PPQ People Flashcards
Describe the selection methods used to appoint new employees. (4) S 1a
Application forms
Forms are created to request relevant information from applicants.
Comparison of applicants is easier as all provide the same information.
CVs
A written summary of an applicant’s experience, educational background and any other relevant information.
Candidates are free to provide the information they feel is relevant, which may not be requested on an application form.
Interviews
A formal face-to-face meeting between an employer and an applicant.
Candidates can be compared in a pressure situation.
Allows candidates to respond to questions; they can also ask questions about the job/company.
Interviewers can compare notes to get a consensus on the best applicants.
Assessment centres
Candidates can be observed in practical situations.
Tasks can be tailored to the vacancy, eg in-tray exercise, group task, presentation, case study.
Candidates can be moved around to work with a variety of others to see how they perform with different people and personality types.
Testing
Attainment testing allows a candidate to demonstrate their skills, eg ICT, joinery skills, childcare skills.
Medical testing measures physical fitness which may be required for certain jobs, eg fire service, armed services, professional football.
Accept any other suitable response.
Google aims to attract the best available talent from outwith its current staff. Discuss the use of this method of recruitment. (5)
Advantages
Fresh, new ideas/skills are brought into the business
Wider pool of talent to choose from
There is no ‘gap’ created by promoting from within
It can avoid jealousy being created from one existing staff member being promoted over another
Disadvantages
Timely to recruit and select from such a vast pool
Induction training will have to be carried out
Production time lost
Can be costly
Staff may be de-motivated that there is no internal promotion
New employee is unknown to the organisation
Describe the benefits of workforce planning. (2) 2016 2c
Gaps in the current staffing can be identified
Strategies can be put in place in order to fill gaps in staffing
Relevant training can be given
Staffing forecasts can be carried out
Allows continuity of production
Avoid overstaffing/surplus
Save costs through the use of outsourcing and sub-contracting
Flexible working practices may be considered so that staff are available when they are needed most
Workforce planning encourages managers to prepare and plan for changes rather than simply react to them
Allows businesses to prepare for periods of significant change eg restructuring, technological change, growth etc
Discuss the benefits of the selection methods used by BT, as listed in Exhibit 3. (6) 2018
Application Forms/CV
Allows BT to compare candidates like for like as they are asked the same questions.
Can be compared to the person specification to identify if they have the adequate skills and experience for the position.
BT set the questions so can tailor the application form to its own requirements.
Candidate can decide on the CV’s content.
Telephone Interview
Opportunity to hear the applicants’ ‘phone voice’.
Less time consuming for the candidate as they don’t have to travel.
No travel expenses for the organisation.
Attainment Tests
Can measure the knowledge and skills of a candidate required for the position.
Performance of candidates can be directly compared.
Panel Interview
In-depth response can be gained from candidates as development of answers can be requested when required.
Can gauge how candidates cope under pressure.
Panel provides a more objective judgement.
Can judge more than just responses eg candidate’s communication skills, appearance, personality, etc.
Assessment Centres
Can assess candidates by observing and monitoring their performance in different scenarios eg role play, team building etc.
Assessed by specialist staff.
Describe 3 steps that Toyota may take in its workforce planning. (3) 2018
identify how many workers are needed in a capital-intensive process
analyse the skills required
analyse the current and future staff profile
identify gaps and then close them
identify current staff training needs to meet required skills
train existing staff
recruit and select new staff.
Distinguish between internal and external recruitment. (4) 2019
Internal
Recruiting existing employees.
Advertise inside the firm
Inexpensive to advertise
Can motivate employees as they have a chance to be promoted
Saves time on induction training as the employee is familiar
employee is a known quantity / less of a risk.
Routine is unlikely to change
relationships can become strained.
Draws from a narrow gene pool and may not result in the best selection
External
Recruiting new employees
advertise externally
Can be expensive to advertise
Can demotivate employees as management positions are filled with new staff
external candidates are new so will take up production time on induction training
unknown employees are hired which can be risky
brings in fresh new ideas
avoids jealously in the workplace as colleagues aren’t promoted over each other.
