Organization Flashcards
What is the structure of the HR function?
Structure of the HR Function encompasses the people, processes and activities involved in the delivery of HR-related services that create and drive organizational effectiveness.
Key Concepts
⊲ Approaches to HR function/service models
⊲ Examples include centralized; decentralized; global resources
⊲ Approaches to HR structural models
⊲ Examples include center of excellence; shared services; business partners; matrix
⊲ Elements of the HR function
⊲ Examples include recruiting; talent management; compensation; benefits
⊲ HR staff roles, responsibilities and functions
⊲ Examples include generalists; specialists; HR business partners
⊲ Outsourcing of HR functions
⊲ Examples include recruiting; benefits administration; payroll; legal; contract management; investigations
⊲ HR-function metrics
⊲ Examples include HR staff per full-time employee; customer satisfaction; key performance indicators (KPIs);
balanced scorecard
PROFICIENCY INDICATORS FOR ALL HR PROFESSIONALS
⊲ Adapts work style to fit the organization’s HR service model to ensure timely and consistent delivery of services to stakeholders.
⊲ Seeks feedback from stakeholders to identify opportunities to improve HR function.
⊲ Acts as HR point-of-service contact for key stakeholders within a division or group.
⊲ Consults with all levels of leadership and management on HR issues.
⊲ Coordinates with other HR functions to ensure timely and consistent delivery of services to stakeholders.
⊲ Ensures that outsourced and/or automated HR functions are integrated with other HR activities.
⊲ Analyzes and interprets key performance indicators (KPIs) to understand the effectiveness of the HR function.
⊲ Works collaboratively with departments outside of HR to deliver and support HR-related functions (such as working with IT to implement an HR information system).
FOR ADVANCED HR PROFESSIONALS
⊲ Designs, implements and adjusts the HR service model for the organization to ensure efficient and effective delivery of services to stakeholders.
⊲ Creates long-term goals and implements changes that address feedback from stakeholders identifying opportunities for HR function improvements.
⊲ Ensures that all elements of the HR function are aligned and integrated, and that they provide timely and consistent
delivery of services to stakeholders.
⊲ Identifies opportunities to improve HR operations by outsourcing work or implementing technologies that automate HR functions.
⊲ Designs and oversees programs to collect, analyze and interpret HR function metrics to evaluate the effectiveness of HR activities in supporting organizational success.
What is organizational effectiveness & development?
Organizational Effectiveness & Development concerns the overall structure and functionality of the organization, and involves measurement of long- and short-term effectiveness and growth of people and processes and implementation of necessary organizational change initiatives.
Key Concepts
⊲ Group dynamics
⊲ Examples include intergroup and intragroup; group formation; identity; cohesion; structure; influence on
behavior; conflict; forming, storming, norming and performing
⊲ Organizational design structures and approaches
⊲ Examples include customer; functional; geographic; matrix; program
⊲ Organizational analysis
⊲ Examples include performance analysis; McKinsey 7S model
PROFICIENCY INDICATORS FOR ALL HR PROFESSIONALS
⊲ Ensures that key documents and systems (examples include job postings, job descriptions, performance management systems) accurately reflect workforce activities.
⊲ Supports change initiatives to increase the effectiveness of HR systems and processes.
⊲ Identifies areas in the organization’s structures, processes and procedures that need change.
⊲ Recommends methods to eliminate barriers to organizational effectiveness and development.
⊲ Collects and analyzes data on organizational performance and the value of HR initiatives to the organization.
FOR ADVANCED HR PROFESSIONALS
⊲ Aligns HR’s strategy and activities with the organization’s mission, vision, values and strategy.
⊲ Regularly monitors results against performance standards and goals in support of the organization’s strategy.
⊲ Establishes measurable goals and objectives to create a culture of accountability, continuous experimentation and improvement.
⊲ Consults on, plans and designs organizational structures that align with the effective delivery of activities in support of the organization’s strategy.
