B - Lesson 7 Personnel Management Flashcards
is defined as an administrative specialization that focuses on hiring and developing employees to become more valuable to the company.
Personnel management
It is sometimes considered to be a sub category of human resources that only focuses on administration.
Personnel management
concentrates on certain administrative human resource categories.
Managing personnel
It includes job analyses, strategic personnel planning, performance appraisals and benefit coordination.
Managing personnel
It also involves recruitment, screening and new employee orientation and training
Managing personnel
Lastly, it involves wages, dispute resolution and other record keeping duties.
Managing personnel
is the organizational function that manages all issues related to the people in an organization.
Human resource management
That includes but is not limited to compensation, recruitment and hirin g, performance management, organization development, safety, wellness, benefits, employee motivation, communication, policy administration, and training.
Human resource management
is also a strategic and comprehensive approach to managing people and the workplace culture and environment.
Human resource management
Done well, it enables employees to contribute effectively and productively to the overall company direction and the accomplishment of the organization’s goals and objectives.
Human resource management
provide the knowledge, necessary tools, training, administrative services, coaching, legal and management advice, and talent management oversight that the rest of the organization needs for successful operation.
department members
Conducting job analyses
HUMAN RESOURCE MANAGEMENT
Planning labor needs and recruiting job candidates
HUMAN RESOURCE MANAGEMENT
Selecting job candidates
HUMAN RESOURCE MANAGEMENT
Orienting and training new employees
HUMAN RESOURCE MANAGEMENT
Managing wages and salaries
HUMAN RESOURCE MANAGEMENT
Providing incentives and benefits
HUMAN RESOURCE MANAGEMENT
Appraising performance
HUMAN RESOURCE MANAGEMENT
Communicating (interview, counseling, disciplining)
HUMAN RESOURCE MANAGEMENT
Training and develop ment
HUMAN RESOURCE MANAGEMENT
Building employee commitment
HUMAN RESOURCE MANAGEMENT
Why is HRM important? You do not want to:
Hire the wrong person for the job
Experience high turnover
Find your people not doing their best
Waste time with useless interviews
Have your company taken to court because of discriminatory actions
Have your company cited under occupational safety laws for unsafe practices
Allow lack of training to undermine your department’s effectiveness
are offered by companies for their employees.
Personnel program
may include counseling programs or help with college tuition
Personnel program
When the possible scenario is pre-planned it is a lot faster and more effective for a company to address the situation, when there is guidelines for ‘how are we about to manage this’.
Personnel management action plan
Naturally, some situation (like a natural disaster) might not be pre-meditable, but there should be a rule-set of values to guide such situations.
Personnel management action plan
One of the main contents is the overall view, the five-year plan etc. how to maintain certain amount of people in the house and how to keep them educated while business is running.
Personnel management action plan
Written statements of an organization’s goals and objectives concerning matters that effect the people in the organization
Personnel policy
It is a plan of action
Personnel policy
A statement of the intentions of the management to a general course of action
Personnel policy
general guide to action; it does not state the detailed process by which it has to be implemented. This is the role of procedures
policy
1)be specific or general in its institution
2)deal with one or many, aspect of a problem
3)place limits within which action is to be taken
4)specify the steps in making decision
policy
Types of policies
▪ IMPLIED POLICY
▪ EXPRESSED POLICY
It is the policy neither written nor expressed verbally have usually developed over time and follow a precedent
IMPLIED POLICY
these are specified verbally or in writing
EXPRESSED POLICY
Policies are often classified by subject such as
sales, production, purchasing, human resources or finance
they may be referred to as general or departmental policy, depending on the scope of activities to which they apply
Policies
Characteristics of personnel policies
▪ Specific
▪ Consistency
▪ Permanency
▪ Flexible
▪ With Purpose
▪ Recognize individual differences
▪ Be formulated with regards for the interest of all parties, i.e. employer,employee (individual/ groups) public and clients.
▪ Confirm to the government regulations
▪ Be forward looking and forward planning for continuing development
▪ Helps to give employees a sense of security and individual worth.
Advantages of personnel policies
▪ Gives the employees pride and loyalty to the organization for which they work.
Advantages of personnel policies
▪ Employees tend to give good service and identify themselves with the goals of the organization.
Advantages of personnel policies
▪ As guide to action, save a great deal of time of the administrator.
Advantages of personnel policies
▪ A clearly written policy saves the time of the employee as well.
Advantages of personnel policies
▪ Every organization should have a complete set of well developed personnel policies before it begins to function.