Draws from a vast pool which can take longer to select.
Discuss the advantages and disadvantages of the methods Police Scotland uses to select suitable candidates, as shown in Exhibit 1. (Application form, Standard Entrance Test, Interview, Vetting, Fitness & Medical Assessment, Assessment Centre) (6) 2022
Application form
asks every candidate the same questions so useful for comparing responses *
Police Scotland sets the questions so can be specific to its requirements
does not reveal the candidate’s interpersonal skills and qualities
Standard entrance test (SET)
candidates may not perform well due to nerves/stress
testing evidence claims made in the application form
can be used to quantify a candidate’s ability for comparison with others Interview
interviewers can ask specialist questions
assess how the candidate operates under pressure
can judge a candidate’s appearance, personality, communication etc
can be expensive to carry out interviews
Vetting
highlights concerns that the candidate may have omitted on their application
Fitness and medical assessment
ensures the candidate is fit enough to be able to undertake the job
qualified doctor means the test is credibly carried out
Assessment centre
candidates may not have a chance to shine due to other candidates dominant personalities
assess practical skills which are not as easily proven by other selection methods
time consuming as it takes one day to carry out this selection method
costly to run as they are labour intensive/require specialists assessors
Describe the ways Police Scotland could ensure that its recruitment and selection process complies with current legislation. (2) 2022
job adverts should not use discriminatory language, for example ‘young male’
application forms should be available in audio or braille formats
a date of birth/age/gender request may be omitted from the application form
a panel interview is objective as it reduces the chance of discrimination
avoid questions relating to the nature of the disability or pregnancy
testing time should be extended for learning difficulties, for example dyslexia
the venue for the assessment centre and interview must be accessible, for example have a ramp or a lift for disabled candidates
Describe the importance of workforce planning for an organisation. (3) 2022
will allow the organisation to analyse the labour market
to predict shortages in suitably skilled staff in the future
it will allow the organisation to see when new staff will be required in the future
the organisation will be able to identify any training needs
the organisation may be able to plan for employees retiring
can identify whether or not they should be replaced
Discuss the advantages and disadvantages of using internal recruitment (4) 2023 q3a
Advantages
* vacancy can be filled relatively quickly
* managers already know if the employee is suitable for the vacancy
* staff may be motivated if they see opportunities for internal promotion
* the organisation can save the costs of induction and training new employees
* there will be reduced advertising costs
Disadvantages
* it can limit new ideas being brought into the organisation
* the number of candidates will be greatly reduced
* when one vacancy is filled internally, another one is created
* internal promotions can cause tension between staff
Describe testing methods that can be used to select staff (5) 2023
- Attainment test - allows candidates to demonstrate their skills, for example testing IT skills by completing a typing test o useful for making comparisons
- Aptitude test - assesses if a candidate has the natural abilities/personal skills needed for the role, for example observing a teacher take a class before interview
o can assess if staff will be the correct fit for a role o can reduce the need for some training needs if candidates are identified with natural abilities required - IQ test - measures an applicant’s mental ability and intelligence o can provide information for easy comparison
- Psychometric test - assesses an applicant’s personality and mental suitability for a job
o there are no right or wrong answers
the test gives an insight into how an applicant thinks would fit into the organisation - Fitness test - assesses physical ability which may be required for certain jobs, for example police, armed forces
- Medical test – assesses physical attributes of a candidate which may be required for certain jobs, for example eyesight test for RAF
Discuss the costs and benefits of work-based qualifications (3)
Employees may become a registered member oa professional institute o Can increase salary when qualified
Employees can be awarded “in-house” certificates once training has been completed
Employees may have better chance of promotion after training as training is relevant to the job
However, may leave for a better paid job after gaining qualification
Training can be logged in their CPD record to comply with minimum training standards/contracted development time
Work-based qualification can be tailored to suit the firm’s needs
Training normally takes place in the workplace which can save costs for the organisation
Can be time consuming as it could be done on a part-time basis
Can be costly to pay for the trainers
Candidates are required to consider at least one cost and one benefit to gain full marks.