⊲ Assesses organizational needs to identify critical competencies for operational effectiveness.
⊲ Designs and oversees change initiatives to increase the effectiveness of HR systems and processes.
⊲ Ensures that HR initiatives demonstrate measurable value to the organization.
What are the phases of team development?
Forming - formation of the team
Storming - people start to push against the established boundaries. Conflict or friction can also arise between team members as their true characters – and their preferred ways of working – surface and clash with other people’s.
Norming - Gradually, the team moves into the norming stage. People start to resolve their differences, appreciate one another’s strengths, and respect your authority as a leader.
Performing - Now your team is in flow and performing to its full potential. With hard work and structured processes, the team is likely to achieve its goals efficiently.
What is the McKinsey 7S model?
A tool that analyzes a company’s “organizational design.”
- Structure: Structure is the way in which a company is organized – the chain of command and accountability relationships that form its organizational chart.
- Strategy: Strategy refers to a well-curated business plan that allows the company to formulate a plan of action to achieve a sustainable competitive advantage, reinforced by the company’s mission and values.
- Systems: Systems entail the business and technical infrastructure of the company that establishes workflows and the chain of decision-making.
- Skills: Skills form the capabilities and competencies of a company that enables its employees to achieve its objectives.
- Style: The attitude of senior employees in a company establishes a code of conduct through their ways of interactions and symbolic decision-making, which forms the management style of its leaders.
- Staff: Staff involves talent management and all human resources related to company decisions, such as training, recruiting, and rewards systems
- Shared Values: The mission, objectives, and values form the foundation of every organization and play an important role in aligning all key elements to maintain an effective organizational design.
What is workforce management?
Workforce Management refers to HR practices and initiatives that allow the organization to meet its talent needs and close critical gaps in competencies.
Key Concepts:
⊲ Workforce planning approaches, techniques and analyses
⊲ Examples include forecasting; build, buy, borrow and bridge strategies; attrition; gap and solution; supply and demand; workforce profile; upskilling and reskilling employees; redesigning jobs; robotics; identifying high-potential employees; identifying high-performance employees
⊲ Best practices and techniques for knowledge management, retention and transfer
⊲ Examples include benchmarking; thought leadership
⊲ Techniques for organizational gap analysis
⊲ Examples include examination of HR records; interviews; focus groups; surveys; exit interviews; digital skills assessments
⊲ Nontraditional staffing methods
⊲ Examples include gig workers; remote workers; seasonal workers; contract workers; interns
⊲ Succession planning programs and techniques
⊲ Examples include mentorship; cross-training; 9-box grid
⊲ Approaches to restructuring and downsizing
⊲ Examples include mergers and acquisitions; reductions in force; layoffs; furloughs
PROFICIENCY INDICATORS FOR ALL HR PROFESSIONALS
⊲ Assesses the competencies needed to support and grow the organization, and identifies gaps and misalignment of
staffing levels.
⊲ Implements approaches to ensure that appropriate workforce staffing levels and competencies exist to meet the organization’s goals and objectives.
⊲ Forecasts future workforce needs, and plans strategies to develop workforce competencies that support the
organization’s goals and objectives.
⊲ Administers and supports approaches to ensure the organization’s long-term leadership needs are met.
⊲ Supports strategies for restructuring the organization’s workforce.
⊲ Provides employees with continuous learning opportunities, including opportunities for upskilling
and reskilling.
FOR ADVANCED HR PROFESSIONALS
⊲ Evaluates how the organization’s strategy and goals align with future and current staffing levels and workforce competencies.
⊲ Develops strategies to maintain a robust workforce that has the talent to carry out the organization’s current
and future strategy and goals.
⊲ Coordinates with business leaders to create strategies that address the organization’s long-term leadership needs.
⊲ Develops strategies for restructuring the organization’s workforce.
What are build, buy, borrow and bridge strategies?
