

Answer 2

The number of people who report directly to another worker in an organisation.

Question 3

2.5.1 - What is a chain of command?

Answer 3

The path down which orders are passed.

In a company, this goes from the board of directors down to other workers in the organisation.

Question 4

2.5.1 - Why is it beneficial to have a structure in a business?

Answer 4

• All businesses have to organise what they do
• A clear structure makes it easier to see which part of the business does what, and who has which job role
• Makes communication easier across the company
• Employees should find it easier to be aware of their roles and responsibilities

Question 5

2.5.1 - What is delegation?

Answer 5

• Delegation is where a task is given to a subordinate (lower) employee in the hierarchy
• Good managers are good at delegating tasks to the right employees
• A task that has been delegated may have a deadline so managers can see if the task has been completed on time

Question 6

2.5.1 - What is a hierarchical structure?

Answer 6

• Tall and thin structure
• Small span of control and long chain of command
• Lots of layers with few people on each layer

Question 7

2.5.1 - What are the benefits and limitations of a hierarchical structure?

Answer 7

PROS:

• Lots of layers in the hierarchy means lots of opportunities for promotion (motivation)
• Supervisors normally have a small span of control so they can get to know their subordinates really well
• Knowing subordinates means they can delegate the right tasks and make sure their team is well trained

​CONS:

• Lots of layers and a long chain of command can mean that the business is very inflexible
• It can also mean that communications within the organisation are slow
• This is expensive as there are more managers and supervisors

Question 8

2.5.1 - What is a flat structure?

Answer 8

• Short and fat
• Wide span of control and and short chain of command
• Few layers with lots of people on each

Question 9

2.5.1 - What are the benefits and limitations of a flat structure?

Answer 9

PROS:

• ​Fewer layers of hierarchy between the bottom and the top of the organisation may mean that communication is fast
• Lots of delegation means that staff are given greater responsibility, which might mean more opportunities to use their abilities

CONS:

• Staff can be overstretched or overworked in a flat structure as there is less supervision, this can cause stress and demotivation
• Can create a power struggle if the manager is rarely around as subordinates jostle for roles and responsibilities
• Wide span of control means managers have too many staff to manage and may lose touch with them and delegate poorly

Question 10

2.5.1 - Through what means can people in a business communicate?

Answer 10

• E-mail
• Telephone
• Fax
• Text
• Messenger
• Twitter
• Written document

(Many more but just use common sense)

Question 11

2.5.1 - What are the pros and of a centralised structure?

Answer 11

A centralised structure is when all of the decision making is controlled by a few people (or even one person)

PROS:

• Quicker decision making
• Easier to co-ordinate
• Economies of scale
• Easier to implement policies

CONS:

• Customer service experiences inflexibility
• Lack of manager motivation

Question 12

2.5.1 - What are the pros and of a decentralised structure?

Answer 12

A decentralised structure is one where decision making is spread throughout most if not all employees

PROS:

• Flexible decisions with situational understanding
• Improves customer service
• Good way of training juniors
• Should improve motivation

CONS:

• Decisions aren’t ‘strategic’ (long-term beneficial or rational)
• Consistency is hard to achieve
• No strong leadership in crisis
• Hard to have tight financial control

Question 13

2.5.1 - Why is communication important for a business?

Answer 13

• Motivates employees
• Easier to control and coordinate business activity
• Makes successful decision making easier

Question 14

2.5.1 - What are the problems with insufficient communication?

Answer 14

• If communication skills are poor, employees lack enthusiasm in doing their work
• Poor business communication skills will also demotivate the employees
• They are provided with unclear instructions on projects, leading to confusion and boredom

Question 15

2.5.1 - What are the problems with excessive communication?

Answer 15

• Can lead to workers not getting to important information
• Can be confusing and stressful leading to demotivating workers
• May put off potential employees and reduce retainment

Question 16

2.5.1 - What are some barriers to effective communication?

Answer 16

• Overload: Too much information reduces chance of important information getting through
• Structural layers: Too many structural layers can mean that messages get altered as they travel up/down
• Inconsistency: Conflicting messages can lead to confusion of what decision to make

Question 17

2.5.1 - What are the three ways you could work (in terms of time)

Answer 17

• Full time: Working the whole working week
• Part time: Working a fraction of the working week
• Flexi-hours: Spreading out a certain amount of time at work as you please

Question 18

2.5.1 - What are the three types of ways to work (in terms of contracts)?