With reference to the case study, discuss the methods used by BT to train its staff. (6) 2018
BT Apprenticeship Scheme
A professional qualification can be gained.
Will gain new/valuable skills specific to the job role.
Will gain practical experience and theoretical knowledge.
Supported during training.
Will be less costly than outsourcing the training.
It involves a high degree of supervision from an experienced member of staff.
It is an expensive method of training.
It is a time consuming method of training.
Inexperienced apprentices may make mistakes.
No guarantee of a job once the apprenticeship is complete.
Apprentices are paid as they train.
BT Academy/Off-the-Job
Delivered by specialists.
Can be tailored to the organisation’s needs.
Employees can focus on training as they have no workplace distractions.
Existing staff aren’t hindered or distracted by trainees.
Increased productivity when employees return to work after training.
Makes BT an attractive employer so will attract the best staff.
Decreased productivity whilst training takes place.
Travel and accommodation expenses may be incurred.
Employee may leave for a better job after the training.
May be motivating for staff.
Discuss the advantages and disadvantages of using a virtual learning environment (VLE) to develop NHS Scotland’s workforce. (4) 2019
Advantages
wide range of modules can develop a range of skills in employees
free for the employee to use flexible as training may be accessed by the employees from home
training software can be tailored to suit the NHS Scotland’s requirements
may be a lower cost to the NHS than hiring trainers on site
give staff an opportunity to share information/opinions
Disadvantages
expensive to purchase/maintain/upgrade
regularly updated can be time consuming
employees can resist IT and may not carry out the training properly
employees may not be as engaged, compared to being trained in person
Explain the benefits of an appraisal system. (4) 2016
Good practice can be acknowledged which motivates the employee
Good practice can be highlighted and shared with all employees within the organisation, which can then be followed by the other employees
Improvements to policies and procedures can be made due to feedback from staff
Training needs can be identified which can increase quality standards
The firm can ensure all employees are aware of the organisation’s aims and are working towards achieving these
Strong relationships are formed between manager and employee as they are given the opportunity to have a professional discussion
Targets will be set for the employee which motivates them to be successful by giving them a goal to work towards
Wage increases and bonus can be linked to the appraisal system and administered as they are based on performance which can be viewed as a fairer system
Staff are highlighted for promotion which will retain a core workforce
Describe the following appraisal methods: * one-to-one * 360-degree * peer-to-peer. (3) 2018
One-to-one
a regular review of an employee’s job performance which is documented and evaluated
review and discussion of last year’s targets takes place
targets may be set about future performance
training needs are identified
360-degree
a review of an employee’s job performance, with feedback coming from subordinates, peers, supervisors and the employee themselves
all those involved answer the same questions (often anonymously), which allows for comparison
allows for a variety of viewpoints from colleagues
self-evaluation is an important part of this type of appraisal
Peer-to-peer
colleagues in the same or similar position are asked to provide feedback on specific aspects of an employee’s performance
managers are excluded from this type of appraisal.
Discuss the advantages and disadvantages of using appraisal in the staff development process. (5) 2022
Advantages
employee performance can be evaluated
feedback/praise is given on recent employee performance o can increase employee job satisfaction
expectations/targets can be set for the employee
assess the employee’s potential for promotion
it is an opportunity to identify and support training needs of employees
may be linked to bonus schemes or pay increases
can improve communications between managers and staff
employees will have a better understanding of how to do their job
Disadvantages
having a formal meeting may be stressful for some employees
can be time-consuming for the HR department
some staff may resent that appraisal leads to other staff (and not them) getting a pay rise/bonus o or other staff receive a promotion
Explain the benefits of the following employee participation processes in improving employee relations: Worker directors, Works council/consultative committees, Quality Circles (3) 2022
Worker directors
allow the views of the workers to be taken into account − so employees feel that they have ownership of ideas in the decisionmaking process
Works councils/consultative committees
allow employees and managers to discuss change − which will reduce resistance to change from employees/encourages teamwork and collaboration/reduces the risk of industrial action
Quality circles
involves shop-floor workers being consulted on how to improve the quality of product − which makes employees feel involved in decision making/employees feel that their expertise and experience in working with the product are valued/employees are given a sense of ownership which will encourage a team ethos
Discuss the use of staff training in an organisation (4) 2023
Advantages
* it makes staff more confident to do their job * it improves the skills of employees
* it can help to improve the quality of products/service * it can improve the image of the organisation
* can encourage more people to want to work for them * it could reduce the number of workplace accidents
*it can be used to develop skills to cope with change in an organisation
Disadvantages
* training can be costly to an organisation if outside training providers are used
* training can lead to lost production time o late delivery can lead to loss of customers
Award 1 mark for each valid discussion point.