- Build – Invest in learning and development to grow your talent pipeline
- Buy – Go to the external market to find the best talent that cannot be built in-house in the timeframe required
- Borrow – Cultivate communities of talent, including part-time, freelance, contract and temporary workers to complement existing skills
- Bridge – Help people move on and move up to new roles inside or outside the organisation
What is upskilling and reskilling employees?
Upskilling is the process of learning new skills or of teaching workers new skills.
Reskilling is the process of learning new skills so you can do a different job, or of training people to do a different job
What is 9-box grid?
The 9 box grid is an employee assessment tool that divides and plots employees across 9 key data points. Most commonly used in succession planning as a method of evaluating an organization’s current talent and identifying potential leaders.
It is a grid-based system used to evaluate employees’ performance levels and potential for growth to fit them into each of these 9 segments.
Left of grid (Y axis):
High potential
Medium potential
Low potential
Top of grid (X axis):
Under performance
Effective performance
Outstanding performance
What is employee labor & relations?
Employee & Labor Relations refers to any interactions between the organization and its employees regarding the terms and conditions of employment.
Key Concepts:
⊲ Employment rights, standards and concepts according to the International Labour Organization
⊲ Examples include labor rights; living wage and fair wage concepts; standard workday; unfair labor practices
⊲ Types and development of compliance and ethics programs
⊲ Examples include design; implementation; required postings; performance measures
⊲ Types of alternative dispute resolution (ADR) and their advantages and disadvantages
⊲ Examples include mediation; arbitration
⊲ Approaches to retaliation prevention
⊲ Examples include open-door policy; open communication; nonretaliation policy; whistleblower protection;
documentation
⊲ Techniques for workplace investigations
⊲ Examples include consistency; interview plan; summary report
⊲ Progressive disciplinary procedures and approaches
⊲ Examples include counseling; performance improvement plan; corrective action; verbal warning; demotion; termination
⊲ Techniques for grievance and complaint resolution
⊲ Examples include grievance procedure; investigation; appeal
⊲ Causes of and methods for preventing and addressing strikes, lockouts and boycotts
⊲ Examples of causes include unfair labor practices; economic grievances
⊲ Examples of methods for preventing and addressing include strike response plan; hiring temporary workers;
protection of nonstriking employees; supply chain contingency plans.
PROFICIENCY INDICATORS FOR ALL HR PROFESSIONALS
⊲ Develops and implements workplace policies, handbooks and codes of conduct.
⊲ Provides guidance to employees on the terms and implications of their employment agreement and the
organization’s policies and procedures (examples include employee handbook, code of conduct).
⊲ Advises managers on how to supervise difficult employees, handle disruptive behaviors and respond with the
appropriate level of corrective action.
⊲ Conducts investigations into employee misconduct and suggests disciplinary action when necessary.
⊲ Manages employee grievance and discipline processes.
⊲ Resolves workplace labor disputes internally.
⊲ Supports interactions and negotiations with employee representatives (examples include organized labor,
governmental, legal).
FOR ADVANCED HR PROFESSIONALS
⊲ Consults on and develops an effective organized labor strategy to achieve the organization’s desired impact on itself and its workforce.
⊲ Educates employees, managers and leaders at all levels about the organization’s labor strategy and its impact on the achievement of goals and objectives.
⊲ Educates employees at all levels about changes in the organization’s policies.
⊲ Coaches and counsels managers on how to operate within the parameters of organizational policy, labor agreements and employment agreements.
⊲ Oversees employee investigations and progressive disciplinary actions.
⊲ Manages interactions and negotiations with employee representatives (examples include organized labor,
governmental, legal).
⊲ Serves as the primary representative of the organization’s interests in activities related to organized labor
management (examples include negotiations, dispute resolution).
What are the 5 different types of alternative dispute resolutions (ADR)?
Alternative dispute resolution (ADR)
an umbrella term for a variety of methods to resolve disputes out of court.