Procedure of personnel policies
▪ Every organization should review its policies, in order to determine what they are and how they can be improved to meet the present and future needs.
Procedure of personnel policies
▪ A policy committee is formulated
Procedure of personnel policies
The committee includes
▪ Personnel manager
▪ Head of various departments
▪ Various supervisory personnel
gather all written personnel policies already existing, to this new policies will be added
Procedure of personnel policies
▪ During committee’s study regarding policies, they should be sensitive to the ideas of the employees
Procedure of personnel policies
▪ Their opinion should be obtained, which they think would improve the service
Procedure of personnel policies
▪ After studying the problem and their possible solutions, committee will submit the report to the administrator or the board of directors and giving final approval is their responsibility
Procedure of personnel policies
▪ After studying the problem and their possible solutions, committee will submit the report to the administrator or the board of directors and giving final approval is their responsibility
Procedure of personnel policies
Some personnel policies
▪ Remuneration policy
▪ Insurance benefits
▪ Pension plans
▪ Medical insurance
▪ Recruitment policy
– a good personnel policy on salaries informs the employee of her salary at the outset, when she can expect a raise and on what basis(merit or length of service) and if any premiums are paid for overtime, night duty etc.
Remuneration policy
Sources of labor
Recruiting and Labor Markets
The process of generating a pool of qualified applicants for organizational jobs
Recruiting
▪ The external supply pool from which organizations attract their employees
Labor Markets
creates competition for employees, raising labor costs.
Low unemployment
results the availability of more applicants and more qualified applicants.
High unemployment
▪ All individuals who are available for selection if all possible recruitment strategies are used.
Labor Force Population
▪ A subset of the labor force that is available for selection using a particular recruiting approach.
Applicant Population
▪ All persons who are actually evaluated for selection
Applicant Pool
Recruiting Decisions
▪ Recruiting method
▪ Recruiting message
▪ Applicant qualifications required
▪ Administrative procedures
▪ Advertising medium chosen, including use of employment agencies
▪ Recruiting method
▪ What is said about the job and how it is said
▪ Recruiting message
▪ Education level and amount of experience necessary, for example
▪ Applicant qualifications required
▪ When recruiting is done, applicant follow-up, and use of previous applicant files
▪ Administrative procedures
Internal Recruiting
▪ Organizational Databases
▪ Job Posting
▪ Promotions and Transfers
▪ Profiles containing background and KSA information on current employees that allow for key word searches to locate suitable candidates for open positions and career development.
Organizational Databases
▪ A system in which the employer provides notices of job openings and employees respond by applying.
Job Posting
▪ Upward and lateral movements of employees
Promotions and Transfers
Employee-Focused Recruiting
▪ Current-Employee Referrals
▪ Re-recruiting of Former Employees and Applicants
▪ A reliable source composed of acquaintances, friends, and family members of employees that are recommended by current employees.
Current-Employee Referrals
▪ Can violate EEO regulations if it is the sole source of applicants.
Current-Employee Referrals
▪ Individuals who have left for other jobs might be willing to return.
Re-recruiting of Former Employees and Applicants
Internet Recruiting
▪ Advantages
▪ Recruiting cost savings
▪ Recruiting time savings
▪ Expanded pool of applicants
▪ Morale building for current employees
Internet Recruiting
▪ Disadvantages
▪ More unqualified applicants
▪ Additional work for HR staff members
▪ Many applicants are not seriously seeking employment
▪ Access limited or unavailable to some applicants
General Recruiting Process Metrics
▪ Yield ratios
▪ Selection rate
▪ Acceptance Rate
▪ Success Base Rate
▪ A comparison of the number of applicants at one stage of the recruiting process to the number at the next stage.
Yield ratios
▪ The percentage hired from a given group of candidates.
Selection rate
▪ The percent of applicants hired divided by total number of applicants.
Acceptance Rate
▪ Comparing the percentage rate of past applicants who were good employees to that of current employees.
Success Base Rate
3 Groups of Motivational Theories
Internal
Process
External
- the process of arousing and sustaining goal-directed behavior
Motivation
▪ Suggest that variables within the individual give rise to motivation and behavior
Internal
▪ Example: Maslow’s hierarchy of needs theory
Internal
▪ Emphasize the nature of the interaction between the individual and the environment
Process
▪ Example: Expectancy theory
Process
▪ Focus on environmental elements to explain behavior
External
▪ Example: Two-factor theory
External
Early Philosophers of Motivational Theories
Max Weber
Sigmund Freud
Adam Smith
Frederick Taylor
—work contributes to salvation; Protestant work ethic
Max Weber
—delve into the unconscious mind to better understand a person’s motives and needs
Sigmund Freud
— enlightened self interest; that which is in the best interest and benefit to the individual and to other people
Adam Smith
— founder of scientific management; emphasized cooperation between management and labor to enlarge company profits
Frederick Taylor
One of the most popular needs theories is Abraham Maslow’s hierarchy of needs theory.