Describe one theory of motivation used by managers. (3) S 2c
Maslow’s Hierarchy of Needs
Maslow suggested that there were five interdependent levels of basic human needs (motivators) that must be satisfied in a strict sequence (1 mark), starting with the lowest level and working up to the highest (1 development mark).
Physiological needs (to stay alive and reproduce), and security needs (to feel safe) are the most fundamental and pressing needs (1 mark).
They are followed by social needs (for love and belonging), self esteem needs (to feel worthy/respected) and, lastly, self actualisation needs (to realise potential and have status) (1 mark).
You cannot progress to the next level in the hierarchy until the previous level is satisfied (1 mark).
Hertzberg
Hertzberg believed that employee satisfaction is related to factors which motivate, and factors which cause dissatisfaction — hygiene factors (1 mark).
Motivating factors give job satisfaction and include giving employees increased responsibility/recognition for their effort/personal sense of achievement/changes for promotion, etc.
Motivating factors refer to things involved in doing the job.
Hygiene factors need to be met to prevent dissatisfaction and include pay and conditions/support for colleagues/company policies and procedures, etc.
Hygiene factors are things which define the job.
Accept any other suitable response.
Describe the features of Maslow’s motivation theory. (4) 2015
Maslow’s theory classifies human needs and how they are related to each other (hierarchy)
A person starts at the bottom of the hierarchy and will initially seek to satisfy basic needs eg food and shelter
These can be satisfied through pay
Once these needs have been satisfied they are no longer a motivator
The next level which is security and protection (safety needs) , Job security/safe working environment
The next level is social/love and belonging needs where most people want to belong to a group
Working with colleagues who provide support, teamwork communication
Esteem needs are about being given recognition for a job well done
A promotion might achieve this
Self-actualisation is how people realise their potential
May be measured by the extent of success and/or challenge at work
If management can identify which level each employee has reached they can decide on suitable rewards
Describe the methods which may be used to motivate employees. (4) 2016
Bonus/Performance-related Pay – an additional payment on top of a basic wage or salary which will be received when agreed targets are met
Commission – calculated as a percentage of sales value made by the employee and is added to a basic wage
Piece rate – when the employee is paid per item they produce
Quality may be compromised if workers are rushing to increase output
Overtime – paid when an employee works longer than their contractual hours at a higher rate than their basic rate of pay
Share-save Schemes – this is when employees save regular amounts each month for a set period after which their savings can be turned into shares in the business to be kept or sold at a profit
Fringe Benefits – rewards offered to employees as well as their wage/salary eg company car, discount, gym membership etc
A company car can make the employee loyal to the firm/retain the worker
Empowerment…
Job enrichment…
Promotion prospects…
Good rate of pay…
Good working conditions…
Quality circle…
Appraisal…
Work Council…
Worker Director…
Positive corporate culture…
Open door policy…
Team working/building…
Describe the laissez-faire style of leadership (3) 2017
Allows employees to make decisions once they have been given a task
Employees are expected to solve problems on their own with very little guidance from the group leader
Leaders only step in if they are needed/asked
Laissez-faire leadership can be effective in situations where employees are highly skilled, motivated, and capable of working on their own
Inexperienced staff will not be given much direction/support
Could result in poor quality of work
Employees may feel more pressure and become stressed
Describe the features of Maslow’s motivation theory. (5) 2018
Maslow’s theory classifies human needs and how they are related to each other (hierarchy)
a person starts at the bottom of the hierarchy and will initially seek to satisfy each stage in order
once these needs have been satisfied they are no longer a motivator
if management can identify which level each employee has reached they can decide on suitable rewards
physiological (basic) needs which are, for example, food/shelter
can be satisfied through basic pay
safety needs which are job security/safe working environment
can be satisfied through permanent contracts
social (love and belonging) needs where most people want to belong to a group
can be satisfied by working with colleagues who provide support/teamwork/communication
esteem needs are about being given recognition for a job well done
a promotion might achieve this
self-actualisation is when people realise their potential
may be measured by the extent of success and/or challenge at work.