Arbitration
an ad judicatory process in which a neutral third party imposes a final, binding decision to resolve a dispute.
Mediation
an informal process in which a neutral third party assists opposing parties to reach a voluntary, negotiated, non-binding resolution of a dispute; may be conducted internally or externally.
Ombudsman
a neutral third party who is designated to confidentially investigate and propose settlement of complaints brought by employees; may be an insider or outsider.
Open-door policy
a process in which employees are encouraged to discuss problems with their immediate supervisors or others in the chain of command.
Peer review
an internal process in which a panel of employees works together to resolve employment complaints.
What is technology management?
Technology Management involves the use of existing, new and emerging technologies to support the HR function, and the development and implementation of policies and procedures governing the use of technologies in the workplace.
Key Concepts:
⊲ HR software and technology
⊲ Examples include applicant tracking system (ATS); human resource information system (HRIS); learning
management system; performance management system; big data analytics software; collaboration software;
blockchain; artificial intelligence; machine learning
⊲ Data and information management
⊲ Examples include data integrity; confidentiality; security; disclosure; backups; cloud-based software;
cybersecurity; data retention
⊲ Approaches to electronic self-service for HR and people management functions
⊲ Examples include scheduling; time-keeping; contact information updates; benefits enrollment
⊲ Standards and policies for technology use
⊲ Examples include bring-your-own-device policy; offsite network access policy; websites; computers for personal activity; Internet messaging; corporate and personal e-mail
⊲ Social media management
⊲ Examples include internal social media platforms; social media policy; branding
PROFICIENCY INDICATORS FOR ALL HR PROFESSIONALS
⊲ Implements and uses technology solutions that support or facilitate delivery of effective HR services and storage of critical candidate and employee data.
⊲ Implements technology that integrates with and complements other enterprise information systems, software and
technology.
⊲ Develops and implements organizational standards and policies for maintaining confidentiality of candidate and employee data, and limiting access as appropriate.
⊲ Uses technologies in a manner that protects workforce data.
⊲ Provides guidance to stakeholders on effective standards and policies for use of technologies in the workplace.
⊲ Coordinates and manages vendors implementing HR technology solutions.
⊲ Uses technologies to collect, access and analyze data and information to understand business challenges and
recommend evidence-based solutions.
FOR ADVANCED HR PROFESSIONALS
⊲ Evaluates, advocates for, implements and retires technology solutions to achieve HR’s strategic direction, vision and goals.
⊲ Evaluates and selects vendors to provide HR technology solutions.
⊲ Designs and implements technology systems that optimize and integrate HR functional areas.
⊲ Develops and implements technology-driven self-service approaches that enable managers and employees to
perform self-service and people management functions.
⊲ Assesses and implements automation technologies that augment human talent.
⊲ Collaborates with business leaders to define the role of digitalization in the overall business, new products or
services, new markets, and growth strategy.
What is blockchain?
Blockchain is a method of recording information that makes it impossible or difficult for the system to be changed, hacked, or manipulated
What is machine learning?
Machine learning is a branch of artificial intelligence (AI) and computer science which focuses on the use of data and algorithms to imitate the way that humans learn, gradually improving its accuracy.
What is Collective bargaining?
- Process is to Come to a mutual decision or conclusion to benefit the business and the employee group
- Who is involved: members of management and members of the union
What are the 3 stages of Collective bargaining?
- Identification: both groups identifying what they need, what’s most important (in terms of compensation, time off, benefits, working conditions). Also sets a timeline of when they will come to an agreement (or not) and be able to walk away
- Negotiation
- Contract administration: you’ve come to an agreement and sign the CBA
What at the 3 parts to a collective bargaining agreement?
- Mandatory: topics required to be in CBA as outlined by NLRB (grievance procedures, benefits, perks)
- Permissive: things that do not have to be included (outlining employee board of directors for union, general things about how union committee communicates with employees)
- Legal: things that are not allowed (like closed shops
Once agreement is reached, typically the general counsel reviews
What is a Jurisdictional strike?