Maslow’s Hierarchy of Needs Theory
Maslow proposed that motivation is the result of a person’s attempt at fulfilling five basic needs:
physiological, safety, social, esteem and self-actualization
are those needs required for human survival such as air, food, water, shelter, clothing and sleep
Physiological needs
As a manager, you can account for the (?)of your employees by providing comfortable working conditions, reasonable work hours and the necessary breaks to use the bathroom and eat and/or drink.
physiological needs
include those needs that provide a person with a sense of security and wellbeing.
Safety needs
Personal security, financial security, good health and protection from accidents, harm and their adverse effects are all included in [?].
safety needs
As a manager, you can account for the safety needs[?] of your employees by providing safe working conditions, secure compensation (such as a salary) a especially important in a bad economy.
safety needs
[?], also called love and belonging, refer to the need to feel a sense of belonging and acceptance.
Social needs
[?] are important to humans so that they do not feel alone, isolated and depressed.
Social needs
Friendships, family and intimacy all work to fulfill [?].
social needs
As a manager, you can account for the [?] of your employees by making sure each of your employees know one another, encouraging cooperative teamwork, being an accessibl balance.
social needs
refer to the need for selfesteem and respect, with self-respect being slightly more important than gaining respect and admiration from others.
Esteem needs
As a manager, you can account for the [?] of your employees by offering praise and recognition when the employee does well, and offering promotions and additional responsibility to reflect your belief that they are a valued employee
esteem needs
describe a person’s need to reach his or her full potential
Selfactualization needs
The need to become what one is capable of is something that is highly personal.
Self-actualization needs
While I might have the need to be a good parent, you might have the need to hold an executivelevel position within your organization.
Self-actualization needs
Because this need is individualized, as a manager, you can account for this need by providing challenging work, inviting employees to participate in decision and autonomy in their jobs.
Self-actualization needs
– making and giving them flexibility a set of assumptions of how to manage individuals motivated by higher order needs
Theory Y
a set of assumptions of how to manage individuals motivated by lower order needs
Theory X
Naturally indolent
McGregor’s Assumptions About People Based on Theory X
Lack ambition, dislike responsibility, and prefer to be led
McGregor’s Assumptions About People Based on Theory X
Inherently selfcentered and indifferent to organizational needs
McGregor’s Assumptions About People Based on Theory X
Naturally resistant to change
McGregor’s Assumptions About People Based on Theory X
Gullible, not bright, ready dupes
McGregor’s Assumptions About People Based on Theory X
Experiences in organizations result in passive and resistant behaviors; they are not inherent
McGregor’s Assumptions About People Based on Theory Y
Motivation, development potential, capacity for assuming responsibility, readiness to direct behavior toward organizational goals are present in people
McGregor’s Assumptions About People Based on Theory Y
Management’s task — arrange conditions and operational methods so people can achieve their own goals by directing efforts to organizational goals
McGregor’s Assumptions About People Based on Theory Y
McClelland’s Need Theory
Need for Achievement
Need for Power
Need for Affiliation
a manifest (easily perceived) need that concerns individuals’ issues of excellence, competition, challenging goals, persistence, and overcoming difficulties
Need for Achievement
a manifest (easily perceived) need that concerns an individual’s need to make an impact on others, influence others, change people difference in life
Need for Power
or events, and make a a manifest (easily perceived) need that concerns an individual’s need to establish and maintain warm, close, intimate relationships with other people
Need for Affiliation
Herzberg’s Two-factor Theory
Hygiene Factor
work condition related to dissatisfaction caused by discomfort or pain
Hygiene Factor
maintenance factor
Hygiene Factor
contributes to employee’s feeling not dissatisfied
Hygiene Factor
contributes to absence of complaints
Hygiene Factor
work condition related to the satisfaction of the nee psychological growth
Motivation Factor
job enrichment
Motivation Factor
leads to superior performance & effort
Motivation Factor
TwoFactor Theory of Motivation
Hygiene and Motivational Factor
Hygiene factors are those job factors which are essential for existence of motivation at workplace.