- Explain the ways in which organisations can fulfil the following employee needs, as set out by Maslow’s hierarchy.
Safety and security needs
Esteem needs (4) 2019 4b
Safety and security needs
provide safety equipment - so staff are confident they will not be harmed
job security - by offering staff permanent contracts
providing secure facilities - so that staff feel safe
fair wage - so that staff are able cope with the rising costs of living
Esteem needs
offer management training - so that staff can develop professionally/achieve their goals
offer internal promotion - so that staff can climb the career ladder
allow staff to take the lead on projects - so they feel empowered
give praise/recognition of good work – motivates staff
job title – sense of importance
Describe Herzberg’s theory of motivation (2) 2023
employees’ motivation is affected by hygiene and motivator factors
* hygiene factors will not motivate employees
* If hygiene factors are not met, they can lower motivation
* motivator factors will not necessarily lower motivation if they are absent
* if motivators are present these can be responsible for increasing motivation
Explain the benefits of positive employee relations. (3) 2015 5b
Employees will have their chance to discuss changes or grievances so will feel happier and more secure in the workplace
It will be easier to introduce change within the organisation as staff will become flexible with suggestions from management
Disputes are less likely to arise as the workers will have been consulted and understand what it is that the employer is trying to achieve through the changes and why the changes are necessary
Good employee relations means that the workforce will be committed and will help ensure the business meets its objectives
The organisation will gain a good image for treating its employees correctly and maintaining good employee relations and therefore will attract new employees easily
Describe the role of the following external institutions. * ACAS * Trade Union (2) 2019
ACAS
intervenes after a trade union can’t come to an agreement with and employer over a dispute
can provide advice to organisations to help them understand HR policy
offers training to organisations so that disputes can be prevented
involves an impartial ACAS conciliator ‘refereeing’ a discussion
arbitrates by making a final decision based on the evidence gathered/presented by employers and employees
Trade Unions
organisation that represents a group of employees
carry out collective bargaining on behalf of the members
can also provide legal support/advice
Discuss the effects of the Equality Act 2010 on an organisation. (3)
Avoids discrimination within the workplace
Requires organisations to promote equality
They must ensure that their recruitment policies are compliant with the act
They must have comprehensive anti-discrimination and harassment policies in place
Action needs to be taken against barriers that prevent employees with protected characteristics from carrying out their job and making accessible for them
Ensuring disability access in the workplace may be costly
The organisation must investigate any accusations of discrimination and take action where necessary
The organisation may face legal action
Could result in fines/sanctions
Reputation may be negatively affected
Describe the impact of current employment legislation on organisations (4)
Equality Act
The organisation may be prosecuted for discrimination eg fine
Employers may have to revise their recruitment policies
Pay both genders the same for jobs of equal value
Wording in job adverts must not be discriminatory
Invest in better accessibility eg installing lifts, ramps, etc.