Answer 18

• Permanent: With a contract to work for the foreseeable future
• Temporary: With no permanent contract
• Freelance: Workers who tend to be self employed and do particular pieces of work for a business as a supplier.

Question 19

2.5.1 - How has technology affected ways of working?

Answer 19

It has allowed for better efficiency in working and communication It also allows people to work form home

Question 20

2.5.1 - What are the pros and cons of remote work (work from home)?

Answer 20

PROS:

• Fit a business round a family, gives a good work-life balance
• The owner can work hours that suit their lifestyle
• No commute, so reduction in costs of travelling
• No expensive premises to pay for, so a reduction in fixed costs
• Less stress from travelling and tension with colleagues

CONS:

• No socialisation with other workers, so business owner may not have anyone to bounce ideas off
• Work is all around the business person so they may find it hard to switch off
• The business owner may find that they work more hours than a regular job as they don’t keep track of the time that they work
• Needs lots of self discipline to avoid distractions
• Too easy to be lazy and not work

Question 21

2.5.2 - What are the directors of a business?

Answer 21

• A board of Directors in a business makes strategic decisions
• Directors have a responsibility to run a business so that it is successful for all its stakeholders, not just shareholders
• Sometimes they must take difficult decisions, when times are hard, to withhold a dividend or to pay a low one, because using a small profit for this may cause long-term problems for the business

Question 22

2.5.2 - What are the senior managers of a business?

Answer 22

• Senior managers are at the top level of the business
• They deal with tactical day to day decisions for the business
• These are often appointed by the board of directors to help the business meet its objectives

Question 23

2.5.2 - What are the supervisors/team leaders of a business?

Answer 23

• Person in the first-line management who monitors and regulates employees in their performance of assigned or delegated tasks
• Supervisors are usually authorised to do the disciplining, rewarding and other associated activities regarding the employees in their departments
• Supervisor will be in charge of all the employees on shift

Question 24

2.5.2 - What are the operational staff of a business?

Answer 24

• These are the staff that take care of the day to day tasks of running the business
• These staff are not involved in the strategy or management of the business

Question 25

2.5.2 - What are the support staff of a business?

Answer 25

* Support staff are there to carry out a specific role which helps the business to run or the organisation to function * In a school support staff may be: teaching and classroom assistants; learning support assistants; learning mentors etc.

Question 26

2.5.2 - What documents are involved in recruitment?

Answer 26

* Person specification * Job specification * Job description * Application form * CV

Question 27

2.5.2 - What is a person specification?

Answer 27

This is a wish list of qualities that the business would like the new member of staff to have This outlines the: * Personal qualities * Qualifications * Work * Experience * Skills

Question 28

2.5.2 - What is job description?

Answer 28

* As part of the recruitment process the business will also write a job description. * This describes the duties and responsibilities of the role. * It also describes what the new employee would do on a day-to-day basis

Question 29

2.5.2 - What is an application form?

Answer 29

* When the business has written the person specification and the job description they will advertise the job. * Those applicants who wish to apply may be asked to fill in an application form * This may be the application form of the company or a SAF (Standard application form).

Question 30

2.5.2 - What is a CV?

Answer 30

(Curriculum Vitae) * A business may also ask applicants to send in their CVs so they can be attached to their application forms. * A CV is a summary of the applicants working life to date. * Some businesses now ask for video CVs

Question 31

2.5.2 - What are the benefits of internal recruitment?

Answer 31

* Internal candidates favoured as their t**rack record and skills are already known** * Internal candidates are already **loyal to the business and can be more productive quickly** as they don’t have to be inducted * Internal candidates will **already fit with company culture,** no expense of a new person not fitting in, leaving and having to be replaced – therefore less risky and cost effective to recruit * **Less expensive** – no cost of advertising

Question 32

2.5.2 - Why may some businesses use external recruitment?

Answer 32

* Internal candidates may not have skills set required for a new position – as these might not be able to be trained in. * Vacancy may have to be advertised externally if there is no-one suitable already working in the business

Question 33

2.5.2 - What is the difference between internal and external recruitment?

Answer 33

Internal recruitment is taking someone who is already wronging in the business to a new position while external recruitment is hiring a completely new employee

Question 34

2.5.3 - What is formal training?

Answer 34

* Trainer sets the objectives * Usually away from the job but can be on the premises * Outside experts brought in * Expensive, cost of the trainer * Strict learning schedule * May offer a certificate at the end

Question 35

2.5.3 - What is informal training?