Hygiene factors
These do not lead to positive satisfaction for long if these factors are absent / if these factors are nonexistant at workplaceterm.
Hygiene factors
But , then they lead to dissatisfaction.
Hygiene factors
In other words, hygiene factors are those factors which when adequate/reasonable in a job, pacify the employees and do not make them dissatisfied.
Hygiene factors
These factors are extrinsic to work. Hygiene factors are also called as dissatisfiers or maintenance factors as they are required to avoid dissatisfaction. These factors describe the job environment/scenario. The hygiene factors symbolized the physiological needs which the individuals wanted and expected to be fulfilled.
Hygiene factors
Hygiene factors include:
✓ Pay
✓ Company Policies and administrative policies
✓ Fringe benefits
✓ Physical Working conditions
✓ Status
✓ Interpersonal relations
✓ Job Security
- The pay or salary structure should be appropriate and reasonable. It must be equal and competitive to those in the same industry in the same domain.
✓ Pay
- The company policies should not be too rigid. They should be fair and clear. It should include flexible working hours, dress code, breaks, vacation, etc.
✓ Company Policies and administrative policies
- The employees should be offered health care plans (mediclaim), benefits for the family members, employee help programmes, etc.
✓ Fringe benefits
- The working conditions should be safe, clean and hygienic. The work equipments should be updated and well-maintained.
✓ Physical Working conditions
- The employees’ status within the organization should be familiar and retained
✓ Status
- The relationship of the employees with his peers, superiors and subordinates should be appropriate and acceptable. There should be no conflict or humiliation element present.
✓ Interpersonal relations
- The organization must provide job security to the employees.
✓ Job Security
According to Herzberg, the hygiene factors cannot be regarded as motivators.
Motivational factors
The motivational factors yield positive satisfaction.
Motivational factors
These factors are inherent to work.
Motivational factors
These factors motivate the employees for a superior performance.
Motivational factors
These factors are called satisfiers.
Motivational factors
These are factors involved in performing the job.
Motivational factors
Employees find these factors intrinsically rewarding.
Motivational factors
The motivators symbolized the psychological needs that were perceived as an additional benefit.
Motivational factors
Motivational factors include:
✓ Recognition
✓ Growth and promotional opportunities
✓ Responsibility
✓ Meaningfulness of the work
- The employees should be praised and recognized for their accomplishments by the managers.
Recognition
- The employees must have a sense of achievement. This depends on the job. There must be a fruit of some sort in the job.
Sense of achievement
- There must be growth and advancement opportunities in an organization to motivate the employees to perform well.
Growth and promotional opportunities
- The employees must hold themselves responsible for the work. The managers should give them ownership of the work. They should minimize control but retain accountability.
Responsibility
- The work itself should be meaningful, interesting and challenging for the employee to perform and to get motivated.
Meaningfulness of the work
- the situation in which a person perceives he or she is receiving less than he or she is giving, or is giving less than he or she is receiving
Inequity
Strategies for Resolution of Inequity
▪ Alter the person’s outcomes
▪ Alter the person’s inputs
▪ Alter the comparison other’s outputs
▪ Alter the comparison other’s inputs
▪ Change who is used as a comparison other
▪ Rationalize the inequity
▪ Leave the organizational situation
New Perspectives on Equity Theory
- Equity sensitive
- Benevolent
Expectancy Theory of Motivation: Key Constructs
Valence
Expectancy
Instrumentality
- value or importance placed on a particular reward
Valence
- belief that effort leads to performance
Expectancy
- belief that performance is related to rewards
Instrumentality
3 Causes of Motivational Problems
▪ Belief that effort will not result in performance
▪ Belief that performance will not result in rewards
▪ The value a person places on, or the preference a person has for, certain rewards
- the measure of a person’s cognitive moral development
Moral Maturity
Personnel selection process
- Personnel Needs Assessment
- Recruitment and Selection
- Orientation
- Human Resource Management
- Corrective Action and Employee discipline
- Separation & Termination
Process of locating and attracting qualified job applicants
Recruitment and Selection
Sources of labor market: ➢ Preliminary screening: interview
▪ Structured; unstructured; stress
▪ Single or panel/team
Human Resource Management
a. Staffing & Scheduling
b. Wage Administration
c. Performance Monitoring & Appraisal
c. Performance Appraisal
d. Training Requirements
- matching people with jobs that meet the goals and structure of the organization
Staffing
matching people on a day-to day basis in relation to the workload
Staffing & Scheduling
▪ Wage determination (comparison, ranking..)