Investigate issues of discrimination/harassment/victimisation against an employee, customer or a third party
Train staff on discrimination prevention/awareness
National Minimum Wage Act
An increase in minimum wage leads to increased costs for the organisation
This could result in lowered profits as wage expenses increase
If it is found that an organisation has not been paying the minimum wage, they may be required to make a backdated payment for employees
Health and Safety at Work Act
Must provide the correct safety equipment
Could be temporarily closed or shut down for non-compliance
Potential for legal action by members of staff if they suffer injury at work due to non-compliance
This may result in compensation payments
Employment Rights Act
Issue employees with payslips
Must have a written disciplinary policy in place if over a certain size
May be time consuming and costly to implement/update policies and procedures
Must issue employees with a contract after a certain period of time
Data Protection Act…
Describe the impact of current employment legislation on organisations. (4)
National Minimum Wage Regulations or National Living Wage Regulations
an increase in minimum wage leads to increased costs for the organisation o this could result in lowered profits as wage expenses increase
if an organisation has been found to be paying less than the minimum wage, it may be required to make a backdated payment to its employees
Health and Safety at Work Ac
the organisation must provide the correct safety equipment
increasing costs for safety equipment/training
the organisation could be temporarily closed or shut down for non-compliance
potential for legal action by members of staff if they suffer injury at work due to non-compliance
this may result in compensation payments
Equality Act
it may be prosecuted for discrimination, for example, fined
it may have to revise its recruitment policies
it must pay both genders the same for jobs of equal value
it must not use discriminatory wording in its job adverts
it may need to invest in better accessibility, for example installing lifts and ramps
it must investigate issues of discrimination/ harassment/victimisation against an employee, customer or a third party
it must train employees on discrimination prevention/awareness.
Describe the ways Police Scotland could ensure that its recruitment and selection process complies with current legislation. (2)
job adverts should not use discriminatory language, for example ‘young male’
application forms should be available in audio or braille formats
a date of birth/age/gender request may be omitted from the application form
a panel interview is objective as it reduces the chance of discrimination
avoid questions relating to the nature of the disability or pregnancy
testing time should be extended for learning difficulties, for example dyslexia
the venue for the assessment centre and interview must be accessible, for example have a ramp or a lift for disabled candidates
Explain the impact of the Equality Act 2010 on an organisation (4)
- if the legislation is not complied with - the organisation may be prosecuted/fined o reputation could be negatively affected o harder to recruit employees
- employers may have to scrutinise their recruitment policies - this gives the HR staff additional work
o keep a close eye on what goes on inside their workplace with regards to promotions, training and other career opportunities - wording in job adverts must not be discriminatory - therefore managers should check these carefully before advertising to ensure all working is acceptable
- organisation needs to ensure the business is fully accessible to all by installing lifts, ramps etc./this can be costly to implement
- the organisation has a responsibility to investigate any issues of discrimination/harassment/victimisation, against an employee, a customer or a third party – this could require extra staffing for HR
- the organisation must take steps to ensure that all employees are aware of the Act, and what they need to do to comply with it - therefore staff training should take place
Explain the benefits of using information technology to deliver staff training. (3)
Visuals from presentation software provide reinforcement to verbal information from trainer/speaker (1 mark), therefore it holds the attention of the trainees longer (1 development mark).
Staff in remote locations can be involved in training events using web conferencing, reducing the need to travel.
Live-link meetings/online tutorials can be set up between trainer and trainee so support is immediately available.
Staff being trained can access centrally-stored shared files from any geographical location.
Describe and explain the purpose of the following when recruiting new staff: job description, person specification, reference (6)
Job description
States job title, location, tasks, duties and responsibilities (one only)
States conditions of service eg holiday entitlement, benefits and hours of work (one only)
Preparation means that the organisation has thought out the tasks they wish the job holder to undertake
Person specification
A description of the person thought suitable for the post
Contains the qualifications, experience, personal qualities, physical attributes, special skills and interests of the ideal candidate
The organistaion thinks about the type of person they would like to employ
Should be matched to the job specification to make sure the correct person is selected for the job
Reference
A statement (oral or written) by a former employer or reliable contact
Gives information about suitability for the post from an external source making sure that the best person is appointed
Should be unbiased
Describes reliability, personality, etc
Describe a selection process which may be used to ensure the best applicants are appointed to work in the restaurant (5)
Application forms and CVs are compared against the Person Specification
References may be asked for
A short leet may be drawn up
The short leet candidates are interviewed
Testing may take place (attainment, aptitude, IQ, psychometric, medical)
A second round of interviews may take place
Use of assessment centres
Successful/unsuccessful candidates informed – 1 max