A strike that is an concerted refusal to work, undertaken by a union. This strike asserts union members right to protest the assignment of Union or of union work of organized workers to a specific work/job responsibilities.
What is a shared services model?
Used in organizations with multiple business units, or divisions. Each division doesn’t need to have its own expertise in every area, such as compensation and benefits. They select what they need from a menu of shared services that are typically transactional that the divisions agree will be shared.
The most common functions assigned for consolidations are healthcare, retirement, and compensation.
4 favorable outcomes of this approach:
1. Reduced administrative time by staff on tasks.
2. A reduction in administrative costs.
3. A consolidation of redundant functions
4. Better tracking of employee data.
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Works best in organizations with multiple business units because each business unit can supplement its resources by selecting administrative services from a menu of options available in the shared services group.
What is the Delphi technique?
Here a facilitator distributes a questionnaire to experts, and responses are summarized (anonymously) and circulated among the experts for comments. Used to achieve consensus of experts and believed to receive unbiased data, ensuring that no one person will have undue influence on the outcome.
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A survey-based framework for estimating the likelihood and outcomes of future events.
A forecasting process framework based on results of multiple rounds of questionnaires sent to a panel of experts.
A judgmental forecasts that involves a coordinator that solicits feedback from participants located in different locations. The participants never meet face to face.
What are the 3 types of support HR provides during strategic planning and implementation?
Advice: Advising line management on workforce matters including policies and laws, providing solutions and procedural steps, offering assistance and guidance on employee issues, diagnosing problems or gathering facts, and providing resources.
Service: Maintaining records, hiring, training, answering, and clarifying information within a broad customer base, including management, employees, legal and regulatory agencies, applicants, retirees, families of employees, and vendors.
Control: An authoritative role involved in consistency of policy application, evaluation of employee performance, corrective action, and designing or implementation of employee programs.
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David Ulrich describes what 4 corresponding roles for HR to play within a business?
- As a strategic partner working to align he and business strategy.
- As an administrative expert working to improve organizational processes and deliver basic HR services.
- As an employee champion, listening and responding to employees’ needs
- As a change agent managing change processes to increase the effectiveness of the organization.
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What are 3 organizational structures for expansion into international and new locations?
- Functional structure: This type groups all workers within a function under the management of a chief executive for each function. Chief sales and marketing officer, chief administrative support officer, chief human resource officer, and chief financial officer are just examples.
- Divisional structure: This aligns workers according to product, market, or region. An international expansion can sometimes result in an “Asian division” or a “Customer Product division.”
- Matrix structure: This requires 2 reporting lines, one to the divisional manager and one to the functional manager.
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What is equity?
Equity is the difference between income and liabilities in a for-profit organization. In a nonprofit organization it is called net assets.
A balance sheet also shows the amount of equity owned by investors in the organization.
What are the 4 basic approaches to budgeting?
- Zero-based: A method of budgeting in which all expenses must be justified for each new period. The process of zero-based budgeting starts from a zero base, and every function within an organization is analyzed for its needs and costs.
- Incremental: A budget prepared using a previous period’s budget or actual performance as a basis, with incremental amounts added for the new budget period. It encourages “spending up to the budget” to ensure a reasonable allocation in the next period. It leads to a “spend it or lose it” mentality.
- Formula: Budgeting based on some predetermined formula.
- Activity-based as a method of budgeting is based on an activity framework, using cost driver data in the budget setting and variance feedback purposes.
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What is an example of how HR professionals participate in budgeting?
A strategic plan objective that creates a new incentive bonus plan for customer service representatives. HR will project how those additional earnings will impact 401K matching contributions.
What are the 7 types of organizational structures?
- Departmental: where tasks are divided into separate duties grouping people and jobs together. The purpose is so that work can be coordinated. It can be functional in nature, divisional, or matrix.