Wage Administration
▪ Regulations:
➢ Labor provisions
➢ Benefits & Incentives
Formal communication system to assess and provide feedback to employees about job performance expectations.
Performance Monitoring & Appraisal
▪ Person expected to perform the job
Performance Appraisal
▪ Standards and criteria (expected & measure)
Performance Appraisal
▪ Measurement instrument
Performance Appraisal
▪ A competent assessor
Performance Appraisal
▪ A feedback mechanism (conference)- corrective action & plan for the future.
Performance Appraisal
➢ Professional growth & development
Training Requirements
➢ Includes training assessment
▪ Suggestions; I/EPT; Accreditation
Training Requirements
➢ Educational Sources
▪ Formal college course
▪ Intensive trainings
Training Requirements
Fairness: thorough investigations
Corrective Action and Employee discipline
❑ Employee awareness & Troubleshooting
❑ Warning
❑ Suspension
❑ Dismissal
Corrective Action and Employee discipline
❑ Voluntary
❑ Involuntary
Separation & Termination
❖ Exit interview
Involuntary
a collection of individuals gathered together to perform a specific function for the benefit of the whole organization.
Workgroup
Synergism, effectiveness & teamwork
Work Group Behavior
❑ shared values & commitment
❑ success of the group
❑ status of the group
❑ level of participation
Workgroup Functional Factors: Emergent behavior
❑ Lack of self and group esteem
❑ poor physical working conditions
❑ dictatorial management
❑ members with divergent and conflicting norms
❑ Disagreements
Workgroup Dysfunctional Factors:
➢ Labor Union is the representative of the employees to the management
UNIONISM
➢ To provide security
UNIONISMMANAGEMENT OF GROUPS
➢ Maintenance of pay levels and safe working conditions
UNIONISM
➢ Ensure fairness in personnel practices
UNIONISM
❑ Leadership strategies
❑ Structural techniques
MANAGEMENT OF GROUPS
▪ Sees to it that the members are continually motivated to acquire new skills
MANAGING HUMAN RESOURCE: PEOPLE MANAGEMENT BY VALUES
▪ Has at its core the values that underlie its vision
MANAGING HUMAN RESOURCE: PEOPLE MANAGEMENT BY VALUES
▪ Strategies are implemented in line with their goals and objectives
MANAGING HUMAN RESOURCE: PEOPLE MANAGEMENT BY VALUES
▪ Employees take focused actions to support the achievement of the strategic vision and maintain critical processes
MANAGING HUMAN RESOURCE: PEOPLE MANAGEMENT BY VALUES
▪ Interaction with the customer environment generates new solutions.
MANAGING HUMAN RESOURCE: PEOPLE MANAGEMENT BY VALUES
▪ Has members who are clear about objectives for which they stand
The new culture demands that the organization
▪ Has members whose values include life-giving values such as, human dignity, creativity and cooperation
The new culture demands that the organization
▪ Has a management system consistent with these values
The new culture demands that the organization
▪ Has leaders who possess the skills to model these values, setting a living example for employees and earning their commitment
The new culture demands that the organization
▪ Adapts to the changing environment
The new culture demands that the organization
▪ Is a creative force in the world society
The new culture demands that the organization
▪ Has a depth of human, structural, and consumer capital
The new culture demands that the organization
▪ Has members who are specialized and who have committed their life work to the organization
The new culture demands that the organization
▪ Functions through policies that encourage alignment, cooperation and agile creativity
The new culture demands that the organization
▪ Makes the employees feel that the organization is responsive to the customer and is contributing to society through their work
The new culture demands that the organization
is a management function concerned with hiring, motivating, and maintaining workforce in an organization
Human Resource Management
deals with issues related to employees such as hiring, training, development, compensation, motivation, communication, and administration
Human resource management
ensures satisfaction of employees and maximum contribution of employees to the achievement of organizational objectives
Human resource management
is a state-of-mind, filled with energy and enthusiasm, which drives a person to work in a certain way to achieve desired goals
Motivation
is a force which pushes a person to work with high level of commitment and focus even if things are against him
Motivation
translates into a certain kind of human behaviour
Motivation
It is important to ensure that every team member in an organization is [?].
motivated
Various psychologists have studied [?] and have formalized their findings in the form various motivation theories.
human behaviour
These [?] provide great understanding on how people behave and what motivates them.
motivation theories