Answer 35

* Learner sets the objectives * Training takes place on the job * Quick training by other members of staff * Cheap, no cost except some loss of productivity while training is taking place

Question 36

2.5.3 - What is self learning and why is it beneficial?

Answer 36

* Self-learning means studying without a teacher, classroom or formal setting. * In a business context this means staff may carry out an online course to improve their skills (e.g. on computer) * This can be beneficial as it is cheap and won't cost too much productivity

Question 37

2.5.3 - What is ongoing training and why is it beneficial?

Answer 37

Regular staff training is important to keep up with a dynamic business environment, benefits to the business: * Keep up with industry changes * Keep up with new technology S * tay ahead of competitors * Identifies staff weaknesses * Increases job satisfaction levels

Question 38

2.5.3 - What are performance reviews and why are they needed?

Answer 38

* This is a discussion between the employee and their supervisor about the job. * This should be formal and documented * This recognises high performing employees and is an opportunity for the employee to get feedback on how they are doing at work * It motivates employees to work harder as they know they are being reviewed

Question 39

2.5.3 - What is the link between training, motivation and retention?

Answer 39

* Employees being trained makes them feel more valued. * This makes them more motivated and therefore more likely to continue working for the business

Question 40

2.5.3 - Why is re-training often needed?

Answer 40

* New technology in the business will mean that staff will need to be retrained to use the new technology * As soon as they are trained then productivity will rise * Older staff may be resistant to change and may need more persuasion to train on the new equipment

Question 41

2.5.4 - Why is motivation important in the workplace?

Answer 41

* **Attracts employees**: Meaning you have a larger recruitment and can easily find who you want to work for you * **Retains employees**: Meaning your better workers will be staying and doing work for you * **Increases productivity**: Meaning more money is able to be made

Question 42

2.5.4 - What are financial methods of motivating employess?

Answer 42

* Remuneration * Bonus * Commission * Promotion * Fringe benefits

Question 43

2.5.4 - What are non-financial methods of motivation?

Answer 43

* Job rotation * Job enrichment * Autonomy

Question 44

2.5.4 - What is a remuneration?

Answer 44

* Remuneration means money given to an employee in return for work or service. * This may be employee’s wages, or salary or pay. * To motivate some employees a business may decide to pay them more, to give them a “pay rise”

Question 45

2.5.4 - What is a bonus?

Answer 45

Extra money earned on top of salary for different situational reasons

Question 46

2.5.4 - What is a commission?

Answer 46

* Employee receives a reward for every sale made. (e.g. 10% of every sale they make). * Some jobs are advertised with “OTE” which means on target earnings and gives the employee an idea of how much commission they can earn.

Question 47

2.5.4 - What is job promotion?

Answer 47

* It is important for a business to promote their staff. * This keeps employees motivated as their earnings will go up with the new job. * If a business promotes from within staff will remain more loyal to the business.

Question 48

2.5.4 - What are fringe benefits?

Answer 48

* Also known as ‘perks’ * Items an employee receives in addition to their normal wage or salary (e.g. company car, private health insurance, free meals) * Often increases loyalty to company as these benefits are not always taxed or are taxed at a reduced rate * More likely to recruit best people to company

Question 49

2.5.4 - What is job rotation and what are the advantages and disadvantages?

Answer 49

Employees are rotated between different jobs [wooaah no way] **PROS**: * Relieves boredom * Easy to find an employee to cover for an absent colleague * More motivated due to wider range of skills **CONS**: * Training costs are high * Fall in output due to less specialisation * Could be simply a greater number of boring tasks with less social benefits due to constant changing of groups

Question 50

2.5.4 - What is job enrichment and what are the advantages and disadvantages?

Answer 50

Employees are given redesigned jobs that have more challenge and responsibility **PROS**: * Develops unused skills and challenges employees * Allows employees to contribute to decision making process Increased feelings of achievement **CONS**: * Some employees may feel under pressure not simply challenged * Costly * Benefits only when thinking long term as employees have to be trained * Not all jobs can be enriched (e.g. bin men [aww man that's just rubbish])

Question 51

2.5.4 - What is autonomy and what are the advantages and disadvantages?

Answer 51

Autonomy means allowing employees to make their own decisions **PROS**: * Employees feel more ownership of their own work and so are more motivated * Employees able to use their own thinking skills to complete their work at their pace **CONS**: * Some employees may become unhappy as they need more direction in their work and want recognition from their boss * Some employees may want to make more decisions than they are entitled to.