- Chain of command: an employee typically reports to one manager in an up-down format, with a clear line of decisions and authority. Becoming less recognized in organizations today because more and more organizations are pushing decision-making downward matrix lines, which causes the line of authority to look more lateral.
- Span of control: refers to the number of individuals who report to a single supervisor. It’s hierarchically in nature through a chain of command. For example, there is an executive at the top, then managers, then supervisors, and then direct reports, much like a pyramid. In organizations where many workers are skilled and required little supervision, they may report to one supervisor; this would be considered a flat organization.
- Work specialization: first associated with the assembly line. It is where tasks are divided into specific jobs and workers are considered skilled labor. It may offer a more efficient manner of productivity, yet on the other hand, it can lead to worker boredom. Today organizations using this structure will typically rotate job functions on a regular basis, training the workers in skills that add variety to their tasks.
- Formalized (nothing listed in book)
- Centralized or decentralized: Centralizing pulls decision-making authority to a central level of management, such as headquarters. Decentralizing is pushing the authority level and decisions out to units, such as regional divisions.
Example:
Decentralized structures - corporate headquarters will create policy and develop programs; rollout and application are then carried out by the HR staff in the regional divisions.
Centralized - HR headquarters would make the policy and coordinate the rollout activities or administration functions. - Matrix: create a dual chain of command, rather than singular chain of command. Example would be having 2 managers, with neither having superior role over the other in the reporting relationship.
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What are the 3 key principles that guide organizational structure?
- Decision-making authority
- Layers of hierarchy
- Formalization
What is RACI matrix?
RACI Matrix is used by organizations to better define the roles and responsibilities of each member in an organization.
There should be only one person RESPONSIBLE for a work assignment.
ACCOUNTABLE means an individual is designated to oversee the completion of the assigned tasks.
CONSULTED means there are appropriate subject-matter experts when necessary.
INFORMED are those who gave an interest in the task being performed. It could be a manager who oversees the given task or someone who cannot begin the next task until this one is completed.
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What is a functional structure?
Departments are defined by the services they contribute to the organization in a functional structure. In this type of structure, all of the operations employees report to a single function.
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What is a product structure?
With an organization that has a product structure, the functional departments are grouped under major product divisions.
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What is a geographic structure?
Similar to a product structure with the exception that the geographic regions, not products, define the organizational chart. Each region has its own complete set of functions such as finance, manufacturing, marketing and so on.
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What is a hybrid structure?
all the elements of the functional, product, and geographic structures are combined. Because some locations in an organization are not equipped to handle all functional activities such as manufacturing, a hybrid structure is used.
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What is PEST?
Political environment
Economic factors
Social factors
Technology
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What HR processes are involved in the implementation and creation of the organization’s strategy?
Performance management
Job design
Organizational design
Communications
Knowledge management
HRIS selection, implementation, and integration
Strategic planning
Hiring
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What HR processes are involved in creating and folllwing strategy to source, recruit, hire, develop, manage and retain talent?
Creating staffing plans
Attracting qualified talent
Selecting the best talent
Offering interviewing assistance to manamgment
Onboarding and assimilating new hires into the organization
Developing and delivering programs for training, total rewards, employee engagement, communications, and so on
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What HR processes are involved in collecting data and analyzing it for specific organizational needs?
— Capturing and tracking data to be analyzed
— Identifying trends in the workforce and the external environment that affect the organization
— Identifying best practices and processes that would be helpful to the organization and its strategy
What HR processes are involved in daily HR operations?
The processing of data, information, record keeping, and requests, typically using an HRIS and applicant tracking system
Responding to employee and internal or outside requests
What are Centers of Excellence (COE)?
A team, a shared facility, or an entity that provides leadership, best practices, research, support, or training for a focus area. An independent unit that provides services to internal customers within the organization
May be located wherever internal customers can access the function, for example, an in-house training university.
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